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10 Steps to Clean your Data

03.08.20 11:40 AM By Kathryn

The essential guide to keeping your data in check

data clean laptop
A common theme when onboarding new estate agents on to our Rezi software is that their data is simply too large to carry out a data migration from their previous CRM system.


When onboarding estate agencies that have many branches a common question that we get asked is;

"Can I migrate all my data from my current CRM system?"

 Whilst this may be possible it is a good idea to consider the following for a faster transition.  The best way to ensure a smooth and quick transition is to give your data a good old clean!   The process is a little bit like sorting out your wardrobe after many months of neglecting to organise it.


Aside from this, there are further benefits from a data cleanse:
      • There is a danger of running in to errors when numerous sources of data extracted in to one dataset.  A good data cleanse will reduce the risk.
      • Using our built-in tools to clean-up data will help a great deal, as you will be able to get what you need from the data and fast!
      • Clean data =  Less risk of errors, resulting in happier workforce and ultimately, happy customers!

We’ve compiled 10 fail-safe ways to consolidate and reduce the amount of unnecessary data you’re holding, which will not only save you time spent on searching through your old data, it will speed your systems up, and potentially save you money on data storage.


alarm clock routine
1. Create a routine and standardise your process


Communicate with your team to ensure that you’re all on the same path.  Once you have a process mapped out, the integrity of your customer’s data will only improve.


A well-known data scientist method is to split the process in to 4 stages:

  1. Collecting the data
  2. Cleaning the data
  3. Analysing/modelling the data
  4. Publishing the results to the relevant audience (i.e. your colleagues)


2.  Watch out for duplicate data


Without stating the obvious, duplicate data can not only take up valuable data storage, it can confuse colleagues and in some cases, valuable information will not be recorded effectively.   


You can find out more about merging duplicates here


3.  Ensure addresses are added to the correct fields


You’ll be surprised to find that incorrectly stored address fields consume a lot of data! 


If you can split the address in to name/number, address line 1, address line 3, postcode, this will reduce it down considerably.


Tech tip: There is a report in the system that will show them all of these properties (reporting dash > custom reporting > Rezi data migration prep> “properties with bad addresses” & “properties with bad postcodes” – the bad postcodes will appear in the bad addresses report too) 


You can read more about address fields in our handy guide here and more about postcodes on Rezi here.


business men worried about data

4.  Vendor and /or Landlord details should be added to all properties

This enables the search function to work more efficiently.  Otherwise, the system will have to trawl through all properties with no vendor details.

5.  Ensure buyers are only attached to relevant properties

 

Buyers attached to more properties than relevant, makes the system crawl through more data than required.

6.  Ensure all tenants attached to let properties are marked as in occupation

 

This tells the software that these properties need not be included in searches for potential lettings.

7.  Ensure properties aren’t left in the wrong status

We get lots of properties left in valued/write up that should have been withdrawn 


data laptop

8. There should only be one active version of a property

Much linked to the previous tip on duplicates; previous listings on properties may still be present on your system – one to watch out for!


9.  Ensure your user list only contains users you still need

We find that lots of accounts get marked as disabled.  This means that nobody can use them and they never end up being deleted. These accounts will be migrated but they still cannot be accessed as the migration doesn’t create a full login.  This is effectively considered bad data.  It will count towards your Rezi user allowance which is a waste of good data! 


10.  You can clean up your contacts

More than likely, there are contacts on your system that never progressed from the enquiry stage.  Removing these on a routine basis can certainly help to keep your data requirements to the minimum.


Tech tip: You can use the tools available within Dezrez to archive contacts that aren’t needed anymore or haven’t been contacted in a long time


Find out more