Year-End Database Cleanup: Setting Up Your 2026 Contact System

Your database is your business.

Clean it before 2026 starts.

The December Cleanup Window

Use December downtime for:

Database audit Contact updates Tag refinement Dead contact removal

Start the year with clean data.

The Full Export

Pull everything:

All CRM contacts Phone contacts Email lists Spreadsheets Business cards not entered

Consolidate into one place.

The Contact Information Update

Review every contact:

Phone numbers current? Email addresses working? Physical addresses accurate? Names spelled correctly?

Fix errors now.

The Duplicate Removal

Search for duplicates:

Same person, multiple entries Different spellings of names Old and new contact info Merged household contacts

Keep one clean record per person.

The Tag Audit

Review all tags:

Still using them? Definitions clear? Categories make sense? Too many tags?

Simplify your system.

The 5-Tag System Review

Verify every contact has:

Timeline tag (Now, Soon, Future, Long-term) Source tag (where they came from) Type tag (Buyer, Seller, Investor, etc.) Status tag (pipeline stage) Temperature tag (Hot, Warm, Cold)

Complete tagging for everyone.

The Dead Contact Removal

Delete contacts who:

Asked to be removed Have no valid contact info Are duplicate entries Haven't responded to 12+ attempts over 2 years

Keep your database active and relevant.

The Past Client Verification

Check all past clients:

Closing date recorded? Property address noted? Tags accurate? Contact info current?

Past clients are your best source.

The Lead Source Analysis

Review where contacts came from:

Which sources converted best? Which sources were waste? Where to invest in 2026? What to cut?

Data drives decisions.

The Engagement Scoring

Rate contact engagement:

Last contact date Response history Appointment history Transaction probability

Prioritize your database.

The Segmentation Refinement

Create clear segments:

Hot pipeline (working now) Warm pipeline (next 90 days) Future pipeline (6-12 months) Long-term nurture (12+ months) Past clients Referral sources Dead/cold

Different segments, different strategies.

The Notes Review

Check notes on key contacts:

Important details recorded? Preferences noted? Family information captured? Previous conversations logged?

Good notes improve service.

The 2025 Addition Count

Track your growth:

Contacts January 1, 2025: _____ Contacts added 2025: _____ Contacts December 31, 2025: _____

Measure database growth.

The 2026 Growth Goal

Set database targets:

Current size: _____ contacts 2026 goal: _____ contacts Monthly additions needed: _____ Strategy for growth: _____

Growing database grows business.

The Communication Preferences

Note how contacts prefer communication:

Text Email Phone call Social media

Use their preferred method.

The Relationship Strength

Rate your relationships:

Strong (active communication) Medium (occasional contact) Weak (minimal connection)

Focus time on strong relationships.

The Geographic Organization

Tag by location:

Neighborhood City Zip code Market area

Geographic search becomes easy.

The Property Ownership Status

Note current situation:

Homeowner Renter Investor (owns multiple) First-time buyer prospect

This drives your conversations.

The Referral Source Identification

Mark who refers business:

Active referral source Has referred in past Potential referral source Not a referral source

Treat referral sources well.

The Email List Hygiene

Clean your email list:

Remove bounced addresses Update changed emails Unsubscribe inactive contacts Verify deliverability

Email list quality matters.

The Phone Number Verification

Check all phone numbers:

Still working? Correct contact? Mobile vs landline noted? Best time to call noted?

Bad numbers waste time.

The CRM Maintenance

Update your CRM:

Software current? Integrations working? Mobile app functional? Backup recent?

Technology supports your work.

The December Timeline

Week 1 (Dec 1-7): Export and deduplicate Week 2 (Dec 8-14): Update contact information Week 3 (Dec 15-21): Refine tags and notes Week 4 (Dec 22-31): Final review and 2026 setup

One month to clean database.

Your Next Action

Start this week:

Export your full database today Block 2 hours for cleanup tomorrow Schedule cleanup time for next 3 weeks

Clean database = clean business.

January 1 with organized contacts beats January chaos.

Tiffany Hampton is a seasoned real estate leader and MAPS Coach with over two decades of experience helping agents succeed through leadership, coaching, and innovative strategy. As the founder of AgentGrowth365.com, Tiffany delivers proven systems, tools, and training that empower agents and market center leaders to grow with clarity and purpose. Whether you're looking to hit 24 transactions, streamline your coaching systems, or lead your business with impact, AgentGrowth365 offers a full suite of solutions designed to meet today's challenges and scale tomorrow's success.