Cleaning your CRM: 5 tips for a clean database

Forbes research shows that nearly half of users are unhappy with their current CRM system. After all, why would you pay that amount of money every month for a CRM system that doesn’t do anything besides store your customer data? If you feel like you are not using your HubSpot environment’s full potential, don’t panic. We will take your CRM to the next level with 5 tips.  

Request an auditArrow iconArrow icon used in website

Messy data and an underutilised HubSpot CRM can lead to you missing out on opportunities and even revenue. An optimised HubSpot account simplifies things for you. It doesn't just help you save time and money, but it also improves your sales and marketing activities. Time to pencil in some spring cleaning for your CRM! Dreading a manual cleanup? With our five tips, you’ll have a database that gets you results in no time.

  • Tip 1: focus on your data

    The dataset you plucked off a random (shady) website five years ago? Not okay! Focus on the data that you got straight from your customers and contacts. Not sure whether your dataset is still up-to-date? Several online tools can help you validate email addresses and phone numbers, such as BriteVerify and NeverBounce.

  • Tip 2: segment and personalise

    Through segmentation, you can sort your HubSpot account into smaller parts. That comes in handy when you want to approach a specific target audience, for instance. Moreover, it gives you options to personalise your communication. Did a contact recently show interest in your latest product? Get smart and showcase that product regularly in your communication strategy. Research shows that you have to encounter a product seven times before you purchase it.

  • Tip 3: set up rules

    Many HubSpot accounts don’t have set rules to phase out old data. That creates a mess of non-active contacts that will still cost you. Introducing data hygiene rules will help you in two ways. You can keep your dataset tidy and respect the best practices of personal data storage.

  • Tip 4: use HubSpot’s smart AI

    Did you know that HubSpot has features that will help you tidy up your data? The ‘deduplication tool’ in the CRM gives you automated recommendations about contacts and businesses based on similarities in names, email addresses, IP addresses and country if they could possibly be in your database multiple times. Handy, right?

  • Tip 5: many hands make light work

    Your database is nice and tidy. But then, a dataset gets uploaded that isn’t aligned with the new way of working. That’s why it’s important to have the entire organisation involved in building and managing your CRM system. Only then will you be able to set up a high-quality database that every member of your organisation can contribute to. 

Tick, tick, tick! Ready to get started with your cleaning? The HubSpot experts at iO are happy to give you custom advice to optimise your HubSpot account. Request your audit today by filling in our form and discover how to get the most out of your HubSpot investment: 

Request an audit nowArrow iconArrow icon used in website

Request your auditArrow iconArrow icon used in website
Blue line iconDecorative blue line graphic used in website

Request your Hubspot audit now

Frequently asked questions about iO's Hubspot audit offer

In an audit, we check the following:  

  • The setup of your current HubSpot account 

  • Usage, costs & data quality of the CRM 

  • The potential of the account and license 

  • Usage & setup of the current HubSpot account as part of the broader strategy of your organisation 

When we conduct an audit, we go over the following three steps: 

  • Intake meeting: we’ll discuss the current setup and attempt to gain insight into your organisation and strategy.  

  • Audit: after the intake meeting, we will conduct an extensive audit to map out the strengths and weaknesses of your account. 

  • Audit meeting: after we finish the audit, we will schedule a new conversation to discuss the results and next steps. 

This audit is perfect for anyone who: 

  • wants to get the most out of a HubSpot account.  

  • needs an objective review of the HubSpot account delivered by experts.

After the audit, you will get an elaborate audit document and next steps with optimisation suggestions for your HubSpot account.   

The result of the audit will be sent to your email one to two weeks after the intake meeting has taken place. 

We try to make the audit as clear as possible, even to people without HubSpot experience.  

After you have received the audit results, you will have a clear plan to start optimising your HubSpot account. Of course, our experts can also assist your team in the execution of that plan. 

Of course, your business data will be completely secure during the audit. But, to give you some extra peace of mind, we can also set up a processing agreement.

Please note that iO is ISO 27001 certified.

The costs of the audit vary based on the size and complexity of the project. We are happy to offer you a custom quote aligned with your specific needs. 

Request your auditArrow iconArrow icon used in website