Processes & Templates

The Ultimate CRM Cleanup Playbook for Small Teams

February 3, 2022

A clean and organized CRM system is essential for sales success. It's where you store all your leads, prospects, and customer information. But when the information in your CRM becomes unusable due to errors and inaccuracies, it can slow down your sales process and prevent your team from hitting their targets.

Cleaning up your CRM can be a daunting task, but it doesn't have to be. In this playbook, we'll provide you with a step-by-step guide for cleaning up your CRM and ensuring that your data is accurate and up-to-date.

Step 1: Assess Your Current Data

Before you start cleaning up your CRM, it's important to assess your current data. This will help you understand the scope of the problem and identify which areas need the most attention.

Here are some questions to ask when assessing your current data:

  • How much of your data is inaccurate or incomplete?
  • Which fields have the most errors?
  • Are there duplicate records in your database?
  • How many leads and contacts have become inactive?

Once you've identified the areas that need the most attention, you can prioritize your cleanup efforts.

Step 2: Fix Formatting Issues & Standardize Formats

One of the most common issues with CRM data is inconsistent formatting. Names, addresses, and other data fields can be entered in a variety of formats, making it difficult to search and sort through your data.

Here are some tips for fixing formatting issues and standardizing formats:

  • Name Capitalization: Decide on a consistent format for names (e.g. John Smith or JOHN SMITH) and update all records accordingly.
  • ZIP Codes: Make sure all ZIP codes are in the correct format (e.g. 12345-6789 or 12345).
  • Consolidate and Standardize Data Fields: Determine which data fields are redundant or unnecessary and consolidate them. For example, if you have separate fields for "First Name" and "Last Name," consider consolidating them into a single "Name" field.
  • Standardize Fields Upfront: Before adding new data to your CRM, standardize the format of the fields to ensure consistency.
  • Limit The Use of Free-form Text Fields: Free-form text fields can lead to inconsistent data entry. Consider limiting the use of these fields and providing drop-down menus or standardized responses instead.

Step 3: Standardize Fields Upfront

One of the most common reasons for inaccurate data is the use of free-form text fields. For example, sales reps may use the “Industry” field to write something like “tech,” “technology,” or “IT” interchangeably. This creates inconsistencies and makes it difficult to segment the data.

To avoid this, standardize the fields upfront. Instead of using a free-form text field, create a dropdown list of options. This ensures that data is entered in a consistent way, making it easier to segment and analyze.

Step 4: Re-engage Users to Get Updated Information

In order to ensure that your CRM data remains accurate and up-to-date, it’s important to re-engage with your contacts and get them to update their information.

One way to do this is to send out an email campaign asking contacts to update their information. This can be a great way to clean up your database, but it’s important to offer something of value in return for the updated information. This could be a discount on a product or service, access to exclusive content, or simply a thank you for helping to keep your database accurate.

Another way to re-engage users is to task your sales reps with the responsibility of updating their contact’s information as they gather it. This can be done during phone calls, email exchanges, or even in-person meetings. By making it a part of the sales process, you can ensure that data is being updated on an ongoing basis.

Step 5: Merge Duplicate Records

Duplicate records can be a major issue in a CRM system. They can lead to wasted time, confusion, and inaccurate data. To avoid this, it’s important to regularly merge duplicate records.

Start by identifying duplicates in your database. This can be done by running a search for contacts with similar names, email addresses, or phone numbers. Once you’ve identified duplicates, merge them into a single record.

When merging records, it’s important to choose which data should be retained and which should be discarded. In general, it’s best to retain the most up-to-date and complete information. This ensures that you’re working with the most accurate data possible.

Step 6: Delete Bad Leads

Finally, it’s important to delete bad leads from your database. This includes leads that are no longer relevant, leads that have opted out of communication, and leads that are simply bad fits for your product or service.

Deleting bad leads can be difficult, especially if you’re concerned about losing potential revenue. However, it’s important to remember that bad leads can actually be harmful to your business. They can lead to wasted time, resources, and money, and can even damage your reputation.

When deleting bad leads, it’s important to do so in a thoughtful and strategic way. Start by identifying which leads are no longer relevant or have opted out of communication. From there, determine which leads are simply bad fits for your product or service. Finally, delete these leads from your database.

A clean CRM system is critical for the success of your business. It ensures that you have access to accurate data, which in turn allows you to make informed decisions and develop effective marketing and sales strategies.

Cleaning up your CRM system can be a daunting task, but it’s not an impossible one. By following the steps outlined in this playbook, you can create a plan for cleaning up your database in a methodical and efficient way. Whether you’re just starting out or have been in business for years, a clean CRM system is essential for success.

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