The more your sales team, marketing team, and customer service team can rely on accurate and up-to-date information, the more you can all get on with what matters most – generating revenue from your customers.
Here are five hacks from the Cradle team that will help you keep your HubSpot CRM data tidy from now on.
1. Duplicate contacts
Duplicate contacts cause wasted time and energy- they make it harder for your team to identify whom they need in their pipeline. One easy way to find any duplicates is by running a unique count on all of your contacts. Then, if you have more than one record for a given contact, delete the extra ones. You can do that by selecting both records and clicking X in your lead view or dragging and dropping them into Deleted Contacts in Salesforce. Easy!
2. Verify old data
Before adding new contacts into your database, spend some time verifying that you have correctly matched old data. This makes sure that you are getting an accurate representation of your contacts’ history within your database.
For example, if a new contact has moved jobs, don’t simply add them as a new contact. Instead, make sure they match existing records in your database for similar roles and industries; otherwise, you risk data silos that make it difficult to aggregate information across different customer relationships.
3. Delete old contacts
Don’t be a hoarder! There is no point in keeping contacts who are out of date or no longer relevant; it can lead to an ineffective sales process. Be ruthless when you clean up your data - remember you can always reactivate old leads if necessary.
To delete contacts from your account, go into Manage Contacts within your settings. Click delete next to each contact you'd like gone, then hit submit. After confirming, they'll be removed from your account.
4. Share knowledge
Everyone who’s contributing data to your CRM must be committed to keeping it tidy. A consistent team culture will allow you to track any duplicates, double-ups and wrong data entries before they get added.
From there, it’s easier to correct them together than try and chase down who might have entered what. Hold meetings regularly so your team can review what has been done so far, progress made, what needs completing or the next steps required.
5. Get everyone onboard
Even when your team is using a marketing automation tool like HubSpot, it's still important that everyone in your organisation knows about it. If you don't inform them of all its functions and benefits, you could be leaving opportunities on the table.
Make sure every member of your company has an up-to-date view of what data is stored in their accounts and how they can use it. Also make sure everyone is aware of which pieces of information are inputted by whom and how accurate (or inaccurate) they may be. This way, when someone checks their data in one place for an answer, they'll know to check other places as well.
Happy cleaning!