A practical routine for keeping client data clean
Data quality is not a project you finish. It is a small recurring habit — here is one that takes twenty minutes a month and prevents most of the damage.
Clean data is not achieved by an annual cleanup. It is maintained by a routine small enough that it actually happens, and by a handful of rules applied at the point of entry.
At entry, insist on one required field: something that makes the record findable again. Usually that is an email address. Everything else can be filled in later, but a contact nobody can search for is worse than no contact at all.
Once a month, run three checks. Look for duplicates created since the last pass, look for records with no owner, and look for open deals with no activity in sixty days. Each of these takes minutes to review and prevents the slow rot that makes a database untrustworthy.
Archive rather than delete. A contact that is no longer relevant should leave your working views without leaving your history — you will want that record the day they come back.
The goal is not a perfect database. It is a database your team believes, because the moment people stop trusting what they see, they start keeping their own private version and the whole thing quietly stops working.
Trying to make a switch like this?
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