Database Deep Clean

This time of year, when you can feel Spring is in the air, always sparks my cleaning and organizing mode.  I want to tackle the closets, clean off the desk, and spruce up the office.  Another area to apply that spring cleaning energy – your database.

Database clutter comes in a few forms.  It’s best to have a plan of attack before you snap on those virtual rubber gloves.  Here are our top tips for database clean up:

• Head off the clutter – The best way to keep your CRM clean is to avoid the junk in the first place.  Setup standard data entry practices and be sure to adhere to those. Use the features in your CRM to ensure proper data entry, such as required fields, data specific field types like phone numbers, email addresses, etc., and default field values.
• Clearly define clutter – Be sure to have a plan before you start any permanent deletions.  This one is worth a phone call to your CRM partner or at least actually jotting down definitions. Things to detail might include, what constitutes a duplicate, when do we define a Lead as dead, and what fields must be completed for the record to be useful?
• Schedule cleaning – Trying to tackle your CRM clean up successfully once a year is daunting.  Create a schedule for database clean up.  Depending on the size of your database and the use, you might consider monthly.  Carve out the time and stick to your schedule.  A CRM clean of dupes and junk is far more useful and easier to navigate.

Also, make sure you have your some cleaning products/tools handy.

• Verify your data – A reputable list verification service can be priceless.  It not only helps update and verify data, it helps with email deliverability. We’ve had good luck with ZeroBounce. Basically you upload your list to the service, they scrub it for valid email addresses.
• Find & Merge Duplicates – Most CRMs have a built in merge tool.  In Zoho CRM you can dedupe your entire database, or isolate suspected dupes and merge them on the fly.  Here’s a how to for finding and merging.

If you need help, drop me a line – mscott@3leafcrm.com.  We can create a database spring cleaning plan for you!