Keeping your CRM records up to date

A CRM is harder to use when a customer appears twice, an email address is out of date or several people enter the same field differently. Before adding more records, it helps to check what is already there.

Start with the records your team uses

Review contact names, companies, email addresses, phone numbers and account details. Decide which fields are required and how each should be formatted. A consistent set of rules makes future updates easier to check.

Handle duplicates with care

Two similar records are not always duplicates. Compare the identifying details before merging or removing entries, and agree which record should be kept. Notes, account history and ownership need attention as well as contact details.

Prepare imports before uploading

Check spreadsheet headings against the CRM fields, use consistent date and phone formats and review missing values. For a migration, agree the field mapping before importing the full file.

Make maintenance a regular task

Assign responsibility for updates and agree how often to review the records. Keep a record of unresolved details rather than filling gaps with guesses. This gives your team a clearer picture of what still needs checking.

When extra support helps

A one-time cleanup suits a backlog of duplicates or outdated records. Regular support suits a team with new contacts and changes every week. The brief should state the CRM, approximate record count, fields and access arrangements.

Our CRM support

Hossain Data Solutions handles CRM data entry, contact updates, duplicate checks, migration support and regular maintenance. Tell us which system you use and the work you need completed, and we’ll agree the scope and price.