Getting Started with the HubSpot CRM Data Migration Service

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Hello, and welcome. I'm John B, HubSpot CRM Data Migration Specialist,

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and this lesson is your introduction to the HubSpot CRM Data Migration Service.

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I'll be covering several important topics in this lesson.

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In this video, we'll start with an overview of the service so

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you know what to expect. That includes some details on our methodology,

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the process and tools that will be used, and some migration best practices.

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In the next video, I'll cover some key process details you should be aware

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of. In part three, I'll go into who does what during the service and

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what actions will and won't cause delays during the service.

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Part four will cover the phases of the migration project into tail,

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and finally in part five I'll also touch on next steps,

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including providing the necessary information to get started,

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and what you need to do for the technical setup.

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Let's dig into the overview of the service. As

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far as methodology, we use the Rip and Replace approach for CRM data migration,

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aiming to replicate your existing CRM data as accurately as possible in HubSpot.

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This involves creating properties and pipelines that closely match your current CRM setup.

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At the end, each record in your current CRM will have a matching record

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in HubSpot. To facilitate a seamless transition,

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we also use a sync and implement approach.

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Our tools continuously sync updates to records from your current CRM into HubSpot,

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keeping your data up-to-date. This allows users to maintain their usual activities in your

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current CRM while preparing to transition to HubSpot.

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Once they're ready to transition, they can continue their work in HubSpot without interruption.

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To make it fast and easy, we handle data model differences automatically,

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ensuring your data fits the HubSpot model using integration features and automations.

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Now while our tools and methodology make migration fast and easy,

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it does have limitations. The Rip and Replace approach we use does not involve

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data transformation, consolidation,

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or cleansing. Only migration-preventing data quality issues will be

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addressed, and only standard data model transformations will be made.

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This results in a HubSpot data set that closely resembles your current CRM data.

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Having introduced our methodology, let's outline the main components of a CRM data migration

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project. Details on the specific project phases will follow.

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I also want to point out the main tools that will be used.

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HubSpot Data Sync for synchronizing data and HubSpot Smart Migration for migrating configurations

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and additional data. Now,

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for the three primary components in CRM data migration.

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Configuration migration. This involves transferring CRM settings,

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both default and custom to HubSpot, including properties,

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pipelines, drop-down options, currencies, and even users and teams if desired.

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Essentially, it prepares HubSpot to accommodate your current CRM's data.

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Note that the migrated configuration won't update automatically,

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so avoid making configuration changes in your current CRM to prevent delays and data

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loss. That means things like adding new fields or adding options to drop-downs should

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be avoided. Data Migration.

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This covers the transfer records such as context, companies,

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deals, tickets and engagements like calls and meetings.

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This also includes additional data such as attachments and lists.

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Most data migrates via a HubSpot Data Sync integration and additional transfers are handled

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by Smart Migration near the project's conclusion.

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Sync data will update from your current CRM,

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allowing uninterrupted daily operations until your team is ready for HubSpot.

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Data from one time transfers via Smart Migration will be migrated just before transitioning

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to avoid data loss. Addressing Issues.

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This involves reviewing records that fail to sync after the initial sync and conducting

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a final review after all the data is migrated and your users have transitioned

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to HubSpot. This is a crucial step in every CRM data migration and its

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your responsibility to ensure that all the data you need is migrated.

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Let's talk briefly about best practices to ensure you have a smooth and successful

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data migration. The goal of the CRM data migration is to retain the most

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important information in a useful format.

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If we spend time in service of that goal, we are making good use

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of our time. It is helpful to focus on the essential data.

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During migration, prioritize important data and discard what's unnecessary,

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but only when it's convenient to do so, such as ignoring failing records that

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have low value. The time to address data quality issues like inconsistent formatting or

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excessive low-value records is after the migration.

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If it doesn't hinder daily operations, it can wait for now.

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Truly clean data is only possible with ongoing effort,

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so recognize that data quality is maintained and not attained.

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Be aware that any existing data quality issues will carry over to HubSpot since

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we mirror your current CRM data. Like it or not,

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this is a chance to learn about your data quality. The reality is,

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for most HubSpot customers, doing a data cleansing is only ever going to be

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a temporary solution, because data quality is never attained,

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only maintained. We encourage you instead to use HubSpot's data hygiene features post-migration

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and to develop a data hygiene routine. Simply start by using the duplicate management

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tool regularly, which will improve data quality over time,

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even if it's just for a few minutes a week. The cold truth is

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that this is the only way to have clean data in the long term,

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so developing a data hygiene routine is very important.

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Migrate now and expand and improve later.

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Our goal is to migrate data into HubSpot in a useful format for future

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work, even if it needs restructuring later.

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For instance, maybe there are some contact properties that make more sense as deal

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properties. If we migrate the data for those as-is,

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you'll have everything you need in HubSpot to use bulk edits and automation to

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transform that data, so migrating it as-is is still in service of our

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goal. That's it for this video,

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in part two we'll look at some process details.

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Thanks for watching, have a great day.