Still Losing Customer Files? Here’s a Better Way to Organise Them
Customer files become a problem slowly. At first there are only ten customers. Then one day there are hundreds of folders, WhatsApp photos and Excel sheets.
Customer files become a problem slowly. At first there are only ten customers. Then one day there are hundreds of folders, WhatsApp photos and Excel sheets.
Choose one main place
Customer information should have a home.
Possible options
- CRM
- Shared drive
- Document system
- Well structured spreadsheet for very small teams
Use the same naming rules
A file called scan123 final new reallyfinal.pdf helps nobody.
Use a format
- Customer name
- Date
- Document type
- Version if needed
Control access
Not every staff member needs every customer document.
Set
- Who can view
- Who can edit
- Who can download
- Who can delete
My view
The best filing system is the one your team actually follows. Keep it simple enough that people do not go back to saving everything in WhatsApp.
Need a second opinion?
If this is something you are dealing with in your business, you can always message me. If I have an idea that may help, I’ll tell you what I think.
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Written by
Lucian Yong
Business owner and freelance web designer in Puchong. I write simple, practical things for Malaysian business owners.
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