In today’s data-driven legal landscape, Client Relationship Management (CRM) systems have become indispensable tools for law firms. However, the effectiveness of this tool hinges on the quality and security of the data it contains. This is where data stewards come into play, serving as the guardians of your CRM system and the valuable information it holds.

Yet, our 2024 CRM Success Survey revealed some eye-opening insights into the challenges law firms face with their CRM systems. Notably, the biggest challenges reported were integration issues and technology problems – both of which can be traced back to poor data quality. Despite these challenges, firms rated the importance of data quality a six out of ten, suggesting a disconnect between recognized issues and prioritized solutions.

Given these challenges and the critical importance of CRM systems, the role of data stewards has become increasingly vital. These professionals have industry specific training to address the key issues identified in our survey. 

Let’s explore the specific ways Data Stewards can fortify your CRM system, ensuring it remains a reliable and powerful tool for your firm:

1. Ensure Data Integrity

Data stewards play a crucial role in maintaining the accuracy and consistency of information within the CRM system. They establish and enforce data entry standards to ensure all client information is input correctly and uniformly across the organization. Regular data audits are routinely carried out to identify and correct errors, duplicates or outdated information. 

By maintaining high data integrity, data stewards significantly reduce the risk of miscommunication or misinformed decision-making based on faulty data. This commitment to data accuracy not only improves the usability of your CRM but enhances the overall efficiency of your firms operations.

2. Enhance System Integration

Data quality professionals are essential in facilitating seamless integrations between your CRM and other critical systems. They work to standardize data formats and establish data mapping across different platforms, reducing integration challenges. 

This enables a smoother transfer of information between your CRM and other tools like document management systems, experience management systems, and even time and billing software. Data stewards integrated approach provides professionals across the firm a holistic view of client relationships. Ultimately, this enhanced system integration leads to better-informed strategies and more personalized client service.

3. Improve List Management

According to our 2024 CRM Success Survey, list management was the biggest benefit of having a CRM system, and data stewards are key to optimizing this function. They implement processes that keep contact lists current, accurate and properly segmented, ensuring outreach efforts are targeted and effective. Data stewards can also establish protocols for new contacts to prevent duplicate entries and to maintain a clean database.

These improvements to your data management strategy directly correlate to increased effectiveness for your marketing campaigns and business development initiatives. Data stewards shift the focus to list quality, which translates to better engagement rates, more productive relationship building efforts, and a greater ROI on your CRM investment.

4. Conduct Regular Security Audits

With data breaches seemingly happening weekly, data stewards play a vital role in safeguarding your CRM through regular security audits. They systematically review user access rights, ensuring only authorized personnel can access sensitive client information. These audits can also check for vulnerabilities in the system, and ensures compliance with data protection regulations.

Their proactive approach to security significantly reduces the risk of data breaches and ensures compliance with industry regulations like GDPR or CCPA. Not only do these regular security audits protect your firm and increase your firms reputation, but demonstrate your commitment to safeguarding confidential information.

By addressing some of these key areas, data stewards significantly enhance the value and reliability of CRM systems. By ensuring data integrity, facilitating system integration, and enhancing crucial functions like list management, they play a pivotal role in maximizing the value of your CRM investment.