HubSpot Services chevron
crm (1)
chevron
Hubspot Onboarding

Seamless setup and introduction to HubSpot for effective business use.

settings (1) (1)
chevron
Service Hub Implementation

Implement HubSpot Service Hub for efficient customer support management.

integration (1)-2
chevron
Hubspot Integration

Integrate HubSpot with your existing systems for seamless workflows.

bangladesh (3) 1
chevron
HubSpot for Bangladesh

HubSpot solutions tailored to the needs of Bangladeshi businesses.

sales-process
chevron
Marketing Hub Implementation

Tailored HubSpot Marketing Hub setup to boost your outreach.

web-design (2) 2
chevron
Content Hub Implementation

Build powerful websites with HubSpot's content management system.

exchange
chevron
Hubspot Migration

Smooth migration to HubSpot from your current CRM without data loss.

growth (1)
chevron
Sales Hub Implementation

Custom HubSpot Sales Hub integration to streamline your sales process.

front-end-programming (1)
chevron
App & Theme Development

Develop custom HubSpot apps and themes for unique business needs.

customer-service (2) 1-1
chevron
Admin & Technical Support

Ongoing HubSpot admin and tech support for business continuity.

Products chevron
extension (1)
chevron
Modules for HubSpot

Add custom modules to enhance your HubSpot capabilities.

Icon Background (4)
chevron
HubSpot Smart Phone Number Formatter App

Automatically format phone numbers for clean and consistent data.

logo (3) 3 (1)
chevron
HubSpot Data Formatter App

Easily standardize and clean up data within HubSpot.

Digital Services chevron
layout (1)
chevron
UI/UX Design

Design user-friendly and visually appealing websites that engage visitors.

erp (1) 1
chevron
Odoo ERP Implementation

Optimize workflows, boost efficiency, and enhance productivity with Odoo ERP.

web-development 1 (1)
chevron
Full Stack Web Development

Build robust and scalable websites tailored to your business needs.

validate (1)
chevron
Cold Email

Launch effective cold email campaigns to generate leads and boost outreach.

wordpress-logo 1-1
chevron
WordPress Development

Create fast, scalable, and user-friendly websites with WordPress.

Our Work
About Us
Resources chevron
bookmark 1
chevron
White Label

Offer fully branded solutions under your company’s name.

pages 1
chevron
Blogs

Share insights and industry trends through engaging blog content.

10 Important Data Health Checks You Should Be Doing for Your CRM

Author Avatar

Fazle Rabbi

5 min read •
May 9, 2025
Marketing
https://26291308.fs1.hubspotusercontent-eu1.net/hubfs/26291308/Data%20Health%20Check-1.webp

If you're reading this, chances are you have a CRM.

Your CRM is a valuable asset for you because it can provide solid data about your customers, which, in turn, helps you make good decisions. But, if the data isn't accurate, you are not guaranteed good insights. As a result, you won't be able to make good decisions.

 

To ensure your CRM data is healthy and reliable, a regular data health check is generally a good idea. In this blog, we have compiled 20 important checks we do to our HubSpot portal. But, you can do it with any CRM you want!

 

So, let's dive into the data health check!

1

Duplicate Records

Duplicate Records-1
Duplicate records are some of the biggest issues in CRMs. Here are some standard things you can do to get rid of duplicate records:
Invest in deduplication tools that fit your budget and requirements. Suppose you don't have a large number of duplicate records. In that case, you can manually deduplicate them, but if you have a lot of duplicate contacts, or are using multiple integrations that constantly generate contacts, investing in a deduplication tool can really be a lifesaver.
Establish data quality rules to prevent duplicate entries from occurring in the first place.
Have periodic reviews of your CRM data to identify potential duplicates manually or through automated processes.

If you maintain these processes, duplication will be fine for you!

2

Incomplete or Missing Data

Incomplete Or Missing Data-1
Missing data is the bane of existence for many CRMs. Incomplete data can absolutely demolish your chance of making solid decisions with your CRM data. Here are some things you can do to address incomplete data issues:
Identify critical data fields that are most commonly missing and priorities those properties. You can use data enrichment tools to fill in missing information from external sources like public databases or third-party providers. Data enrichment is really a life saver in these issues.
Enforce data quality rules to ensure that mandatory fields are always completed before new records are created. This can help if your system is built on manual contact creation.
Provide training to your team on the importance of data accuracy and completeness. Please encourage them to double-check data before submitting new records or updating existing ones.
3

Incorrect Phone Number Formats

Incorrect Phone Number Formats-1

If you use HubSpot, you don't have anything to worry about. All you have to do is use our free app, Smart Phone Number Formatter.

If you don't use HubSpot, here's what you can do:
Have phone number validation libraries into your CRM or data entry process. These libraries can automatically verify the accuracy of phone numbers and make sure they are formatted.
Periodically check phone numbers to validate existing records and identify any incorrect formats. This can be done through automated dialing or by manually contacting customers.
4

Data Accuracy

Data Accuracy-1
Data accuracy is another important factor of CRMs, so you have to make sure that the data is accurate to a reasonable degree. Here's how you can do it:
Audit your data periodically and correct inaccuracies. You can do it manually, with data quality tools, or with a combination of both.
Develop clear data governance policies that define data quality standards, roles and responsibilities, and processes for data management.
Train your team on data quality best practices, including how to identify and correct errors. This will help to improve data accuracy throughout your organization.
5

Source Tracking Accuracy

Source Tracking Accuracy-1

Tracking the source of your leads is crucial for measuring the effectiveness of your marketing campaigns. Accurate source tracking allows you to identify which channels are driving the most valuable leads and allocate your resources accordingly. Here's how you can ensure a healthy source tracking system:

Integrate your CRM with marketing automation tools to automate source tracking and ensure consistency. But, if you use HubSpot, or Salesforce, source tracking will come automatically with the subscription.
Train your team on the importance of accurate source tracking, how to make decisions and attribution based on source tracking, and how to use tracking tools effectively. This will help to prevent errors and ensure that lead sources are properly attributed.
6

Website Tracking Accuracy

Website Tracking Accuracy-1

Website tracking is absolutely vital for understanding how visitors interact with your website and what actions they take. If your website tracking is accurate, you can gauge if the visitors like a specific thing you put out on the website. That way, optimize your website content and improve conversions with help from solid data.

Here is how you can check your website tracking accuracy:
Perform audits of your website to identify and correct any tracking code errors once a month, or once a quarter if your traffic isn't very high. You can use browser developer tools to do this, or third-party auditing services.
Regularly test your website tracking to ensure that it is working. You can do this by browsing as a guest and verifying that the appropriate tracking events are being fired.
Use tag management tools to streamline the management of your website tracking codes. These tools can help to reduce errors and improve efficiency. Google Tag Manager is the only one you need for this, and it is completely free.
7

Email Deliverability

Email Deliver ability-1

Email deliverability is the rate at which your emails reach your subscribers' inboxes. If your email deliverability is high, you can rest assured that your messages are being seen by your target audience. And if your marketing reaches your audience, you can sell them your product or service.

In order to optimize email delivery, you can do the following:
If you are sending cold emails, run your emails through a verification service like Reoon. Email verification services will filter out invalid and bounced emails, so your domain won't be penalised for them afterward.
Keep track of your email deliverability rates and investigate any significant drops. No matter if you're working with inbound or outbound campaigns, keep email sending to a minimum and in a consistent way.
Make sure that your email content is relevant, engaging, and optimized for deliverability. Avoid using too many spammed keywords or overly promotional language.
8

Lead Scoring Consistency

Lead Scoring Consistency-1
A consistent lead scoring system helps you priorities your leads based on their potential value. Lead scoring works best when you have a clear profile of customers you know are interested in your business and you find more and more customers like them. This is why your lead scoring needs to be consistent in finding the best recruits as well. This is how you can consistently do it:
Create a detailed scoring model with specific criteria used to evaluate leads. This should include factors such as demographics, engagement, and behavior.
Review your lead scoring model after certain periods to make sure it remains effective and aligned with your objectives. Make updates as needed if the sales process or target market changes.
Provide training to your sales team on the lead scoring process and guidelines. This will help them understand the system, enforce it, and prevent errors from happening.
9

Association Accuracy

Association Accuracy-1

Accurate associations between contacts, companies, and deals are necessary for keeping data uniform and identifying potential cross-selling or upselling opportunities. Correct associations can improve your sales efficiency and increase revenue.

Develop clear guidelines for creating and managing associations between contacts, companies, and deals. These guidelines should address issues such as duplicate associations and incorrect relationships.
Utilize automation for association management to reduce the risk of errors. If you use any popular CRM, you can get automated association management as part of the software.
Review your new associations after each quarter to identify and correct any inaccuracies. With HubSpot, you can see all your associations in the right panel, so checking for it becomes pretty easy with reports and visualisations.
10

Suppression List

Suppression List-1

A suppression list is a list of contacts who have opted out of receiving your communications or you have no way of contacting them. This is vital, especially if you have multiple channels to send emails from. This way, you can avoid sending unwanted emails and comply with legal requirements. Here's how you can manage a suppression list:

Keep your suppression list up-to-date by adding new opt-outs and bounces. You can use automated processes like a HubSpot active list or manual methods to update your list.
Make sure that your suppression list is integrated with your CRM and email marketing systems to prevent unwanted communications.
Meet all relevant legal requirements, such as GDPR and CAN-SPAM, when managing your suppression list.

What Now?

If you do these data health checks, you will absolutely be on top of the world with your CRM!

And, to help you, we have developed an app, called Smart Phone Number Formatter!

You can check the quality of your numbers from within HubSpot Workflows, and you can format them as well!

 

 

Senior RevOps Strategist at Hubxpert

Tonmoy Baidya

Fazle Rabbi

Table of Contents:

Click me
Click me

Subscribe to our newsletter

Easy to use janitorial software to simplify and grow your commercial cleaning business with confidence.
By subscribing you agree to with our privacy policy and provide consent to receive updates from our company.
Want to get more out of HubSpot?
 
 Let’s chat!
 
 
Book a quick meeting with us to see how we can help your business grow smarter and faster.
2369f3_e7a786f139044881883babb752b00212~mv2-1
Related Blogs
10 Important HubSpot Features to Boost Your Business in 2025

10 Important HubSpot Features to Boost Your Business in 2025

Discover the top 10 HubSpot features to supercharge your business operations in 2025, streamline processes, and boost results.

HubSpot View Full Case Study
How to Create a Winning Sales Plan for Your Business in 2025

How to Create a Winning Sales Plan for Your Business in 2025

Create a winning sales plan for 2025 with clear goals, audience insights, and the right tech like HubSpot Sales Hub to drive revenue and growth.

Sales View Full Case Study
HubSpot Management: Outsource or In-House?

HubSpot Management: Outsource or In-House?

Explore whether to manage HubSpot in-house or outsource, examining costs, benefits, and strategic alignment to maximize your business growth.

HubSpot View Full Case Study
HubSpot Content Hub: Features and Pricing Explained

HubSpot Content Hub: Features and Pricing Explained

Discover the features and pricing of HubSpot Content Hub, an AI-powered platform for creating, managing, and personalising content to boost your business.

HubSpot View Full Case Study
HubSpot vs Monday CRM: Which is Best for Your Business?

HubSpot vs Monday CRM: Which is Best for Your Business?

Compare HubSpot and Monday CRM to find the best fit for your business, with insights on pricing, features, and scalability for different company sizes.

CRM View Full Case Study
Ensuring HIPAA Compliance With HighLevel: A Step By Step Guide

Ensuring HIPAA Compliance With HighLevel: A Step By Step Guide

Discover efficient marketing strategies and insights for SaaS businesses and startups to optimize campaigns and grow your business in today's competitive market.

CRM View Full Case Study
Related Blogs