Maintain Clean, Consistent CRM Data With A Few Simple Steps

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You want your employees in the CRM system every day – using and adding to the information that you have worked so hard to collect and organize.  But the reality is that employees are hurried for time and sometimes take shortcuts to get their work done quickly.  They may fill in required fields with every intention of going back and adding the rest of their notes later.  We all know what happens next.

Over time, without vigilance, your pristine data will become:

1.)   Inconsistent

2.)   Incomplete

3.)   Inaccurate

It’s not an impossible situation, though.  There are things that you can do to remind the entire organization of the importance of clean, complete information in CRM.  And taking action now will save you a lot of time and headaches down the road.  Here are some easy ideas that you can roll out in your organization to keep your data clean.

Develop an on-going process to ensure quality

Formulate a data management plan that requires your CRM Administrator and “power users” to make data integrity a part of their day-to-day responsibilities. Share this plan with your managers and directors so they can reinforce the data management procedures to their teams.

Define security roles

Use the power of Dynamics CRM to apply permission settings to your team members to view, create, edit and delete records that are appropriate for them to perform their jobs.

Provide Clear Formatting Guidelines

Give your employees clear instructions – post them to their desks for easy reference - to make sure they understand the expectations of full and complete data entry.

Use Data Validation

Dynamics CRM can be integrated with a wide variety of input filters and validation tools that maintain consistent formats for addresses, telephones, Emails and Job Titles.

Hold people accountable

You can implement data auditing through Dynamics CRM to track who changed what and when, while preserving historical data in you CRM System. Regular monitoring of the data, especially early in the process, keeps everyone focused and reinforces the importance of the initiative. These ideas will help get your CRM system under control, but each organization has unique challenges. If you are having data issues that require expert intervention, we can help. 

Contact Steve Kane at 301-634-2404 ( to find out how BroadPoint Technologies, the premier Dynamics CRM partner in Virginia, can help keep your valuable information clean, consistent and dependable.

1 thought on “Maintain Clean, Consistent CRM Data With A Few Simple Steps”

  1. I find one of the most import "permissions" settings is locking down who can add/change the values on drop-downs. Limiting selections to the categories defined is key, because otherwise salespeople will add new values ad-hoc not realizing they cripple the ability to do accurate queries.

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