HubSpot Migration Checklist and Guide

Migrating to a new CRM is a significant undertaking that can transform your business operations. Just as moving to a new house requires meticulous planning, packing, and organizing, so does a CRM migration. This guide will provide you with the essentials for a successful HubSpot migration, ensuring a smooth transition and maximizing the benefits of your new CRM system.

Understanding HubSpot CRM Migration

Think back to when you moved to a new home. The process involved packing your belongings into labeled boxes—kitchen items in "kitchen" boxes, dining room items in "dining room" boxes—and unpacking them into their respective rooms in the new house. A HubSpot migration follows a similar approach:

1. Pack Up Your Data: Clean and organize your customer data to ensure only relevant and accurate information is transferred.
2. Label Everything: Designate where each data type will go in your new CRM to maintain structure and functionality.
3. Rearrange in the New CRM: Complete the migration by setting up your data in its new location, ensuring everything is in place and operational.

Why Choose HubSpot?

HubSpot is widely regarded as the best CRM for several compelling reasons:

• Unmatched Inbound Marketing Tools: HubSpot's tools for inbound marketing are unparalleled, making it the go-to choice for businesses looking to enhance their marketing efforts.
• Seamless Integration: HubSpot easily integrates with other platforms, allowing you to connect various tools and streamline your processes.
• Comprehensive Buyer’s Journey Insight: HubSpot provides detailed insights into the buyer's journey, helping you understand and optimize your sales and marketing strategies.
• Efficient Workflow Creation: With HubSpot, you can create sophisticated workflows for email marketing and other processes, enhancing efficiency and productivity.
• Regular Updates: HubSpot frequently releases beta features, ensuring you have access to the latest tools and technologies.
• Built-In SEO Tools: HubSpot's integrated SEO tools help improve your website's visibility and searchability.

Treat Your CRM Like a Product, Not a Project

Approach your CRM migration with the mindset that it's a valuable product you are investing in, not just another project. Treating it as a long-term asset will ensure you dedicate the necessary resources and attention to make it successful. Partnering with an Elite HubSpot Partner can make your onboarding process painless and effective, providing expert guidance and support.

HubSpot Data Migration Process 

HubSpot offers a professional migration service if your team lacks the bandwidth or expertise. This service follows a four-step process to ensure a smooth and efficient migration:

1. Audit: Review and clean your current CRM system and data, identifying any issues and areas for improvement.
2. Design: Create an import strategy and map your data to ensure everything transfers correctly and functions as expected.
3. Test Migration: Conduct a trial run with a sample of your data to validate the migration process and identify any potential issues.
4. Execution: Perform the full migration, transferring all your data and setting up your new CRM

HubSpot CRM Migration Checklist by Hub

Sales Hub Migration Checklist

Before Migration:

1. Assess Current Data: Clean up and review sales data to ensure accuracy and relevance.
2. Team Buy-In: Ensure the sales team supports the migration and understands its benefits.
3. Assign a Point Person: Designate a lead for the migration project to coordinate efforts and ensure accountability.
4. Backup Data: Secure a backup of all sales data to prevent data loss during the migration.
5. Set a Cut-Off Date: Decide when to stop using the old CRM and transition to HubSpot.

During Migration:

1. Data Mapping: Align current CRM fields with HubSpot fields to ensure seamless data transfer.
2. Import Data: Transfer contacts, companies, deals, and notes to HubSpot.
3. Move Email Templates: Migrate email templates and sequences to maintain communication workflows.
4. Recreate Pipelines: Set up sales pipelines and stages in HubSpot to mirror your existing processes.
5. Reconfigure Integrations: Integrate other tools (e.g., email, calendar) with HubSpot to maintain connectivity.

After Migration:

1. Verify Data Integrity: Check the accuracy and completeness of migrated data.
2. Enable Automations: Activate sales workflows and automations to enhance efficiency.
3. Team Training: Educate the sales team on HubSpot features and best practices.
4. Monitor Performance: Track key metrics to ensure functionality and address any issues promptly.

Marketing Hub Migration Checklist

Before Migration:

1. Review Marketing Data: Clean and segment your marketing data to ensure accuracy and relevance.
   
   
   via GIPHY

2. Team Buy-In: Get the marketing team on board with the migration and highlight its benefits.
3. Plan Timeline: Create a detailed migration timeline to ensure a smooth transition.
4. Prepare HubSpot: Set up HubSpot for data import and customization, ensuring it meets your needs.

During Migration:

1. Import Data: Transfer marketing data, including contacts, email lists, and campaign data, to HubSpot.
2. Migrate Assets: Move landing pages, forms, CTAs, and marketing emails to maintain your marketing efforts.
3. Reconnect Integrations: Set up integrations with social media, Google Analytics, and other tools to maintain connectivity.
4. Recreate Workflows: Build marketing workflows and automations in HubSpot to enhance efficiency.

After Migration:

1. Test Functionality: Ensure all marketing tools and automations work correctly and as expected.
2. Verify Data: Check the accuracy and completeness of migrated marketing data.
3. Train Team: Provide training on HubSpot Marketing Hub features and best practices.
4. Monitor Campaigns: Track ongoing campaigns to ensure proper functionality and performance.

Service Hub Migration Checklist

Before Migration:

1. Review Service Data: Clean and organize your service data to ensure accuracy and relevance.
2. Team Buy-In: Get the service team’s support and highlight the benefits of the migration.
3. Prepare HubSpot: Set up custom fields and service pipelines in HubSpot to meet your needs.

During Migration:

1. Import Data: Transfer service tickets and customer communications to HubSpot.
2. Recreate Pipelines: Set up service pipelines and stages in HubSpot to mirror your existing processes.
3. Integrate Tools: Reconnect existing tools (e.g., chat, email, ticketing system) to maintain connectivity.
4. Move Knowledge Base: Transfer knowledge base articles and resources to HubSpot.

After Migration:

1. Verify Data: Ensure all service data is accurate and complete.
2. Enable Notifications: Set up workflows for notifications and ticketing to enhance efficiency.
3. Train Team: Educate the service team on HubSpot features and best practices.
   
   
   via GIPHY

4. Monitor Metrics: Track service performance to ensure smooth operations and address any issues promptly.

Common Mistakes in Data Migrations

Avoid these pitfalls during your migration:

1. Skipping a Trial Run: Validate your migration with a sample dataset to identify any issues early on.
2. Working in Silos: Ensure team alignment and communication throughout the migration process.
3. Underestimating the Project: Set a realistic timeline and allocate adequate resources.
4. Lack of Tools/Experience: Invest in the right tools and expertise to ensure a successful migration.

How to Think About Migrations

The Three Variables

1. Data: Properties, objects, and assets in your current CRM.
2. Complex-Specific Data: How workflows and internal processes affect these properties.
3. Integrations: Software tools that are part of your processes.

Processes

• Routine Activities: Daily tasks and actions within the CRM.
• Basic vs. Complex: Determine the complexity of your migration.

Additional Considerations

• Hard Deadlines: Plan for a clean cutover if necessary to minimize disruptions.
• Cutover Chaos: Prepare for potential disruptions during the cutover period.
• QA and Checkpoints: Implement rigorous QA and multiple checkpoints to ensure success.

Roles Needed

• Champion: A leader coordinating across teams and ensuring alignment.
• Tech Resources: Specialists for integrations and technical support.
• Integration Solutions: Use out-of-the-box solutions when possible to simplify the process.

Biggest Roadblocks

• Integration Assumptions: Avoid underestimating the complexity of integrations and plan accordingly.

Migration Options

Two Main Methods

1. Native HubSpot Tools: Limited but straightforward, suitable for basic migrations.
2. Third-Party Tools (e.g., Import2): More flexible and capable, especially for complex migrations.

Handling Handoffs

• Mixed Environments: HubSpot supports environments where marketing is managed in HubSpot and sales in Salesforce, allowing for a phased migration approach.

Basic vs. Complex Migrations

Basic Migration

• Data-Only: Focus on transferring properties, objects, and assets without involving complex processes or integrations.

Complex Migration

• Data, Integrations & Processes (DIP): Involves transferring data, integrating software tools, and managing processes for a comprehensive migration.

Analogy: Moving House

• Basic: Movers transfer your belongings from Point A to Point B.
• Complex: Moving consultants help you set up your new life, from finding local services to integrating into the community.

Regardless of the complexity, a skilled migration partner will make the transition as seamless as possible, providing reassurance and building trust.

RevPartners to the Rescue

A successful CRM data migration can make or break a company.  When you want to do it right, take these two steps:  

1. Choose HubSpot as your new CRM
2. Choose RevPartners to help you out

Why RevPartners?

• We are an ELITE  partner that  specializes in CRM implementations
• We are veteran RevOps professionals that specialize in HubSpot
• We are change management professionals that have led large-scale projects for scaling companies
• We are the most technical HubSpot Solutions Partner (over 700 certifications) in the world

For all your HubSpot migration service needs, make the call to RevPartners!