Get Your CRM Organized & Start Running Your Business (and Your Life) Like a Boss!
CRM Clean-Up Checklist
Step 1: Prep for Success
☐ Choose a day/time to do your clean-up (block 1-2 hours)
☐ Pour a coffee or glass of wine. Optional, but recommended.
☐ Decide where your “final CRM” will live (if you're consolidating systems)
Step 2: Declutter Your Database
☐ Export a full list of contacts (from wherever they currently live—your CRM, email, spreadsheets, sticky notes...)
☐ Remove duplicates
☐ Delete inactive or cold leads (no contact in 12+ months and no potential to re-engage)
☐ Merge fragmented entries (e.g., one email here, phone number there)
☐ Confirm all contacts have at least:
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First + Last Name
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Email and/or Phone
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Source (how they found you)
Step 3: Segment Your People
☐ Create categories/tags based on your biz (Examples below):
- Active Buyer
- Seller Lead
- Past Client
- Vendor
- Sphere of Influence
☐ Tag every contact with at least one category
☐ Consider custom stages (like “Hot Lead” or “Open House Visitor”) if helpful
Step 4: Set Up Simple Systems
☐ Add reminders or follow-up tasks for your top contacts
☐ Build out a basic pipeline or workflow (lead > client > closed > nurture)
☐ Create 2–3 email templates for follow-ups or check-ins
☐ Integrate your CRM with calendar, email, or website (if possible)
Step 5: Keep It Clean Moving Forward
☐ Schedule monthly or quarterly mini clean-ups
☐ Set a standard for new contact info (name + contact + tag, always!)
☐ Automate what you can—but personalize where it counts
Bonus Tip:
Not sure where to start? Begin with the last 30 days of new leads and work your way back. You don’t have to fix it all today.
Ready for a CRM That Actually Supports Your Business (and Your Sanity)?
I can help you set up or clean up your CRM from start to finish—so you can spend less time organizing and more time connecting.