Weekly Cleanup Routine

Weekly Cleanup Routine

A fast, 5-minute weekly check that catches problems early. This is not a deep audit — it is a spot-check designed to surface issues before they compound.

Prerequisites

• HubSpot portal access
• Bounce monitoring workflow active (run /bounce-monitoring-workflow first)

The 5-Minute Checklist

Stage 1: Before — Open Dashboards

Open HubSpot in your browser. Have the following views ready:

• Email health dashboard
• Workflow dashboard
• Contacts list view (sorted by create date, descending)

Stage 2: Execute — Five Spot Checks

1. Bounce Monitoring (1 min)

• Check the email_health_flag list. How many contacts were flagged this week?
• If more than 10, investigate the source (bad import? form spam?).
• If zero, confirm the workflow is still active.

2. New Contact Quality (1 min)

• Filter contacts created in the last 7 days.
• Spot-check 5-10 new contacts. Do they have:
  • Valid email addresses?
  • Company name populated?
  • Lifecycle stage set?
• If quality is low, check the source (which form, import, or integration created them).

3. Workflow Health (1 min)

• Open the workflow dashboard. Look for:
  • Any workflows showing errors (red indicators)
  • Any workflows with zero enrollments that should be active
  • Any workflows that were accidentally turned off

4. List Growth Trends (1 min)

• Check your key segment lists (customers, MQLs, suppressed).
• Is any list growing or shrinking unexpectedly?
• A sudden spike in suppressed contacts could indicate a deliverability problem.

5. Data Quality Sample (1 min)

• Pull 10 random contacts from the database.
• Check: email, company, lifecycle stage, owner.
• If more than 2 out of 10 have gaps, flag for a deeper review.

Stage 3: After — Log and Escalate

Keep a simple weekly log (spreadsheet or note):

Escalate anything that appears two weeks in a row.

Stage 4: Rollback

This is a read-only review — no rollback needed. Any fixes identified are executed through their respective skills.

Scheduling

• Run every Monday morning.
• Set a recurring 15-minute calendar block (5 minutes for the check, 10 minutes buffer for any follow-up).
• If you miss a week, do not double up — just run the next scheduled check.