Clean your spreadsheet first: remove duplicates, split names into first and last, standardize company names and stages. Decide your pipeline stages and required fields, map spreadsheet columns to CRM fields, and import a small test file before the full list. Then connect email and calendar, and agree simple rules so everyone logs activity the same way.
Most CRM rollouts fail on messy data and unclear habits, not software. Plan both.
Step by step
| Step | What to do |
|---|---|
| 1. Clean | Remove duplicates, fix emails and phone formats |
| 2. Structure | Separate first name, last name, company, stage |
| 3. Decide | Pipeline stages, owners, required fields |
| 4. Map | Match each column to a CRM field |
| 5. Test | Import 20 rows and check |
| 6. Import | Full import, contacts first, then companies and deals |
| 7. Connect | Email, calendar and forms |
| 8. Retire | Make the spreadsheet read-only |
Common mistakes
- Importing deals before contacts, so they do not link.
- Too many custom fields on day one.
- Keeping the spreadsheet in use alongside the CRM.
After launch
Review data quality weekly for the first month, then decide whether you need a paid plan. Secure shared logins with a password manager.
Browse CRM and sales.
Common questions
What file format do CRMs import?
Almost all CRMs import CSV. Save each sheet as CSV with one header row.
Should I import every old contact?
Import active customers and live leads first. Archive the rest in case you need them later.
How do I get the team to use it?
Keep required fields few, connect email so activity logs itself, and review the pipeline in meetings from the CRM, not the old sheet.