Migrating To HubSpot: 6 Steps To Prepare Your CRM Data

Reading Time: 3 minutes
Kirsten Forrester
By Kirsten Forrester

August 11, 2023

Switching customer relationship management (CRM) platforms is a daunting task, and it gets even more challenging when you don't have a great migration plan in place. From operational interruptions to data losses and quality issues, there are plenty of risks associated with a poor CRM data migration strategy. You may even be tempted to forgo your decision to migrate your data to a new platform like HubSpot!

Thankfully, with meticulous data preparation and cleaning, you can have a successful CRM migration and give your business the fuel it needs to thrive. In this guide, we will outline the six key steps you need to have in mind as you prepare to move your CRM data to HubSpot. 

1. Update Outdated Information

Professional landscapes evolve quickly nowadays, but you still need to maintain accurate contact information. Before you start the migration, comb through your data to ensure you have properly listed all your customers' current jobs and email addresses. Outdated data isn’t worth migrating and it could interrupt your customer interactions, so it is essential for your data to reflect the current state of affairs. 

2. Consolidate Duplicate Contacts

Using multiple channels to capture data and inconsistent data entry are the two major causes of duplicate contacts in your CRM. These duplicates end up hampering your marketing automation and reporting, so you’ll want to remove as many of them as possible before your CRM data migration. Manually scanning and editing contacts can be time-consuming, so you might want to try a tool like DupeCatcher to mass merge duplicate contacts.

3. Standardize Your Inputs

You will have a smoother CRM data migration process if all the details are consistently formatted. This is why you have to conduct data standardization to correct errors that could have arisen during manual data entry. This includes things like incorrect capitalization, punctuation, and abbreviation, as well as unusual naming conventions.  

4. Fill in Missing Information

It is common to encounter missing details in your data. You can correct this problem by: 

  • Removing the entries with missing details
  • Using third-party tools like ZoomInfo to enrich your data
  • Flagging the information as missing

5. Create Your Custom Properties

Each organization has its set of peculiar data needs that align with its business operations. When moving to the HubSpot CRM, it is common to encounter insufficient standard fields. Custom properties come in handy in such instances. They are tailored data fields that fit your specific business requirements and ensure no loss of vital information occurs during the migration process. You should identify these data needs early and create your desired custom properties. 

6. Run a Test Migration

Before you start a full-scale CRM data migration, it is essential to conduct a trial run. This test migration will allow you to spot any potential data issues, gaps, or inaccuracies. Since you will be simulating the migration process in a controlled environment, you can rectify any issues and fine-tune your strategy. This way, you reduce the risk of disruptions when the actual migration starts.

Take the Stress Out of HubSpot Migration

Don't let the fear of a complex CRM data migration deter you from the powerful capabilities of HubSpot. By following these six crucial steps, you can pave the way for a seamless transition to HubSpot that minimizes operational interruptions and data quality issues.

To help you stay on track throughout your HubSpot implementation, download our 10-step HubSpot Onboarding Checklist today. With this guide in hand, you'll have the confidence and expertise to make your HubSpot CRM implementation a resounding success.

Free Checklist: 10 Must-do Items For Hubspot Onboarding