Maintaining a contact database with high data integrity is essential for any organization. You need your data to be reliable, accurate, and complete, otherwise, you risk frustrating your customers with the wrong information, being unable to deliver personalized services, and losing faith in your reporting.
One of the biggest threats to data integrity is having duplicate contacts in your database.
In many cases, duplicate contacts are caused by human error. One team member might spell a contact's name wrong, causing it to be added twice. It can also be caused by a contact filling in a form with a different email address or phone number.
In short: duplicate contacts can be a real pain. No business wants to have to deal with them, but the good news is that you don't have to. Here's what you need to know to get rid of duplicate contact data for good.
The Best Apps to Remove Duplicate Contacts
Some apps offer built-in deduplication features to locate and banish pesky duplicates by merging or deleting them.
However, many apps don't have built-in dedupe functions, or they're limited in quality. For most organizations, it's valuable to choose a dedicated app for data quality and cleansing that works across multiple apps.
To avoid wasting time, money, and energy trying to fix duplicate contacts and their repercussions across your organization, here are five of the best apps to help you fix and avoid duplicates.
Dedupely helps remove duplicates from three of the most popular CRM platforms: HubSpot, Salesforce, and Pipedrive. It's a really easy platform to navigate, and offers several filters to flag possible duplicates for first name, last name, email, company, and more. It also finds duplicates by exact, fuzzy, and similar matching to detect issues that other systems would miss.
Struggling to manage different contacts in your Google, iCloud, and Outlook apps? Contacts+ is a helpful app that centralizes and syncs contacts between Google Contacts, iCloud, and Outlook so you always have the latest info on the app and device you're using.
Not only is it a great way to sync your address books, but it also has sophisticated dedupe algorithms to pick up on duplicate contacts even when they're not obvious to you or other apps.
Preventing Duplicates When Syncing Data
The tools we talked about here are amazing additions to your tech stack when it comes to managing your contact databases and keeping them organized. But another important step in contact management is syncing your contact data in two ways.
When you create a sync between your apps, say Google Contacts and HubSpot, you can choose which app has the authoritative data that should be chosen if there's a conflict. This creates a "single source of truth" in your data: one of the benchmarks of a healthy database.
Operations Hub also defines contacts by their email address, which is a good way to avoid duplicates. And, for example, if in one app you have a contact called 'Bill' and another has a contact named 'William' — both of which are attached to the same email address — the tool will merge and enrich both contact records.
Originally published Oct 22, 2021 1:01:56 PM, updated October 22 2021