Today’s plays › All plays › CRM hygiene

Clean your CRM in an afternoon, but make AI check for open deals before anything is deleted

Picked and checked by Olga Pearson, SalesUpLevel

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Run it before your 10am

1. 01Back up first: export your companies, contacts and deals.
2. 02Give AI the export (or a read-only connection) and ask for a health summary.
3. 03Have it list likely duplicates and which record to keep.
4. 04Before anything gets deleted, check every record against open deals and recent activity.
5. 05Approve each merge or delete batch yourself. Then set a monthly 15-minute clean-up.

Here’s an export of our CRM companies with: name, domain, owner, number of contacts, open deals, closed deals and last activity date.

1) Summarize the state: how many have no owner, no contacts, or no activity in [12] months.
2) List likely duplicates (same domain, similar name, shared contacts) and which record to keep.
3) List records you’d delete, but first take out any with an open deal or activity in the last [90] days, and show those to me separately.
4) Don’t change anything. Give me tables I can review and approve.

[Paste export]

Watch out for

• This is his own small CRM, and he runs a consultancy that writes about this work.
• A CRM export is full of personal data. Use an approved tool and delete the file when you’re done.
• Deleting a company can wipe its deal history. Merge or archive when you’re unsure.
• If you give AI write access, approve every batch. He almost lost two live deals moving fast.

Source: Matteo Lombardi, Stratega blog, Feb 25, 2026. Results are as reported by the source; we did not measure them.

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