March 17, 2025

Organizing Sales & Marketing Workflows with HubSpot

Project Summary:

Project Name

Aligning disorganized teams and made them work cooperatively by implementing HubSpot Hubs

Project Scope

To help the client manage their scattered sales and marketing data into one platform—HubSpot

Resources Used

1 Project Manager/Project Coordinator
1 HubSpot Implementation Specialist
1 Business Analyst
1 Quality Assurance

Industry

Commercial Process Engineering and Construction/Industrial Machinery and Equipment

Work Duration

3 weeks

Country

Iowa, USA

Technologies

Client Overview:

The client specializes in providing innovative equipment, processes, and solutions for the agricultural sector, particularly in the grain, seed, and food production industries. Known for their custom designs and engineering expertise, they strive to deliver exceptional results tailored to meet their clients’ requirements. They approached us to address challenges related to centralizing their data and improving its accessibility.

Major Challenges:

Our client faced significant challenges with the data management and visualization of their internal data. Their existing system wasn’t centralized and resulted in inefficiencies and miscommunications between sales and marketing departments. Moreover, they also required an advanced solution to streamline their data reporting and enhance access to essential metrics for decision-making.

Our Strategy

To solve the challenges within the client’s teams, they implemented HubSpot into their tech stack and partnered with us for its accurate implementation and ongoing strategic support.

In the initial phase, we started with collecting data from various client sources, such as their Excel sheets, their previous CRM, and email contact lists. Then, our team organized and imported this data into HubSpot and used extensive HubSpot Operations Hub to cleanse and standardize the data, ensuring its accuracy and consistency.
After getting the data in a usable format, TRooInbound's team collaborated with their leadership team to build custom dashboards to track key metrics like sales rep activity, marketing conversion rates, pipeline forecasting, etc. These dashboards gave them insights to monitor rep performance and track lead progression.
We also conducted hands-on training with their sales team to ensure they completely knew how to manage their daily operations using different HubSpot Hubs.
TRooInbound also implemented automated lead nurturing and scoring to help territory managers prioritize leads. Additionally, we also established advanced lead routing, ensuring that the form submissions are assigned automatically to relevant reps.

Hence, by leveraging HubSpot’s full suite of products alongside our expert professionals, we helped the client integrate marketing, sales, and customer service into a seamless, unified experience for their customers.

Results:

TRooInbound revolutionized the client’s marketing and sales operations in just a few weeks by following a clear, step-by-step process for data transfer, HubSpot implementation, and training.

By implementing data continuity practices, the quality and quantity of their database improved. By following our expert data orchestration and HubSpot integration, their sales team gained access to 3x the amount of information on individual contacts and 2x the number of accurate contact entries.

Through a thorough understanding of their unique business needs, we developed a comprehensive strategic plan tailored to their current objectives while remaining flexible enough to adapt as the business continues to grow.

Key Achievements

Enhanced data transparency and accessibility across different departments
We managed to streamline their reporting process and minimized time spent on data compilation by 40%
Improved their interdepartmental collaboration through a unified data platform
Enhanced leadership's ability to make informed, strategic decisions and drive business growth