Having trouble seeing the good in your database?  Separating the diamonds from the dirt can be tough and time intensive, but if you map out a plan ahead of time it can save you time and sanity!

• Create a CRM data standard sheet and separate the data elements into three categories:
  • Information that must be there and must be correct for all of your systems to align properly (i.e. key ID’s, emails, etc.)
  • Information that should be correct for rules within your CRM system to work – if you have set up custom validation rules surrounding addresses for instance, outline what those rules are and what format data has to be in to fit within those rules.
  • Information that people have asked for to make marketing, sales, and customer support, etc. work better.
• Determine what data needs to look like within all of the key fields idenitifed above.  (I.E. – State should always be two-letter abbreviation instead of the full name, make a designated location for name pronunciation guides (input by sales) so they don’t clutter the name field, etc.
• Next, do a quick data quality analysis on each data element in these three categories. Score the data quality by answering questions such as:
  • Does this data element have an undisputed owner? Is it updated by a team member as a natural step in a key business process? Or can nearly anyone update it at any time?
  • What percentage of the CRM records has this data element missing, clearly incorrect, or duplicate? Determine the best course of action for filling in the gaps, do you have the resources in house or do you need to find a vendor who can do this?

Based on the results of your scoring (step 3), you’ll have a better idea of who you can assign items to for fixing and where you need to focus your efforts in terms of filling in the gaps.  Assign them out to the people who can fill in the gaps and make sure to supply everyone with the same set of ‘rules’ or standards for what the end result should look like.

Once you’ve got your data cleaned up, make sure your data standards sheet is up-to-date with any changes in process you may have made during the clean up process and then circulate it.  Your teams will be much more likely to keep the data looking the way it needs to if they know what the standards are.