How to Fix Data Duplication Issues in Your Systems.

If you’re thinking, “My customer data has duplicates, and I don’t know what to do,” you’re not alone. Duplicate data is a problem many businesses face, especially when juggling multiple systems. This guide will walk you through fixing and preventing data duplication issues while including helpful tips to keep your data clean.

What Causes Duplicate Data in Business Systems?

Question: “Why is my customer database full of duplicates?”

Duplicate customer data happens for several reasons, such as:

1. Manual Data Entry Errors: Small inconsistencies like misspellings (e.g., "Jon Smith" vs. "John Smith") create duplicates.
2. Disconnected Systems: When platforms like your CRM and inventory management system aren’t integrated, duplicates often emerge during data transfers.
3. No Data Validation Rules: Without strict requirements like unique identifiers (e.g., emails), duplicates easily slip in.
4. Importing Unfiltered Data: When you import customer lists from spreadsheets or other systems without deduplication processes, duplicates can multiply.
   

Tools to identify duplicate data in CRM and ERP systems

Question: “How can I find duplicate customer records in my system?”

The first step is to identify the duplicates:

1. Use Duplicate Detection Tools: Systems like HubSpot offer built-in features that scan and flag duplicate contacts or companies.
2. Export Data for Manual Review: Export your customer data into Excel or Google Sheets and use filters or conditional formatting to highlight duplicates.
3. Examine Key Fields: Look for duplicates in critical fields such as emails, phone numbers, or names.
4. Review System Integrations: If you’re using tools like HubSpot and OrderWise, check synchronisation settings to ensure duplicate entries aren’t being created during data syncs.

How Do I Fix Duplicate Data?

Question: “What should I do to merge or delete duplicate data?”

1. Merge Duplicate Records:
   • Use your CRM’s merging feature to combine duplicates into one clean record.
   • Manually consolidate records if your system doesn’t offer this feature.
2. Clean Data Before Importing:
   • Deduplicate spreadsheets before importing them into your systems using tools like Excel’s “Remove Duplicates” feature or specialised software.
3. Standardise Data Entry:
   • Implement rules for data entry, like requiring consistent formatting for names or phone numbers.
4. Automate Data Cleaning:
   • Use tools or software designed to automatically identify and clean duplicate data across your systems.

How Can I Prevent Data Duplication in the Future?

Question: “How do I stop duplicate data from appearing again?”

Prevention is key. Moving forward, these steps will help to prevent duplicates being created:

1. Integrate Your Systems Seamlessly:
   • Ensure platforms like HubSpot and OrderWise ERP are properly integrated to prevent duplicate entries during data transfers.
2. Enable Duplicate Detection:
   • Turn on features that alert users about potential duplicates when adding new records.
3. Train Your Team:
   • Educate employees on data entry best practices to avoid errors and inconsistencies.
4. Conduct Regular Data Audits:
   • Schedule monthly or quarterly reviews of your customer data to catch duplicates early.

Importance of clean and accurate customer data

Duplicate customer records can damage your business by:

• Creating inefficiencies for sales and customer service teams.
• Leading to inaccurate reporting and analytics.
• Damaging customer relationships with incorrect or repeated communications.

Taking control of your data improves operational efficiency and enhances customer experience.

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