Are you planning to change your CRM? Are you wondering how to prepare for the transfer of your data? Or what are the best practices for a successful migration?
Having supported many clients on these topics, I can tell you that we often mistakenly believe that this is a quick and easy process, which can be done in just a few clicks. But ultimately, when you get down to it, it’s not a simple task to transfer the right data from a source system to a target system.
So, to help you in this process, we are sharing six key steps to follow for successful data migration to HubSpot.
To import your data into HubSpot, you have the choice between different types of imports.
Once you have chosen the most suitable method for your data migration, we recommend that you take the following six steps for your migration to be successful.
> Regardless of the method chosen, it will be necessary to decide on the data you will keep and what you will not transfer.
Take the opportunity to do a spring cleaning on your bases! It is a step that can be time-consuming but must be done to migrate a clean and up-to-date database.
You can thus ask your teams to review all of their contacts, companies, and deals in the old CRM to verify the information and update it if necessary before the migration.
Switching to the new CRM represents an opportunity to review your data model and rationalize it: What fields are used today? Is there a need to create new fields, with what format? Do my drop-down menus need to change? Are some custom fields ever used? In the latter case, they may need to be left out.
> Once the cleaning work has been carried out in your database, you can prepare the structure of your import files.
In a typical Excel or Google Sheets table, you can create one sheet per object to import: contact, company, deal, and ticket. The idea is then to make one column per property to import.
Particular attention will be paid to the format of the properties, to the properties required for development in HubSpot (for example, to import deals, you must enter the name of the deal, the pipeline, and the phase of the transaction), as well as the notion unique identifier (i.e., management of duplicates).
Here are the questions you can ask yourself at this point:
> At this stage, the objective is to fill in the columns of your import template with the data from the source CRM.
Please note, some data may not necessarily be in the format expected by HubSpot. For example, in many CRMs, the “Contact Owner” or “Contact Owner” property is returned in the form of an ID (or unique identification number). However, in HubSpot, you must enter the email address of the contact owner. It will then be necessary to make the correspondence table to find the email of the owner of the contact corresponding to the different IDs. Then reprocess the data according to these rules.
At this point, here are some specifics of HubSpot CRM to consider when preparing files:
What are the unique identifiers per object?
Once your import files are finalized and verified, it’s time to move on to importing into HubSpot.
It is always good to define your import plan.
For example, in the case of an import of 3 objects:
Don’t panic; the HubSpot import interface is very well thought out and easy to use!
You will be offered a mapping between the column headers of the import file and the fields present in HubSpot. You can then change the mapping if it is incorrect or do not want to import the field (you will therefore only have to include the columns to be imported in your import template).
Although you have followed the previous preparatory steps perfectly, it is always advisable to first do import tests on 5 to 10 contacts associated with companies and deals if your migration concerns these standard objects. In this way, you will identify any errors to correct them in your import template.
Here are some examples of common errors:
These are only examples here, and you may run into other types of errors.
Once the tests have been carried out and the corrective actions deployed on the import file, you can proceed with the final import of all the data.
To avoid re-entering information by your sales team as much as possible, identify an opportune time for the migration – a time when salespeople will have the least commercial activity.
Depending on the number of objects to import and the complexity of the data transfer, the time required for the final import varies. For example, in a relatively simple migration of 2 objects in association, the import can be carried out in 1 day. However, for migration of commitments, instead, allow a week.
Switching to this new tool represents a change for your teams and will undoubtedly require support. Organize training to promote the adoption of CRM. We recommend inviting the groups or certain representatives when framing and defining the configuration of the CRM to take their comments and objections into account.
Following the final import, inventory the number of contacts, companies, and deals in the source files vs. in the target instance to verify that the transferred data volume matches.
Data migration is a sensitive and central topic in the success of your CRM project. Also, if you want to be supported in defining the strategy and setting up your CRM and on the subject of data migration, you can do so at Weboccult Technologies. As a HubSpot integrator, we support many customers in the implementation of the HubSpot CRM.