As a small business owner, building a database of prospects can seem like a daunting task, especially when you’re starting from scratch and have no CRM system in place. However, fear not! In this blog post, we’ll explore practical steps and creative ideas on how to start building a database of prospects, including ways to collect and collate prospect details even if you don’t have a CRM system.

How to Collect Prospect Details

The first step in building your database is collecting prospect details. Here are some ideas to get you started:

  1. Website Forms: Add a sign-up form on your website where visitors can input their details to receive your newsletter, special offers, or more information about your products or services.
  2. Social Media: Utilise your social media channels to collect prospect details. For example, you can run a contest or giveaway and ask participants to provide their email addresses to enter.
  3. In-Person Events: If you attend trade shows, exhibitions, or other in-person events, consider collecting business cards or using a sign-up sheet to gather prospect details.
  4. Customer Feedback: Encourage customers to provide their contact details when leaving feedback about your products or services.
  5. Networking: Leverage your personal and professional networks to collect prospect details. Ask for referrals and encourage your contacts to spread the word about your business.

How to Collate Prospect Details without a CRM System

Once you’ve collected prospect details, the next step is to collate and organise the data. Here are some ideas for managing your database without a CRM system:

  1. Spreadsheet: Use a simple spreadsheet to record prospect details. Create columns for each piece of information you want to track, such as name, email address, and phone number.
  2. Email Marketing Tool: Many email marketing tools allow you to store and manage your contacts. Use these tools to create segmented lists based on criteria such as demographics, interests, or purchase history.
  3. Google Forms: Use Google Forms to collect prospect details and automatically add them to a Google Sheets spreadsheet.
  4. File System: Organise prospect details in a file system on your computer. Create folders for different segments of your audience and store the relevant information in each folder.
  5. Paper Records: If you prefer a more traditional approach, consider keeping paper records of your prospects. Use a filing system to organise the information and keep it readily accessible.

Top 5 CRM Systems

While managing your prospect database without a CRM system is possible, a CRM system can greatly simplify the process and provide additional benefits. Here are the top 5 CRM systems, starting with a simple spreadsheet:

  1. Spreadsheet: A spreadsheet is a simple and cost-effective way to manage your prospect database. You can use software such as Microsoft Excel or Google Sheets to create and organise your database.
  2. HubSpot: HubSpot offers a free CRM system that includes features such as contact management, deal tracking, and email marketing.
  3. Zoho CRM: Zoho CRM provides a comprehensive suite of tools for managing your prospect database, including automation, analytics, and social media integration.
  4. Salesforce: Salesforce is one of the most popular CRM systems and offers a range of features for managing your prospect database, including contact management, lead tracking, and customer segmentation.
  5. Freshsales: Freshsales is a CRM system that includes features such as contact management, lead scoring, and email tracking.

The top two systems amongst ActionCOACH coaches in the UK currently are Hubspot and Zoho, both of which have their advantages. But, if you don’t have anything, just start with a simple spreadsheet. You can always import it into Hubspot or Zoho as it grows and you want more functionality.

In conclusion, building a database of prospects is essential for small business owners looking to grow their business and foster customer relationships. While having a CRM system can simplify the process, there are plenty of creative ways to collect and collate prospect details even if you don’t have a CRM system in place. By following the practical steps and ideas outlined in this blog post, you can start building your prospect database and unlock the potential for business growth and success.