HubSpot Data Hygiene Best Practices

Written by: Hayley Bonnett

Published: 20 November, 2023

Just like a well-maintained machine, your HubSpot CRM needs clean and organized data to operate effectively. Accurate information is the foundation of your CRM, empowering you to make informed decisions that boost marketing, sales and overall business performance. If you want to get the most out of your CRM, read up on these essential data hygiene best practices.

Why Does Data Hygiene Matter?

First, we wanted to answer a common question. Why does data hygiene matter? It’s fundamental to maintaining data integrity, which is vital for business success. The true value of data lies in its cleanliness and accuracy. It's not just about tidying up your records, but also ensuring the trustworthiness of your CRM, paving the way for impactful strategies and overall business growth.

Best Practices Check-List

So, how can you make sure your CRM is running at peak performance?

Regular Data Audits:

  • Periodic data audits are like health check-ups for your CRM. They pinpoint inconsistencies or errors, preserving your database's pristine condition.

Get a HubSpot Portal Audit

Harness AI-Powered Duplicate Management:

Standardize Data Input Procedures:

  • By standardizing data input procedures, you can minimize the need for future cleanups and maintain a consistently accurate database.
    • Example: Require that dates follow a specific format (e.g., DD/MM/YYYY) to maintain uniformity.

Effective Contact List Segmentation:

  • Segment your contact lists based on criteria like location, industry, or engagement level. Manage opt-out lists efficiently by regularly updating them to improve email deliverability and tailor your messaging.

Master Data Cleansing Techniques:

  • Familiarize yourself with various data cleansing methods, including deduplication, standardization, parsing, and validation. These techniques identify and eliminate duplicate or inaccurate data.

    • Example: HubSpot's deduplication feature identifies duplicate contacts based on email addresses. For instance, if two contacts have the same email address, HubSpot will highlight them as potential duplicates, allowing you to merge or delete them.

Implement Data Validation Methods:

  • Validate data at different stages, such as data entry, integration, and migration, to swiftly identify and correct errors or discrepancies.
    • Example: HubSpot allows you to set up validation rules for email addresses during data entry. For instance, if a user attempts to input an email without the "@" symbol, a validation error message will prompt them to correct it before proceeding.

Educate Your Team

  • Hold educational sessions to train your team on HubSpot's data hygiene practices, promoting consistency and efficiency in data management across the organization. Share detailed instructions and resources that highlight best practices and guidelines. Foster an environment of continuous learning and keep your team updated with HubSpot's evolving features and tools.

Implementing these data cleaning tips in HubSpot can greatly improve your CRM's performance. They also promote accurate analytics and informed decision-making, which are vital for reaching your business goals.

Collaborate With a HubSpot Expert

If you need assistance with data hygiene best practices, our experts at CRO:NYX Digital are here to help. Reach out to explore how we can support your HubSpot data management needs, ensuring a clean, accurate, and organized database that propels your business forward.

Get a HubSpot Portal Audit


Written by: Hayley Bonnett

Hayley Bonnett is one of our Canadians working from Calgary, Alberta, a great location for her due to her love of the mountains. She recently graduated with a BBA majoring in marketing and is excited to continue learning and further her education even more.

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