How to Clean Up CRM Data in Follow Up Boss

Want a more efficient CRM? Start by cleaning your Follow Up Boss data.

Messy CRM data - like duplicates, outdated info, or incomplete records - slows you down and costs businesses billions yearly. A clean database saves time, improves client interactions, and boosts decision-making. Here’s how to get started:

• Set Goals: Standardize data, remove duplicates, and aim for 95% accuracy.
• Backup Your Data: Export all contacts before making changes.
• Fix Tags: Organize and standardize tags for better filtering and follow-ups.
• Use Smart Lists: Segment leads into manageable groups for cleanup.
• Automate Maintenance: Leverage tools like Ace AI for updates and tagging.

Pro Tip: Regularly review and update your CRM to keep it accurate year-round. A clean CRM isn’t just a database - it’s a productivity powerhouse.

Ways to Maintain Clean & Accurate Data in CRM - Mandy Cagle

Step 1: Getting Ready for Data Cleanup

Before diving into data cleanup, take a moment to assess your database and establish clear objectives. A well-organized database sets the stage for automation and improved smart lists, helping you avoid costly errors and ensure your efforts are targeted and efficient.

Review Your Current Data

Start by examining the state of your Follow Up Boss database. Use the platform's reporting tools to analyze activity and uncover issues. These tools provide insights into agent performance, lead sources, calls, texts, batch emails, marketing efforts, deals, and appointments.

Leverage smart lists and filters to identify stale records, missing phone numbers, or incomplete tags. The activity panel in Follow Up Boss offers a detailed view of what visitors are exploring online, helping you determine which contacts are actively engaged and which might require follow-up.

Look for recurring issues in your data. Are certain lead sources frequently missing critical details? Do tagging habits vary among team members? Pinpointing these patterns will help you create a focused cleanup plan.

Once you’ve assessed your data quality, move on to setting specific, measurable cleanup goals.

Set Clear Cleanup Goals

Tackling CRM cleanup without defined goals can quickly become overwhelming. Clear, measurable objectives ensure your cleanup process is both strategic and manageable.

For example, aim to have 95% of active leads with complete contact details. Other goals might include standardizing formats for phone numbers and addresses, removing duplicate entries, updating outdated information, and applying consistent tagging practices. These efforts pay off - a well-maintained CRM can improve sales effectiveness by up to 29% and boost productivity by 34%.

Keep in mind that about 30% of your database becomes outdated each year. To address this, incorporate regular maintenance into your goals. Decide on a schedule for routine cleanups, whether it’s monthly, quarterly, or bi-annually, depending on your company’s size and data volume.

With your goals in place, the next step is to protect your data.

Create a Backup

Always back up your data before making any changes. This ensures that you can restore information if something goes wrong.

Follow Up Boss simplifies the backup process. Go to People > All People, apply filters, select all contacts, and click the Export button (downward arrow icon) to download a CSV file. Be sure to check the box for All Columns to include all contact details. Once you confirm by clicking Yes, Export People, the file will download to your computer. Don’t worry - exporting data doesn’t remove it from Follow Up Boss. Also, note that when an export is completed, the account owner will receive an email notification.

Store your backup securely, using a clear naming system that includes the export date. To be extra cautious, you might create multiple backups at different stages of the cleanup process. For automated backups, tools like Skyvia can save Follow Up Boss data to FTP, SFTP, or other file storage locations.

With your data reviewed, goals established, and backup secured, you’re ready to dive into the cleanup process. While this preparation might feel like extra work upfront, it will save you from bigger problems later and ensure your efforts deliver the best results.

Step 2: Organizing and Standardizing Tags

Once you've reviewed and backed up your data, the next step is all about bringing order to your tags. A well-thought-out tag system can transform a chaotic CRM into a streamlined tool for targeted outreach. Tags let you categorize and filter contacts flexibly - allowing multiple tags per contact - so you can build detailed profiles for personalized follow-ups. Unlike stages, which are limited to one per contact, tags give you the freedom to stack characteristics and refine your approach.

Building a Tag System

Creating an effective tag system starts with planning how to categorize your leads. Mira Beshay from Unbroken Consulting suggests starting from scratch if needed, using a clear naming convention:

"The first thing to start with is tags and whether you want to use your current tags or create clean fresh ones (which you could do by simply adding # or ! before a word. Ex: #Seller, !Seller)."

Focus on lead characteristics when setting up your tags, prioritizing stage first before layering additional details. Common tag categories include:

• Lead type: Buyer, Seller
• Client status: Past Client, Vendor
• Engagement level: Hot, Warm, Cold
• Location: Zip codes, cities
• Special circumstances: Do Not Call/Text/Email, Has Agent, High Value, Out of Area/State

For example, if your specialty is waterfront properties, you might create tags like "#Waterfront-Buyer" or "!Lakefront-Interest" to easily identify prospects with specific interests. Keep your tags simple and easy to understand. Since Follow Up Boss has a 64-character limit for tags, avoid overly complicated naming schemes.

To simplify tagging new leads, enable auto-tagging. This feature automatically assigns tags based on the zip code or city tied to an inquiry. A structured tag system like this sets the stage for efficient bulk updates later.

Updating Tags in Bulk

Once your tag system is in place, updating existing contacts becomes much easier using Follow Up Boss's bulk action tools. You can add or remove tags for multiple contacts in just a few clicks.

Here’s how to update tags for multiple contacts:

• Navigate to the People section and filter for the contacts you want to update.
• Select individual contacts or choose all.
• Click the Tag Icon, select Add/Remove Tags, pick the relevant tag, and confirm.

This method is especially helpful for applying new tags to filtered groups of leads in one action.

When it's time to clean up outdated or redundant tags, head to Admin > Tags. Select multiple tags by clicking the checkboxes next to their names, then use the trash can icon to delete them. For longer lists, click the first tag, hold Shift, and click the last tag to select all tags in between. For example, if you have variations like "Seller", "Sellers", and "Selling", you can consolidate them into a single standardized tag like "#Seller."

Using Ace AI for Tagging

Ace AI takes tagging to the next level by analyzing calls, texts, and online activity to recommend the most relevant tags. Mira Beshay highlights its usefulness for data cleanup:

"Once you created your smart list for Data Cleaning, go through each lead on this list and start by asking Ace AI, 'Based on the previous communication with this lead, please answer the following: what is this lead type? Are they hot, warm, or cold? Do you think they will sell or buy in the next 0-3 or 3-6 or 6-12 months? If they are a contact or a vendor, please let me know too.'"

Ace AI integrates seamlessly with Follow Up Boss, learning your CRM structure, workflows, and communication habits to provide tailored recommendations. It even maps relationships between tags, stages, action plans, and automations, ensuring its suggestions fit your system. Over time, Ace AI adapts to your team’s style and best practices by analyzing templates and workflows.

For agents on the go, Ace AI’s voice command feature is a game-changer. You can update tags hands-free, keeping your database current without breaking your stride. Plus, you can hover over a tag on a lead profile to see who added it and when (for tags added after June 14, 2021).

With your tags organized and automated, you're ready to create targeted smart lists for precise follow-ups.

Step 3: Building Smart Lists for Data Cleaning

Smart lists are a game-changer when it comes to cleaning up your data. By using these lists, you can segment your contacts based on criteria like stage, activity, or last interaction. Instead of tackling your entire database at once (a daunting task for anyone), smart lists let you focus on smaller, actionable groups, making the process much more manageable.

Creating a 'Data Cleaning' Smart List

The first step in effective data cleanup is setting up a master "Data Cleaning" smart list. Think of this as your central hub for identifying leads that need attention. Mira Beshay from Unbroken Consulting offers this advice:

"Create a smart list with all leads you would like to clean and organize. You can call it 'Data Cleaning.' Add the filters you would like for those leads. Ex: Filter leads created within the last 90 days. Quick tip, don't overwhelm yourself, and try to work on cleaning up all your CRM Data. Your mind knows it is impossible at that point 😉, so just chunk them into categories and work on them chunk by chunk."

To create this smart list, navigate to People > All People, apply your Filters, and save it as a new list called "Data Cleaning". Alternatively, you can go to People > Manage, click "+ New List", name your list (add an emoji if you like), and then apply your filters.

Filters are key here. Use time-based filters like leads created in the last 90 days, or focus on incomplete data, such as missing phone numbers or email addresses. You can also filter by engagement, such as leads with no activity in the last 30 days or those contacted fewer than three times. For more specific cleanup, filter leads by their source - this can be especially useful for organizing data from specific marketing campaigns.

Once your master list is up and running, the next step is breaking it down into more focused categories.

Grouping Leads into Categories

To make your data even more actionable, create targeted smart lists that align with your newly standardized tags. These lists allow for more precise follow-ups. Mira Beshay explains:

"Once you are done, go to smartlists and create new smartlists that align with the tags you have added. Here are a few examples: A. Hot Seller (0-3m): Filter tag: Seller, then filter: Hot B. Warm Seller (3-6m): Filter tag: Seller, then filter: Warm."

You can create lists based on lead type and engagement level, such as "Hot Buyer (0-3 months)" or "Warm Seller (3-6 months)." This helps prioritize leads based on their readiness to act.

Adding layers like geography and value can make your lists even more effective. For instance, you might create "High Value" lists for leads looking at properties over $1,000,000. Or, set up location-specific lists by filtering zip codes and price ranges to send targeted new listing alerts. You could also build a "Past Clients" list by combining tags for past clients with filters for leads not contacted in over 60 days.

Time-sensitive lists are another great way to keep your pipeline moving. Examples include "New Leads" for contacts added in the last seven days or reminder lists for sellers who haven’t been contacted in five days.

Using Ace AI to Improve Smart Lists

Ace AI takes smart lists to the next level by making them dynamic. This AI tool analyzes your Follow Up Boss CRM workflows, communication patterns, and structure to provide tailored suggestions.

When you’re working through your data cleaning list, Ace AI reviews behavioral patterns and communication history to suggest the right categories for each lead. Mira Beshay highlights its importance:

"Ace Ai will give you the answers, and all you need to do is to add the tags to identify this lead more…this step is crucial."

Ace AI doesn’t just help organize - it identifies trends you might overlook. It distinguishes between leads that are simply collecting information and those with real conversion potential, helping you focus on the most promising opportunities. For example, if a "Cold" lead suddenly shows a spike in activity, Ace AI might suggest moving them to a "Warm" list.

Voice commands make it even easier to keep your lists updated. You can ask Ace AI to add leads to specific lists or update their categories based on your latest interactions. This keeps your lists accurate and up-to-date without disrupting your workflow.

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Step 4: Automating and Maintaining Data Quality

Once your data is well-organized and your smart lists are in place, keeping everything up-to-date can feel like a never-ending task. Here’s a reality check: about 30% of CRM data becomes outdated every year, and 22.5% of B2B contact data deteriorates annually. The solution? Smart automation combined with clear, consistent maintenance practices. This is where Ace AI steps in to make life easier.

Using Ace AI for Automation

Ace AI is designed to simplify data maintenance by learning your CRM’s structure and workflows. It takes care of routine updates for you - whether it’s correcting contact details, adjusting stages, managing custom fields, or adding tags. You can even use natural language commands, either typed or spoken, to make updates. For instance, after a call, you could say: "Move Sarah Johnson to the Hot Buyer stage and add the tag Ready to View."

Beyond updates, Ace AI dives into your notes, call logs, texts, and website interactions within Follow Up Boss to highlight key talking points and suggest relevant tags based on past communication. It tracks how leads move through your sales process, learning over time to better categorize new contacts.

With the Ace Intelligence Add-On, you can take automation a step further by automatically populating and updating custom fields in Follow Up Boss. This reduces manual entry errors and ensures data stays consistent across the board.

Setting Up Data Maintenance Rules

Automation is fantastic for real-time updates, but having clear data maintenance rules ensures long-term quality. Mira Beshay from Unbroken Consulting puts it simply:

"Make it a rule in your company for you and your team to always keep updating 'Tags' and 'Stages'. This will help keep your data clean but also keep you sane. 😉"

To keep your data consistent, establish company-wide practices like:

• Required fields: Ensure key fields, such as lead source and initial contact method, are completed when adding new contacts.
• Tag updates: Require team members to update tags within 24 hours of meaningful interactions.
• Stage progression: Define clear criteria for moving leads through stages and train your team to update stages immediately after qualifying conversations.
• Communication logging: Set expectations for logging calls, emails, and texts in Follow Up Boss.

Additionally, enforce validations - like email and phone number checks on lead forms - to prevent inaccurate data from slipping into your system.

As Melody Chien, Senior Director Analyst at Gartner, explains:

"Data quality is directly linked to the quality of decision making. Good quality data provides better leads, better understanding of customers, and better customer relationships. Data quality is a competitive advantage."

Scheduling Regular Data Reviews

Even with automation and strong maintenance rules, regular audits are essential. Gartner estimates that poor data quality costs businesses an average of $12.9 million annually, so staying proactive can save you a lot of headaches (and money).

Plan quarterly reviews to tackle issues like duplicate records, outdated leads, incomplete data, and inaccurate source tracking. These reviews help ensure your CRM remains a reliable tool for your team.

"Set up monthly or quarterly reviews based on your workload to keep your database updated and error-free. Having a proper process in place can make maintenance easier for your team, allowing you to ensure the accuracy of your data." - BIGContacts Editorial Team

To supplement these quarterly audits, conduct monthly spot checks on active smart lists. This approach helps you catch problems early, preventing them from snowballing into bigger issues.

When your team prioritizes data quality and takes full advantage of Ace AI’s automation features, your Follow Up Boss CRM transforms into a powerhouse for driving consistent lead conversion.

Conclusion: Achieving a Clean CRM in Follow Up Boss

Organizing your Follow Up Boss CRM doesn’t have to feel overwhelming. By zeroing in on the essentials - stages, tags, and sources - you can turn a disorganized database into a streamlined system that powers your sales efforts. Start small: use smart lists and refine your tagging strategy to lay a solid groundwork. Keeping your data accurate and up-to-date is a long-term commitment, but it pays off.

Once you’ve set things up, automation takes center stage. Tools like Ace AI, which integrates seamlessly with Follow Up Boss, can handle repetitive tasks like data updates while offering insights based on your communication history. As Austin Archuleta, Founder & Principal Consultant at Moon Sherpa Labs, puts it:

"Ace AI enhances your approach, streamlining updates so agents can focus on meaningful client interactions."

Routine maintenance is just as important as the initial cleanup. Regularly updating tags and stages, scheduling audits, and using automation tools ensure your CRM remains a dependable resource. With these practices in place, your CRM becomes more than just a database - it becomes a growth engine for your real estate business.

FAQs

How can I keep my CRM data clean and organized in Follow Up Boss after the initial cleanup?

To keep your Follow Up Boss CRM data clean and accurate, it's essential to establish a routine for regular audits. These audits help identify and fix outdated or inconsistent information, ensuring your database remains reliable and easy to use.

One key habit to adopt is updating tags and stages immediately after interacting with leads. Doing this in real time keeps your database organized and ensures you can take action when needed.

Instead of trying to review everything at once, break your data into smaller, more manageable sections for periodic checks. Tools like Ace AI can make this process easier by automating updates and offering insights based on past lead communications, saving both time and effort.

For long-term results, implement a company-wide rule to consistently update and maintain tags and stages. This proactive strategy not only keeps your data in top shape but also makes it simpler to nurture leads and track their progress effectively.

How can Ace AI help keep my CRM data clean and organized in Follow Up Boss?

How Ace AI Keeps Your Follow Up Boss CRM Clean and Organized

Ace AI takes the hassle out of managing your Follow Up Boss CRM by automating essential tasks and delivering actionable insights. It handles lead management with ease, identifying lead types, tagging them correctly, and updating their statuses based on past interactions. This means your data stays accurate and current, cutting down on manual errors and saving you valuable time.

Another standout feature of Ace AI is its ability to help you build and manage smart lists tailored to specific lead categories, like hot leads, warm leads, buyers, or sellers. These lists make it easier to prioritize follow-ups and create targeted strategies to nurture your leads effectively.

Mira Beshay from Unbroken Consulting sums it up perfectly: Ace AI’s deep integration with Follow Up Boss enables both agents and virtual assistants to streamline data cleanup and effortlessly maintain an organized CRM.

How can smart lists in Follow Up Boss help simplify data cleanup and improve lead management?

Smart lists in Follow Up Boss streamline data organization and lead management, making it easier to focus on leads that truly matter. These lists let you group leads based on specific criteria, like recent activity or communication history, so you’re not bogged down by your entire database.

For instance, you can set up a smart list to track leads added within the last 90 days and review them systematically. With tools like Ace AI, you can go a step further by analyzing past interactions to identify lead type, gauge interest levels (hot, warm, or cold), and estimate potential buying or selling timelines. Armed with this insight, you can assign tags, segment your leads more effectively, and craft tailored follow-up plans.

What’s more, smart lists automatically update as lead interactions evolve, keeping your database organized and actionable. By consistently updating tags and stages, you ensure your CRM stays clean and ready for efficient follow-ups.