10 Common Data Management Pitfalls
A Practical Guide for Small Business Owners Who Want Cleaner Data, Smoother Workflows, and Less Busywork
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What You'll Get
10 Common Pitfalls
Learn the exact problems that cause spreadsheet sprawl, duplicate records, inconsistent data, and chaos—plus how to avoid them.
Fast Fixes
Each pitfall includes a "Fast Fix" you can implement today—no fancy software required. Start with spreadsheets you already have.
Weekly Checklist
Get a simple 15-minute weekly data hygiene checklist to keep your data clean and prevent problems from piling up.
Quick Start (5 Things to Do First)
If you do just these 5 things, you'll avoid most problems:
Pick one "source of truth" for customers, jobs/orders, and invoices.
Standardize naming + required fields (even if it's just a spreadsheet).
Use IDs (Customer ID / Job ID) so records don't drift.
Create a simple intake process so new data enters the system the same way every time.
Schedule a 15-minute weekly data cleanup (tiny effort, huge payoff).
The 10 Pitfalls Covered
1. Spreadsheet Sprawl
Too many files, tabs, and versions—nobody trusts the data anymore.
2. No Consistent Standards
"Acme LLC", "ACME", "Acme, Inc."—searching fails, duplicates happen.
3. Duplicate Records Everywhere
Same customer entered twice, leading to double contacts and mistakes.
4. No Single Source of Truth
Customer info scattered across email, invoices, spreadsheets, and notes.
5. Inconsistent Definitions
"Revenue" means different things to different people—reports conflict.
6. Data Trapped in Tools
Want to switch tools? Everything's stuck behind logins with no export.
7. Bad Imports
Names split wrong, dates scrambled—cleanup costs more than doing it right.
8. No Ownership or Permissions
Everyone can edit everything, or nobody knows who maintains it.
9. No Backups or Audit Trail
File gets corrupted or a tool change breaks everything—no rollback.
10. Perfectionism Over Progress
Months designing the "ideal system" while your team uses sticky notes.
Ready to Clean Up Your Data?
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Not Sure Where Your Data Issues Are?
Take our free 15-minute Self Audit Workbook to identify your top 3 business pain points and discover which spreadsheets are holding you back.
What to Do After Reading the Guide
Start with the Quick Fixes
Each pitfall has a "Fast Fix" you can do today. Pick one and implement it in your current spreadsheet.
Use the Weekly Checklist
Spend 15 minutes every week on data hygiene—review duplicates, standardize names, and back up key tables.
Reach Out for Help
Email me at jared@endbusywork.com if you need help extracting, cleaning, or migrating your data.
Ready for a Custom Solution?
Check out my packages for data migration, CRM builds, and automation that keeps your data clean going forward.