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The 15-Minute CRM Cleanup Map

A fast way for a small office to inspect whether the CRM or spreadsheet is helping follow-up or just storing old names.

A CRM does not have to be perfect to be useful.

For a two-person office, the first goal is simple: make sure open opportunities are visible enough that follow-up does not depend on memory.

Use this 15-minute map before rebuilding anything.

Minute 1-3: List every place leads arrive

Write down the real intake paths:

If leads arrive in more than one place, the CRM must help connect them, not become one more place to forget.

Look at your CRM, spreadsheet, inbox labels, or board.

Can you quickly tell which leads are:

If everything is just “open,” the team cannot see what to do next.

For each open lead, ask:

If ownership is unclear, the CRM is not protecting the work.

Find anything that has not moved in 7 days.

For each stale item, choose one:

A stale list is usually a follow-up leak in disguise.

Do not clean everything at once.

Pick one useful fix:

The smallest useful cleanup is better than a giant CRM reset nobody maintains.

Every open record should answer:

If the CRM cannot answer those questions, the team will keep working around it.