top of page
Search

JWCRM >>>CRM Health & Practical Checklist

  • Writer: Simon Wilcox
    Simon Wilcox
  • Apr 21
  • 2 min read

Keeping your CRM up to date and healthy is key to making it a powerful tool rather than a digital junk drawer. Here’s a practical checklist with tips to help you maintain a clean, efficient, and valuable CRM:


1. Regular Data Cleaning

  • Remove duplicates: Use built-in CRM tools or third-party apps to merge duplicate contacts.

  • Standardise fields: Ensure consistent formatting for phone numbers, email addresses, names, job titles, etc.

  • Archive or delete inactive leads: Set a rule to periodically archive contacts who haven’t engaged after X months.

  • Validate contact details: Regularly check for bounced emails, wrong phone numbers, or outdated job roles.


2. Organise with Clear Segmentation

  • Segment your database by:

    • Industry

    • Lifecycle stage (Lead, MQL, Customer, etc.)

    • Source (Website, Referral, Event, etc.)

    • Engagement level

  • This helps in personalisation, automation, and reporting.


3. Define and Enforce Data Entry Standards

  • Create clear guidelines for:

    • Required fields (e.g., Email, First Name, Source)

    • Dropdown values instead of free text (for consistent reporting)

  • Automate checks or use form validation where possible.


4. Automate Smartly (But Review Often)

  • Use automation for:

    • Follow-ups

    • Lead scoring

    • Reminders for sales reps

    • Review workflows regularly to avoid outdated triggers and broken logic.


5. Schedule Regular Reviews

  • Monthly: Run health reports (e.g., # of duplicates, % of incomplete records).

  • Quarterly: Audit automation workflows, lead scoring rules, and segmentation.

  • Annually: Clean out cold leads, re-confirm consent (especially for GDPR), and reassess CRM goals.


6. Monitor Key CRM Metrics

  • Bounce rates, open rates, conversion rates

  • Number of active vs inactive contacts

  • CRM adoption by sales/marketing teams

  • Pipeline velocity and win/loss ratios


7. Train and Align Teams

  • Train all CRM users on best practices.

  • Make sure everyone understands the value of good data and follows the same processes.

  • Get regular feedback from users to improve CRM setup.


8. Keep It Compliant and Secure

  • Review permissions: Only allow access needed by each role.

  • Ensure GDPR/CCPA compliance: Consent tracking, data export/delete features.

  • Back up your CRM data periodically.


To find our more contact us today at simon.wilcox@justworkscrm.com

 

 
 
 

留言

bottom of page