How To Keep Your CRM Data Clean

Your company’s CRM is a treasure trove of information. A combination of prospective customers and existing relationships, the effectivity of CRM systems will mean the difference between thriving and surviving. Great CRM keeps both the management and their sales teams aligned. It should be a centralized system that makes sure companies will never miss out on opportunities. It’s a powerful tool unless your data is all wrong.

In a webinar by DiscoverOrg’s CEO Henry Shuck, he revealed through a study that bad data cost companies approximately 550 hours and as much as $32,000 per sales representative. If you’re not taking the time to maintain your CRM system’s data, it doesn’t matter how much resources you’ve spent. Good campaigns with bad data don’t convert customers. They waste money.

How common is flawed data?

According to Salesforce, 70% of CRM data becomes unusable and obsolete every year. Customers change with time; they move houses, change jobs, and get married. The list goes on.

To realize the maximum value of your CRM investment, you need reliable, accurate, and up-to-date information. To have this, you have to do two things: make sure that the data entry process is flawless and do routine cleaning of your existing data.

Why Data Entry & Hygiene Is a Problem

A common problem that sales teams experience is that they don’t have enough time to do all the administrative aspects of their job. The study says that of over 2900 sales representatives worldwide says that admin activities use up 66% of sales representatives’ time on average. These activities are more often than not unrelated to their essential core function – selling.

Sales representatives are also people; they have limited capacity that a company must manage effectively. Salesforce’s State of Sales report says that sales representatives only have 7% downtime while on the job. With minimal breaks between engagements, sales reps regularly have their plates full. Sales teams are prone to not only having flawed data but also high chances of burned-out staff and high attrition rates. High turnover rates with delayed data entry can lead to wasting company acquisition resources and loss of institutional memory.

Finding A Better Solution

Instead of using your sales team’s valuable time to do the CRM data maintenance, you can outsource this to integrated systems like Hey DAN. Data automation through sales enablement specialists can not only assure you that your data is timely and accurate, but they can also improve the context of your relationship.

In just a single recording, Hey DAN is a customized voice to CRM solution for all your data capturing and hygiene needs. From the first time you speak to a client to the automated follow-ups, you’ll have a range of expert assistance for your CRM maintenance needs. From data clean up, mining, and management, you’ll not only save your team’s energy; you’ll also be gearing yourself for sales success. If you’re not confident in your company’s data, CRM enablement partners like Hey DAN can help you get there. Book a demo with us today.

9 Fields of an effective CRM template


At the heart of every CRM system is a CRM template. Make sure that your teams don’t miss asking the right people the best questions. Check out these fields and see if your CRM template is as effective as it could be!

Work Information

Whether your product or service is for other businesses or freelancers, it’s paramount to know their position, job title, and company name. This allows you to identify stakeholders and key decision-makers that will likely need your product or service.


A customer’s name is the fundamental element of a lifelong relationship. According to Campaign Monitor, personalization increases email inbox open rates by as much as 26%. In a crowded marketplace where everyone is trying to sell you something, sometimes being called by your name makes a huge difference.

Contact details

After learning about your potential lead, the next step is knowing how to engage with them. With the rise of social messaging platforms, you can find a way to interact with people even without knowing their traditional contact details. To achieve institutional memory you have to make sure the data stays not just with your sales team but with your company.

Estimated Customer Lifetime Value (CLV)

When a company begins to grow its CRM system, there needs to be a way for your team to know the estimated value that you expect to get from your customer and their company.


Once you have the Customer Lifetime Value, you can determine where to spend your team’s resources and prioritize nurturing high-value relationships.

First and Most Recent Contact

After engaging with your customer, it’s necessary to keep track of when you last interacted with them. Being able to identify how long each stage of the CRM system will reveal how to improve it.


Whether it’s in the demo, pricing discussion, or pilot stage, it’s good to know exactly where you are with each of your customers. When you are aware of the objective for your recent contact was, you’ll know where to bring the conversation next. Status tracking helps for when the relationship has to pass on from one employee or department to another.

Next Steps

After you’ve made the first touch, it’s important to note when the right time to follow up is. Many executives have their hands and their schedules full; they would appreciate timely follow up. On the other hand, not timing it can make you appear unprofessional. Make sure to give just enough time to engage people without being too pushy!

Additional Notes

It’s important to remember the little things. Whenever a customer shares their opinions or preferences, it’s a token of their attention and time. They may have change requests or reservations about your product or service that you’ll need to address before your next engagement.

While the CRM processes are different per company, customizing the right fields is only one part of the equation. Authenticity, usability, and timeliness of the data are equally important. Avoid making mistakes during the data entry process by partnering with integrated systems such as Hey DAN’s Voice to CRM solution. Get the right data to the right people at the right time.