Making a List, Checking it Twice… Your Customer Data Will Save You Thrice

Archer Okoroafor
Dec 2, 2025
3 min read

Episode 5

Flower shop owner interviewing potential candidate for a job opportunity.

I’m sorry to tell you this, but the cash machine you bought when you first started or purchased your shop? Yeah… that’s going to have to go.

Listen to me.

If your payment systems are from the dark ages (looking at you, manual order takers), it’s definitely too late to switch to an upgraded system before this Christmas. You don’t want to be retraining staff (not to mention yourself), learning a new POS, or ironing out glitches when you’ve got 47 arrangements slated for delivery by the afternoon.

BUT.

You can start collecting data. And honestly, you absolutely should.

December is (or should be) one of the biggest guaranteed sales months of your year. If you’ve been procrastinating on capturing your customer data, this is the moment to stop winging it and start documenting the people who are literally paying your bills.

Start Where You Are — Even If It’s a Clipboard

I’ve worked with shops using handwritten work orders, and I’ve worked with shops using the most over-the-top customer intake you’ve ever seen. Both are painful.

If you don’t have a CRM or POS system?

Don’t panic.

Here are your no-excuse options:

Google Forms

If you work with an iPad or a computer, a simple form at checkout asking for name, phone number, and email is all you need. Easy. Free. Effective.

Spreadsheet

If your tech level is low, I’ll assume you know at least Microsoft Word or Excel. If not… see below.

A Clipboard

Yes, this is medieval. No, I’m not judging.If that’s where you’re at, I get it.Just get the data.

Future you will thank you.

Christmas = Easy Data Capture

Christmas customers are:

• Already buying

• Already happy

• Already committed to spending

This is one of the BEST opportunities to solidify your regular clientele and grow your customer base. Christmas is the one time of year where people are practically thrilled to hand over their information — don’t waste it.

Corporate Customers Are a Different Beast

Keep corporate clients separate in whatever system you use.

Why?

Because their needs, timelines, and buying patterns are completely different. You want to create a more VIP experience to incentivize them to keep ordering from you. They order big, on different holidays, and the point of contact follows a different rhythm. Let’s just say they need a different marketing cadence than your everyday customers.

If you segment them now, you’ll thank yourself come the next big floral holiday.

“But What If Customers Don’t Want to Give Their Info?”

They will. You just need to make it worth their while.

Offer a simple incentive when they sign up — like 10% off their purchase.

Easy, gentle, no marketing jargon, no pressure.

People love a little reward for sharing their details, especially when you make it effortless.

Pro Tip: Add a Marketing Disclaimer

If you don’t have a marketing disclaimer on your website, please, for the love of the petals… add one.

Make it abundantly clear that:

When people place an order or submit their info, they are consenting to be contacted (even for logistical purposes).

Most people won’t care. Some will unsubscribe when the time comes.Many will appreciate the reminders.

But legally? You’re covered.

And being covered matters.

Look. If You’re Not Upgrading, You’re Falling Behind

I won’t mince words because I genuinely care. I know it’s a brutal truth, especially for our older shop owners.

If you’re not evolving your systems, someone else is. And they’re winning customers not because their designs are better, but because their marketing is sharper and their systems are smarter.

Beautiful design does not guarantee survival anymore. I hate to break it to you.

Beautiful systems do.

So maybe you’re not upgrading this Christmas... that’s fine.

But start prepping for the New Year, and start collecting data right now, even if it’s on a piece of paper taped to your counter.

Your future revenue depends on it.

And if you are collecting data but not using it yet… don’t worry. I’ve got a post coming in the New Year that will change your systems... and maybe your life.

Stay tuned.