topic Re: How do you organize your clean up projects? in 💬 RevOps Discussions

How do you organize your clean up projects?

MMcKinley — Fri, 05 Mar 2021 14:31:37 GMT

Hello there! I'm compiling a list to clean up and maintain our database and I have a list of items I'd like to tackle as larger projects, then do keep an eye on them and complete the tasks monthly (as well as set up workflows to make the tasks easier.

My question is - How do you organize this? A series of lists within a folder? Manage different views? A collection of reports? I was even contemplating a reports dashboard solely for CRM clean-up.

Here are some examples of the projects I'd want to keep an eye on every month:

Remove Duplicates
Orphaned contacts
Formatting Structure
Search for missing data
Contacts that Hard Bounced
Unsubscribed Contacts

How do you organize your instance? 😁

Re: How do you organize your clean up porjects?

karstenkoehler — Wed, 03 Mar 2021 16:57:42 GMT

Hi @MMcKinley,

Love these kinds of projects. The results are usually painful to look at (no one has perfect data quality) but it's always worth it.

I usually work with a mix of lists or filtered views and reports/dashboards.

Dashboards are a great way to see how you're doing in terms of data quality at a glance. You could create custom reports for

Freemail addresses added to your portal over time

Hard bounces on contacts added by sales reps

Hard bounces by import names

Policy hard bounces by company

Number of contacts without owners

Contacts by legal basis for processing data

Unsubscribes by marketing owner

Contacts missing values in required fields

...

Once you spot any problems on your dashboard, you can create filtered views for the responsible individuals to clean up the mess.

Of course, this is only covering data quality on objects (contacts, companies, deals, tickets) so far. It sounds like you also want to clean up assets (file manager, lists, emails, workflows). For most of these tools, there is no bulk editing feature, unfortunately. You have to rename / sort most assets one by one.

Would also love to hear what @Josh would recommend. I think you hosted a HUG on exactly this topic recently and unfortunately I wasn't able to join.

Best regards!

Re: How do you organize your clean up porjects?

Josh — Fri, 05 Mar 2021 13:29:12 GMT

Great topic! Yes, @karstenkoehler, we did cover this topic in a HUG last year!

Here's a link to the presentation. Some of the context is missing without the discussion around it, but it should still be helpful.

Thanks for the ping!

Re: How do you organize your clean up porjects?

karstenkoehler — Fri, 05 Mar 2021 14:08:27 GMT

Thank you for sharing, @Josh!

Re: How do you organize your clean up projects?

JenBergren — Fri, 12 Mar 2021 18:46:30 GMT

I was scrolling down to post and would echo Karten's advice, use both a folder of lists and a dashboard to help identify what to clean up and when.

I would add to that, a recurring task for yourself in your project management system to go look at the lists and dashboards monthly (or more often if you need it) and do the maintenance identified. Along with your individual tasks of doing the first big round of cleanup, the project part of it you mention, which could also cover anything not in the lists/dashboard like files, emails, etc. as Karsten mentioned.

When you get to the maintenance stage, you may want to document your monthly/weekly process so someone else can take that over at some point and you can move on with your next big projects! That would also help you not forget the clean-up items not included in lists and dashboards, such as files.

@MarianaG wrote a few blogs on related topics, in case they are useful:
https://www.remotish.agency/hubspot-consultant-blog/how-to-establish-naming-conventions-and-folder-systems-in-hubspot
https://www.remotish.agency/hubspot-consultant-blog/what-is-a-hubspot-technical-review-and-why-you-should-care
https://www.remotish.agency/hubspot-consultant-blog/when-and-how-to-audit-your-hubspot-portal

Best of luck!

Jen Bergren

Sr. Operations Manager

Remotish -- A HubSpot RevOps Agency

Re: How do you organize your clean up projects?

matheusjiran — Mon, 22 Mar 2021 22:05:25 GMT

Hi there!

The CRM database is a living thing, and we've implemented clean-up routines to help us with that. We did hire Dedupely for deduplicating Company records. Duplicated company records are created daily in our HubSpot base.

So we have a few 'Data Pads' set up, they're like searches or filters, that we must merge periodically. That helps us keep the Company navigation and search in HubSpot more smoothly and easily for users.

That's not all. We do have Dashboards, I personally have the 'Broken' dashboard that reports only broken things - aka "Things that were not supposed to happen". I use them to keep track of Deals' health, mostly. Those dashboards combined with some automated notification posted on Slack (with HubSpot Workflows) keep me posted of any non-conformity that pops up.

LISTS!!! I use lists to help clean up data. Reports and dashboards are good for pointing what's wrong. The lists are part of a routine. We have some Lists set up that must be deleted periodically.

The low or non-value contacts and company records, selected by the list's filters, are deleted regularly. We recently implemented this and it's showing up really useful, for it takes almost no time to find the list and delete all records in it.

Sure, the List criteria must be set very carefully so we won't delete the records that we need. But once set up, just a couple of clicks and the bad data is gone!

Few routines implemented that improved a lot the user's experience. Hope this helps more people =D

Best regards!