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INTRODUCTION

Have you ever wondered how much revenue your small business loses because its customer data is not organized? What about how to use AI to help increase revenues? Keeping your customer's data organized can be a huge revenue generator. And with the power of AI, you can optimize your sales process to identify your most favorable customer personas. You don't need to be an expert to do this – even a small business owner can achieve it.

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We're going to share how you can: Add a simple CRM to your small business and harness the power of AI to extract new insights from your data. All so you can increase revenues and optimize your operations.

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SYNOPSIS

According to the Harvard Business Review, companies that implement effective CRM (or Customer Relations Manager) strategies have a 60% higher chance to boost their revenues. Those chances increase dramatically when you add Artificial Intelligence to the mix. Our Simple CRM (even without AI) will help you visualize your customer data, potential leads, and closed deals. And you can review all your past data at a glance with intuitive charts and graphs.

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We've created a Simple CRM template in the form of a spreadsheet that you can use for your small business. If you want to download this spreadsheet, our Simple CRM is available in Microsoft Excel, and Google Sheets. The great thing about the Google Sheets version – or if you use the shared online version of Microsoft Excel – is that you can have many people logged into the spreadsheet at the same time, editing, and updating it. That way, you don't need an expensive fancy CRM to optimize your small business. A simple spreadsheet will do just fine.

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Optimize customer management

Our Simple CRM helps organize your customer data. You can add all your customer details and even create custom fields to record important customer facts. Give a customer a "unique id" and use that in the "leads" tab to automatically bring the customer data over.

That way, if a customer has many leads or many deals, you don't have to copy and paste the data a thousand times. This is an important feature of all CRMs. So if your customer's phone number changes, you change it once in the "customer" tab, and it automatically updates across tabs.

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Organize your CRM strategy

In the simple CRM we've designed for you, you can view the graphs and analysis of your deals using the custom fields of your customers. Say you produce high-protein candies, and your customer types are: Restaurants, candy shops, fitness centers or gyms, and airlines. You also serve many regions, like: California, Oregon, Texas, Nevada, and Florida.

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These customers are mostly interested in your different product types, like: Cookies, protein bars, snack bags, and protein powders. With our simple dropdown, you can visualize and analyze how the different customer types, regions, and product types compare with one another. And when you add AI, you can mix and match these custom fields to identify which customers are about to make an order – and contact them proactively – just like Caterpillar does.

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Diving into AI

Now, here's how you can integrate AI into this simple CRM. If you're not familiar with AI or Artificial Intelligence, it is so cool. It's basically a statistical model that can extract insights from your data. So there are two ways to add AI to the CRM. The first one is with a chat tool. There are a lot of AI chat tools available today, but we're going to use OpenAI's AI chat bot ChatGPT. However, by the time you read this article, other better products might have been released.

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90% of the challenges related to any data analysis is not doing the analysis itself. Rather, it is collecting the data you need to do the analysis. By this point, you've added our simple CRM to your small business and have been able to import your customer data, leads, and deals. Head over to the "Deals" tab, or the tabs prefixed with "AI", select all the data – including the column names – and copy the data onto your clipboard. Go to OpenAI's chat tool (in this case, ChatGPT) and type the following prompt: "I am going to give you some sales as CSV data, and I need you to analyze it for me". Feel free to write that in your native language – like Spanish or German – if you want the response to be returned in your language.

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Then paste the data you copied from your CRM. Or you can save the specific as a CSV and paste the file's contents, with commas and everything, into the chat tool. If you have a lot of data, well then, tell Chat GPT you're going to keep pasting data until you're done. And keep copying and pasting small parts of your data from your CRM to the AI chat tool. Then you can ask some really helpful questions like:

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  • "Which customer has generated the most revenue for me?"
  • 'Tell me which {custom field} and {custom field} are bridging the most revenue" – where {custom field} is one of the fields you defined in the "Fields" tab.
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Follow-up with your customers

In our Simple CRM, you can define how many days a sales team member should go before following up with a customer. This can be edited in the "Fields" tab and viewed in the "Leads" tab under the "Lead next steps" section. For the users who wish to use this feature directly from the CRM, it is quite helpful because they don't have to think about who they need to call, email, and connect with next. However, using AI and the "AI Leads follow up" tab, you can ask the AI chatbot more interesting questions like: "Which customers (with their phone numbers) do I need to follow up with" or "Of the customers I have to follow up with, sort them by highest revenue"

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Simple tools, such as a light spreadsheet with AI chatbots or integrated AI extensions, can massively optimize your sales processes to give your small business the tools and insights it needs to operate efficiently. We hope you can use this article and our Simple CRM template to increase the revenues of your small business.

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