The challenge: siloed data and low adoption
When a Texas-based commercial real estate firm set out to modernize its sales process, it faced a familiar challenge: the team relied on disconnected spreadsheets to manage thousands of prospects. Each broker kept their own files, creating data silos and making it nearly impossible to see the big picture. Deals slipped through the cracks, accountability was limited, and reporting was a constant frustration.
This firm, which manages more than 90 million square feet of property, was scaling fast but still depended on manual systems. Migrating years of prospect and deal data into HubSpot proved daunting. Historical call notes were unstructured, and contacts needed to be reassigned across dozens of brokers.
Even after HubSpot licenses were secured, adoption stalled. Brokers prioritized prospecting, not data entry, and without a clear plan, the CRM felt like another burden.
The solution: structured migration and hands-on training
- Strategic data migration: Instead of a one-time import, the team developed a repeatable process for formatting and cleaning Excel files. A critical improvement was adding a custom property for lease expirations—a key metric for the client’s business. This not only standardized data but also ensured future imports would remain consistent.
- Governance and workflows: Data governance rules were established to prevent duplicates and keep records clean. Brokers could now trust the information inside HubSpot and reduce time spent cross-checking spreadsheets.
- Training and automation: Through guided workshops, brokers learned to create their own filters, views, and dashboards. The HubSpot prospecting tool gave them a visual, intuitive way to track outreach and see progress. Automated sequences and task reminders reinforced consistent follow-up without adding administrative overhead.
The results: a centralized, scalable sales engine
- Unified sales pipeline: Every deal and contact now lives inside HubSpot, giving leadership a real-time view of performance.
- Cleaner reporting: Structured data and dashboards allow the firm to measure calls, meetings, and follow-ups with confidence.
- Self-sufficiency: Brokers embraced the system after seeing its value. With training, they became capable of building their own tools and workflows, reducing reliance on external support.
This transformation turned HubSpot into a single source of truth, positioning the team to scale operations while maintaining accuracy and accountability.
Why it matters
Commercial real estate moves fast. When brokers rely on disconnected tools, opportunities get lost and growth stalls. By investing in structured migration, training, and governance, this firm not only solved immediate pain points but also built the foundation for long-term, data-driven growth.
At media junction®, we’ve seen this story repeat across industries: when teams unify their sales process in HubSpot, adoption follows—and results accelerate.
