Your Guide to Keeping CRM Data Accurate After Every Scan
Your CRM is only as good as the data inside it. You might scan hundreds of cards perfectly, but if your records are messy, untagged, or full of duplicates, your sales team won’t trust the system.
Your approach to data quality starts at the moment of scanning.
Your tagging habits matter most
Your future self will thank you for adding context at the point of scan. You’ll forget who that person was within a week, but your tags and notes will keep the memory alive.
- Your tags should include the event name and your impression of the lead
- Your notes should mention what you discussed and any follow-up promises
- Your lead temperature rating helps your sales team prioritise outreach
- Your category tags help segment contacts for targeted campaigns later
Your duplicate detection strategy
You’ll inevitably scan someone’s card twice — perhaps at two different events. Your duplicate detection picks this up automatically, but you’ll want to merge records rather than delete one.
Your older record might contain valuable notes from your first meeting. You wouldn’t want to lose that history just because you scanned a newer card.
Your monthly data review
Your CRM needs regular maintenance, just like your car. You’ll want to set aside 30 minutes each month to review your contacts.
- Your untagged contacts need categorising
- Your bounced emails need investigating
- Your contacts with no activity in 90 days need a decision — re-engage or archive
- Your team members need reminding to keep their scanned contacts up to date