Smarter Week

How to automate it

How to automate “clean up duplicate and messy CRM records”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
65%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Use built-in duplicate rules and bulk cleanup tools

HubSpot duplicate management, Salesforce duplicate and matching rules, and tools like Insycle or Dedupely merge records in bulk and stop new duplicates at the door.

Typically saves about 55% of the time1 h to set up
  1. 1Turn on duplicate rules or alerts in your CRM.
  2. 2Run the built-in duplicate finder, or Insycle or Dedupely for bulk merges.
  3. 3Set formatting rules for names, phone numbers and states.
  4. 4Schedule a monthly automated cleanup instead of a manual one.

Tools: HubSpot duplicate management · Salesforce duplicate rules · Insycle · Dedupely

Fix 2 of 2

Process fix

Cut CRM fields down to the ones someone actually uses

Many CRMs ask reps for fields nobody reports on. Removing them, and only asking at the stage where they matter, saves time on every update.

Typically saves about 25% of the time2 h to set up
  1. 1Export the list of fields on the deal and contact records.
  2. 2Ask managers and ops which fields feed a report or a decision.
  3. 3Hide or remove the rest; make the important ones required only at the right stage.
  4. 4Review the list every quarter.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Sales Ops / RevOps

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Sales Ops / RevOps teams