Playbook: How To Keep The Contact Data In Your CRM Up To Date

Ensure you can get in touch with your prospects by keeping the contact data in your CRM up to date.

Why does outdated CRM contact data hurt your performance?

Check out our 5-minute video or keep reading below. In the video, we discuss the issues with outdated contact information and introduce an impressive automated solution available in Vainu. This feature works with HubSpot, Salesforce, Dynamics, and Pipedrive. Custom solutions for your CRM are also available.

Why Should You Update Contact Data In Your CRM?

Recognize this, salesperson?

  • You've found a prospect in your CRM that you want to contact.
  • You look at their company card—and find the contact information of a decision maker.
  • You call the number—and they pick up!
  • You greet them—only to find out it's not the person you thought it would be.
  • You realize that the contact information you used was no longer correct.
  • You pivot and make the best of a bad situation, but it's tough to save.
  • You thank them for their time and end the call.
  • You take a deep breath and sigh.
  • You spend the next many minutes trying to find your prospect's contact information. 
  • You don't succeed.
  • You type a Slack message to your CRM admin and inform them that the information is incorrect.
  • You go on to the next one.

Do you know that feeling when you've found a good prospect, but when you reach out to them, you find out that the contact information you used to reach them is outdated? If you don't, then you're one of the lucky ones! That feeling is the reason that you should have up-to-date contact information in your CRM—that and the fact that it's a huge waste of time for you to be reaching out to prospects using incorrect phone numbers.

Recognize this, CRM admin? 

  • You sit down in front of your computer with your morning cup of coffee.
  • You log onto Slack—28 unread messages.
  • You scan through them—most are from salespeople complaining about inaccurate data.
  • You frown; you'd just bought a list of contacts with contact information and had spent the last week manually importing and matching them with the contacts in your CRM.
  • You sigh—today is going to be a long day.

Do you know that feeling when your salespeople are complaining to you about incorrect contact information in the CRM? That's the reason you should have up-to-date contact information in your CRM—that and the fact that it ensures your salespeople can get a hold of their prospects. But you know what's worse than having your salespeople complain to you about incorrect contact information? Having to spend your day manually validating whether prospects' phone numbers are up to date.

How To Do It

  1. Identify. First, you have to know which of the data points in your CRM are out of date. Unfortunately, this is almost entirely reactive—which means you'll generally only know when your salespeople let you know.

  2. Flag. Second, you have to make it clear that this contact information is no longer accurate. This might mean creating a custom field in your CRM that can be filled in when information is incorrect.

  3. Update. Third, you have to replace the out-of-date contact information with not-out-of-date contact information. This likely means manually searching for an updated phone number using Google or, if you're savvy, an AI. 

  4. Repeat. Fourth, you have to repeat this every time a salesperson identifies some incorrect contact information in the CRM—because you're responsible for the CRM, and they aren't going to do it themselves. Sounds terrible, right? Thankfully, we've got a better way.

Contact Data Updates 

We know the headache that manually updating data—whether it's company or contact—in your CRM can bring with it. That's kind of why we do what we do, and that's the reason that we developed our newest feature, Contact Data Updates, which allows you to keep the contact data in your CRM up to date automatically.

Why It Matters

  • Prevents Wasted Outreach: Stops you reaching using outdated contact information, saving you time and improving your conversion rates.

  • Enhances Data Accuracy: Keeps the data in your CRM up to date and reliable automatically, reducing the need for manual data management.

Who Benefits

  • Sales Teams: Ensures you always have the latest contact data available when conducting outreach.

  • Marketing Teams: Improves campaign targeting by providing you with accurate and up-to-date contact information.

  • RevOps & CRM Managers: Maintains an enriched, up-to-date CRM without you needing to do manual data entry.

Overview

Outdated contact data in your CRM can lead to missed opportunities, wasted effort, and poor sales performance. Vainu's Contact Data Updates feature ensures the contact data in your CRM stays up to date by automatically identifying and updating outdated contact information, helping your team get a hold of their prospects.

How It Works

  1. Matches Contact Objects: Vainu matches contact data between our database and your CRM based on the contact name and company that is linked to the Contact object in question.

  2. Updates Contact Information Automatically: Vainu is able to automatically update all matched contacts in your CRM when our data changes—just like how we can keep your company data updated.

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How To Get Started

  1. Establish a connection between Vainu and your CRM.

  2. Get "Data Updates - Contacts" permission enabled.

  3. Match Contacts in your CRM to Contacts in Vainu's database.

  4. Receive automatic updates of the contact information in your CRM.

Results You Can Expect

  • Time savings since contact information does not having to be manually updated.

  • Better engagement rates by always reaching the right person at the right number.

Want to See It in Action?

Fill out our free trial form to learn how Vainu's Contact Data Updates can keep the contact data in your CRM up to date and usable.

Book a live demo