Audit and clean your CRM before adding AI
Outcome: A CRM with reliable contact data, consistent tagging, and no duplicate records—ready for automation and AI tools.
Tools you need
Step-by-step
Export and review your full contact list
Export every record to a spreadsheet. Look at completeness: email, phone, last contact date, lead source, and tags.
Identify and merge duplicates
Search for duplicate names, emails, and phone numbers. Merge records, preserving the most complete version.
Standardize your tags and stages
Reduce your tags to a defined list. Remove custom tags that are not consistently applied across your database.
Verify email addresses
Run your list through an email verification tool. Mark or remove addresses with hard bounces or invalid domains.
Set a minimum record standard
Every contact should have at minimum: name, email or phone, lead source, and a stage.
Document your data standards
Write down your tag definitions, stage definitions, and required fields. Share with anyone who adds contacts.
Risks to watch
Merging records may delete notes or interaction history. Review before merging.
Removing contacts without an unsubscribe record may create compliance issues depending on your state.
Disclosure
Playbooks are based on documented workflows and practitioner testing. Tool availability, pricing, and features change. Verify current capabilities before committing to a workflow.The Modern Listing Brief
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