How and when to migrate from your current crm to hubspot?

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HubSpot is an American developer and marketer of software products for inbound marketing, sales, and customer service. Hubspot was founded by Brian Halligan and Dharmesh Shah in 2006.

  • Your CRM is full of too much information that is hardly analyzed and used for the benefit of your representatives.
  • You have an inbox that is too saturated with notifications and tasks without prioritizing.
  • Many buttons and options that are not used or do not know-how.
  • Your representatives / BDRs / salespeople/executives believe that the current system is unnecessary work rather than a benefit to their process.
  • Your representatives have to enter 2, 3, or more systems to register information that comes from the same source.

If you identified with any of these problems above, now is the time to make the decision … something has to change. It is not always necessary to migrate technology, in fact, I really believe that many times that is not the problem. But the benefit of migrating to a tool that focuses on simplicity and avoiding wasting time feeding unnecessary information into the system is the first step. This helps you have a starting point on everything that needs to change, and you can focus on modifying internal processes that are not working. Maybe you even realize that the people you have as sales executives are too behind in knowledge. But this is another issue.


1. Create a project management team

This should be focused on creating the new processes that your salespeople will adopt throughout the organization. These processes must have the consumer in front of them.

2. Beta experimentation program

Launch a version of the project with a small team so that you can do the experimentation and gain greater visibility of what will emerge once it is fully done. This way you will be able to obtain a greater conviction, adoption, and validation. You avoid dealing with the problems that come from resistance to change in a massive way and you do it in parts, integrating little by little and one team at a time, to the beta program.

3. Create a migration plan/schedule

In this plan, you should consider that not everything has to be migrated. In fact, one of the great advantages of migrating is the cleaning that you can do to your processes, data and in general, the way the system feeds in order to make it simple and above all useful.

Many systems have integrations that they can create to communicate with each other and be able to migrate more directly. Others seek to export information, clean it, and then register it in the new system. HubSpot has native integration with SalesForce for example if you are migrating from there, some others through a third party like Zapier are easy to move information from one place to another.

Consider these elements to be able to make the detailed analysis of what you are going to take:

  • Data
  • Integrations
  • Automations (workflows)
  • Reports

Since you have the detail of what you do want to take with you, you start making the settings on the HubSpot site. HubSpot has step-by-step guides to get you through all of these.

4. Build a training plan

You cannot have a successful migration without considering the end-user. Your representatives must become experts in the use of this tool and you have to seek to evaluate those involved to see if they have the necessary skills to make a successful implementation. Much of what didn’t work with your old system may have had nothing to do with the system and the technology itself (almost always) if not more to do with the people who used it.

One of the main advantages that HubSpot has is how simple and user-friendly it is. You can look for people with soft skills and not so technical (soft skills) that often require a more complex system. Learning to use HubSpot is very simple for someone who is flexible, adaptable, agile, but above all willing to learn.

In any case, you have to take this into account and involve them not only in the use of technology but also in the methodology behind and the real use of having technology and tool of this type.

This image shows the plan the HubSpot sales team made to do their own migration when they moved from SalesForce to HubSpot CRM.

At the end of the day, you must make the decision based on your needs as an organization but above all for the benefit of your business process and your customers. That they get a better experience with the transaction because you have a system in place that helps and empowers your representatives to provide faster information, analyze it and be able to solve the concerns that your potential clients have.

The advantage of adding HubSpot CRM to your martech stack, apart from simplicity, is the integration of the 3 most important pillars, especially in a digital strategy: marketing, sales, and service.

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