The challenge: a long sales cycle with no clear process
The firm relied on a mix of Salesforce, a legacy system called Propit, and countless Excel sheets. Deals were tracked in different places, leaving leadership without a unified view of the pipeline. Onboarding HubSpot stalled quickly. A senior member of the sales team resisted the change, and without a clear plan for data migration, thousands of contacts sat unorganized and unusable.
To move forward, the company needed two things:
- A structured, transparent pipeline that reflected their complex sales process.
- A data management strategy that could handle messy legacy records.
The approach: structure, automation, and governance
Working side by side with their sales leadership, we built a sales system in HubSpot that mirrored their real-world process. The pipeline stages were customized to match how deals actually moved, removing the guesswork that had plagued their old system.
Data integrity became a top priority. We developed a step-by-step process for importing historical deals and designed a workflow that automatically copied company information onto contacts. This ensured their reporting was accurate and their reps weren’t slowed down by missing context.
To reduce manual work, we rolled out a round-robin workflow to assign leads by region—ending the time-consuming task of manual assignment. Hands-on training helped the team not just adopt HubSpot but gain the confidence to make it their own. And by introducing HubSpot’s AI-powered tools, like the meeting note-taker and content remix tool, they started saving time immediately on daily tasks.
Finally, we built dashboards that tracked velocity, push rates, and close ratios. Clean data, structured processes, and real-time reporting gave leadership visibility they’d never had before.
The results: clarity and confidence
- A centralized sales system in HubSpot replaced spreadsheets and siloed CRMs.
- Automated lead assignment ensured fair, fast distribution of new opportunities.
- Clean data and dashboards gave leadership confidence in reporting.
- A sales team empowered through training could manage their own pipeline and reporting with less dependence on IT or external support.
Most importantly, the sales team no longer saw HubSpot as a hurdle but as a tool that made their work easier and more effective. What began as resistance turned into buy-in.
Takeaway
This story highlights how companies with complex sales cycles can achieve clarity by combining structured systems with hands-on enablement. HubSpot becomes not just a database but a living sales tool—when it’s built with the user’s real challenges in mind.
Call to action
If your team is stuck in spreadsheets and disconnected tools, media junction® can help you design a system that works for people first, then scales with your business.
