How to Get Consistent Data from a Team That Enters Records Differently

Every column should use the most specific type that fits the data. A date field should be a date column, not a text field. A category should be a dropdown, not typed freeform. A number should be a number column, not text that happens to contain digits. Each of these changes removes a class of entry error entirely.

Some columns should never be empty — a record without a status or an owner is a record nobody knows how to act on. Mark those columns as required so a record cannot be submitted without them. This catches missing information at entry time instead of during a review three weeks later.

Dropdown columns only work if the options reflect how the team actually describes the values. Before finalizing options, spend ten minutes with the people who enter data most frequently. If they use different terms than what you'd naturally write, use their terms. Adoption determines data quality more than any technical setting.