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6 Essential Steps for Effective CRM Data Cleansing


Chakshu Chhabrra

CRM Data Cleansing
Accomplishing successful customer relationship management with clean and well-organized data is the cornerstone for organizations to earn credibility among targeted customers. Accessing standardized, hygienic CRM data can enhance marketing efforts and drive meaningful conversations with potential and existing customers. As a result, your business can enjoy an increased conversion rate and customer retention. However, over time, inconsistencies and errors might arise in your CRM data, making it useless. Even an industry survey states that CRM data can degrade by 34% without intervention. Your only chance to keep your CRM data updated and fit for purpose is CRM data cleansing. Are you looking for a solution to turn the tedious CRM data cleansing process into a smooth ride? Follow this guide on the steps to data cleansing and preserving the health of your customer relationship management data.

Hygienic CRM Data: Exploring the Steps Involved in Data Cleansing

CRM Data Cleansing Let’s get into the steps to data cleansing and getting your hands on well-organized, accurate, reliable CRM data:
  1. Evaluate Your CRM data before cleaning up
The first step to a standard data cleansing procedure is to evaluate the overall state of your CRM data before you indulge in cleaning it up. Check whether it’s the current data. Is it relevant to your business? It’s possible you created too many fields when you first set up the database to collect customer data. Do you still need all the fields? Perhaps you failed to create enough and add additional fields to collect more CRM data. It is a perfect chance to re-evaluate your CRM data requirement for the future and determine what data needs to be deleted or added.
  1. Clean up Your Customer Contact Data
  It’s the core of the Steps Involved in Data Cleansing and accessing clean customer contact data. Inaccuracies can accompany your CRM data in varied forms, as does CRM data cleaning. Let’s learn the know-how of CRM data cleaning with a few examples, such as removing, de-duplicating, or filtering contacts.
  • Removing contacts
Some CRM or email marketing platforms levy charges according to the number of contacts. Removing unwanted contacts is your best solution to keep these charges minimal. So, by deleting outdated customer contacts, you can not only ignore unnecessary expenses but also access hygienic CRM data.
  • De-duplicate your customer contact data
Have you unintentionally entered the same contact twice or more in your CRM platform? Or perhaps you might have created two or more entries of the same customer but with different contact information. Whichever is the case, identify the duplicate customer contact entries and remove or merge them manually.
  • Filter contacts
Do you want to figure out your customer engagement level? If so, filtering customer contact data can turn out to be a great solution! For instance, consider filtering customer contacts on properties, such as a recent conversation date or when they last opened a marketing email. You can remove the contacts of customers who haven’t shown any recent engagement.
  1. Standardize Data
Human errors are one of the major causes of poor CRM data. A company without any rules or policies concerning the method of entering data into the CRM platform often experiences various iterations in CRM data. So, what’s the optimal solution? Well, you can practice data standardization. It’s all about building an organized, consistent, and appropriately controlled environment to record customer data into your CRM. You must ensure the same format across all datasets, such as capitalization, date format, measurement units, or lowercase characters.
  1. Filling or Scraping Missing Values
Another problem you can face with your CRM data is missing values. Therefore, you can’t miss out on dealing with missing values among critical steps to data cleansing. When having missing values in the CRM data, you will find yourself at the crossroads of filling in or scraping them. The choice you make will depend on what value is missing in the data. For instance, if your customer’s email address is unavailable, you might have to scrap it since it will not be possible to contact them. In contrast, you have their email address without any name or mobile number. In such a case, consider filling in the missing values using the customer’s email to find his contact details.
  1. Dealing with Outliers
Outliers are any piece of your CRM data that visibly doesn’t go well with the rest. If values in a field are completely off from the remaining values in the entire CRM dataset, there is a good chance that it’s recorded incorrectly. One look is enough to identify such type of data error. It’s necessary to always investigate whether the value is correct before removing it from the CRM data. However, if you see your customer’s age being entered as 188, then no brainer is required to determine that it’s wrong.
  1. Set up Ongoing Maintenance
Besides cleaning data, you shouldn’t miss out on validating and maintaining your CRM data. Routine data maintenance is the backbone of successful customer relationship management. It’s especially applicable for expanding business with a growing and evolving database. Having a structured, ongoing maintenance schedule in place will prevent CRM data decay, leading to superior quality data analytics. So, schedule monthly, quarterly, or half-yearly data cleanups, along with defining necessary roles and responsibilities among your employees. Accelerate Your CRM Efforts with Acelerar Data Cleansing Services Looking forward to tidying up your CRM data? Join hands with Acelerar to access accurate, consistent, valid, and complete CRM data. We understand that CRM data cleanup is more than a one-off sprint. Thus, our expert team defines appropriate steps to data cleansing to run a marathon. Investing in our data cleansing services will not only clean up your CRM data, but also set the stage for meaningful customer interactions and relationships.

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