Telemarketing data can be a tricky thing. There are so many different ways to create, capture, and return the data that it can become a little complex at times.
The important thing is to always be sure to give the client the best quality telemarketing data possible. Take pride in what you’re transmitting, because this is the one aspect of the program that you have control over. It’s an opportunity to prove to the client that you’re a valuable member of the team.
The data person is the ‘behind the scenes’ piece of any telemarketing program. And although we’re not the ‘face’ of the company that many see, all it takes is some bad data to make you very visible.
Use the Highest Quality Data Possible
My philosophy behind giving the highest quality telemarketing data possible has always been ‘if you can’t show the client the importance of returning quality data, what does that show the client about the company as a whole.’
Now, we can write numerous pages on all the different fields that could or should be captured, the format of each field, and the countless ways of doing data, but I want to touch on some key steps that will aid you in delivering quality, useful data.
The Layout
This is where it all begins. Needing to know how the client wants the data back and in what format is vital. It’s important to know this before working with any data.
The first rule of thumb is to NEVER assume anything. If you are unsure, always confirm first. Not only does this help you escape a lot of stress later, but it also shows the client that you truly care about how they need the data.
It’s also important to understand the telemarketing program and what the goal is so that you understand the pieces of the data being returned. This allows you to then dissect each field to make sure the program and the data are aligned.
Authenticate the Data
Now that you have the data to return to the client, you need to run a series of checks and balances to double check that data before you return it.
Even though you may have set up the program and limited how they enter data, it’s crucial to verify that it is truly in the format needed.
Here are a few helpful guidelines to get you started.
- Verify that all required fields have a value.
- Verify that ‘constant’ fields have not been compromised.
- Verify that the data is following the flow of the program and there isn’t data where it shouldn’t be.
- Verify the answers for each field are in the format expected by the client.
- Verify the layout is in the correct format.
Transmission/The Send-Off
Some clients may be very specific in how they want to receive their data, but for those that aren’t, it’s up to you to make sure it’s sent in its finest form. After all, this is your last stop on the data train.
First, find out what the deadline is for the data and allow enough time so that you are not late sending it off.
Now, for the most important rule of thumb, focus on quality over quickness. This is very important to remember. What’s worse than late data? Inaccurate data is worse, because you’ve let the quality be compromised by speed.
If you foresee that you are not going to hit a deadline, let communication be your friend. Send a quick email letting your client know you’re going to be late and give them an ETA of the data, and be truthful in it.
Do not say you will send it in 30 minutes if you know it’s going to take you an hour. Give yourself enough time to assess the data thoroughly.
Next, you’ll need to know how to transmit data. Some clients prefer email, and this is acceptable for most telemarketing data. However, if the data contains sensitive information, it’s very important to post it to a secure FTP site or transmit it in another secure form.
Send Notification of the Data You’re Delivering
Once the data has been sent, it’s a good idea to send some type of notification of what you’re delivering, whether it be in a transmittal document or just embedded in the email.
These three pieces of information are essential in the notification.
- Stating the type of data (sales, finalized records, do not calls, etc.)
- The date(s) of the records in the data
- The number of records being transmitted
This will give the end-user a way to verify they have received all the data.
As I’ve mentioned before there are many ways to format, manipulate, and send telemarketing data, but the basic concept is all the same. Giving the client what they want in the way they want it is key. If you follow the three steps I outlined above, you will be on the right track.
Do take pride in what you’re doing. Sending good quality data is not only a reflection on the company, but a reflection of yourself.
Work With the Telemarketing Data Experts
Quality Contact Solutions makes telemarketing simple. Our team acts as an extension of your company and dedicates the time and resources necessary to deliver results.
We build it, manage it, call it, and report on it, and we make it successful.
Explore our website to learn more about our services and click the button below to receive a customized price quote.
Melissa Hinrichs is the Client Services Director for Quality Contact Solutions. Melissa is an invaluable member of the team and ensures that the client always receives flawless data. Prior to working at Quality Contact Solutions, she spent over 10 years working for a Top 50 inbound/outbound contact center in a variety of positions, including Reporting Specialist and Programmer/Analyst. To contact Melissa Hinrichs, email melissa.hinrichs@qualitycontactsolutions.com or call 1-866-963-2889, ext. 205.
