The Challenge
When Win Sales Solutions first came to Kuno, they had multiple sources of truth for their data. Across four systems, there were nearly 25,000 records. Jumping between the four systems created a lot of extra manual work for reps, as did the fact that many reps used database enrichment tools as makeshift CRMs. The use of fragmented systems, alongside the complex nature of the firm’s data associations, also made it harder for reps to generate reports and quickly follow up with clients on their performance.
While Win Sales Solutions saw the value in moving to HubSpot, they were concerned about the downtime involved. There wasn’t an option to put down phones for a week. They needed a vetted migration process that would let them do business as normal in parallel with the project.
The Strategy
A customized project plan
To ensure the Win Sales Solutions team felt comfortable with the steps and direction to a successful migration, Kuno laid out their customized project plan in the pre-sales process. The plan spelled out the project schedule and key milestones while speaking to the client’s downtime concerns.
Once a client, the first step was to decide how to bring the data over to HubSpot. Much of the data was already in Google Sheets, which lent itself well to the use of Excel. Kuno worked with the client to make sure data being brought into the system was viable and accurate and was going to help them better perform. Our team also had to adjust processes and reconcile data from database enrichment platforms. After the initial import, we were able to connect these platforms through HubSpot integrations to enrich both existing and new contact records.
The discovery process
During the discovery process, we identified the need for a custom object to house “client target data”. This data represents companies that Win Sales Solutions works for. We diagrammed a custom object to support the firm’s unique data scenarios, with a clear delineation between customers, their customers’ customers and the contacts attached to each scenario. The custom objects created became the basis for reporting.
While the data was formatted and validated for onboarding, the client was able to maintain business as usual. This was supported by good communication via the project timeline and a final data pull at the end of business on a Friday to minimize any data gaps. By Monday morning, new records were imported for a complete database ready for the Win Sales team to utilize.
Results
A single source of truth
With the completed HubSpot migration, Win Sales finally had a central CRM that served as a single source of truth. Whereas activities were not previously tracked and had to be manually added to a spreadsheet, sales reps and leaders now had full transparency around activities logged against contact records. With a custom data structure in place, sales reps no longer had to spend hours pulling a simple client target report. They could generate reports in seconds and, in so doing, provide a better experience for their clients.
From the collaborative approach to the ease with which HubSpot CRM helped reps do their jobs more effectively, there was a 100% adoption rate among Win Sales’ reps. This was a further nod to the overall success of this migration project and achieving its intended goals.
