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    Portal Migration for Cross-Company Collaboration

    Migrating 6 separate portals into 1 unified HubSpot portal with new data model, process automation & custom card → resulting in Harmonized Sales Processes, Cross Departement Collaboration & reduction in overhead costs.

    Olyn Group, a consortium of six digital marketing companies, successfully integrated and streamlined their operations using HubSpot. By consolidating five separate HubSpot portals into one, Olyn Group achieved cost reductions, process optimization, and enhanced cross-company collaboration. Discover how this tailored solution allowed Olyn Group to leverage HubSpot for improved efficiency and competitive advantage in the digital marketing landscape.

    olyn

      Cross-Company Collaboration

      Harmonized Sales Processes

    Overhead Cost Reduction

    • The Brief

      INTRO: Olyn Group comprises six distinct companies within the digital marketing industry. These companies offer complementary services, including video creation, influence management, and lead generation software. Except for one, all companies were already using HubSpot, prompting the need for a unified solution.

       

      CONTEXT: Aiming to optimize their operations, Olyn Group needed to consolidate five separate HubSpot portals into one. This integration sought to reduce HubSpot costs, streamline processes, foster cross-selling between companies, and manage data partitioning effectively.
       
      MAIN CHALLENGES
       
      • Underutilization of existing HubSpot portals.
      • Fragmented data across multiple portals.
      • Lack of cross-company visibility and collaboration.
      • Complex data migration and automation requirements.
       
      CC - landingpages overview-Aug-23-2024-12-10-19-9637-PM

    Objective

    To overcome operational challenges by seamlessly integrating HubSpot portals, resulting in improved data accuracy, streamlined processes, and enhanced collaboration among the six companies. By leveraging HubSpot as a central operating model, Olyn Group aimed to optimize their commercial processes and drive growth.

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    The solution

    Olyn Group, facing significant challenges with data synchronization, process automation, and inter-company collaboration due to multiple HubSpot portals, implemented a comprehensive solution:

    → Migrate all HubSpot portals to 1 Unified Portal

    How we made it happen:

    1. Harmonized Sales Processes & Streamline Data Model:

    • Extracted tailored HubSpot data models for each company.
    • Identified & retained essential properties to ensure operational relevance and future scalability.
    • Conducted workshops to unify processes, optimizing pipelines, customer segmentation, and enhancing sales and margin measurement.

    2. Data Migration & Integrity:

    • Managed duplicates, transformed data, and seamlessly migrated email history and quotes to streamline operations and maintain data integrity.

    3. Process Automation:

    • Enabled seamless data segmentation across group companies.
    • Facilitated shared ownership of records among multiple companies.
    • Automated access provisioning for records, ensuring efficient data management.
    • Established hierarchical access controls to balance data visibility and security.

    This digital transformation empowered Olyn Group to synchronize operations, automate critical processes, and foster collaboration across its diverse entities, enhancing overall efficiency.

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    Custom Card for Contact Display

    To enhance user experience and streamline record access, a custom card was developed. This custom card displays contacts owned by a team member of the user viewing the company record. This ensures:

    • Enhanced Visibility: Users can easily see which contacts are owned by their team members, promoting better collaboration and data sharing.
    • Improved Autonomy: Users can independently manage access rights and view relevant contact information without needing administrative intervention, fostering a more autonomous work environment.
    • Cut Overhead Costs: The custom card provides a clear view of contact ownership, giving everyone with the right permissions instant access to shared records. This streamlined process reduces administrative workload, saving both time and costs.

     

     

    APPs - Retail Execution + Field Service-1

     

    Enhanced Visibility

    Improved Autonomy

    Cut Overhead Costs

     

    Results

    Cross-Company Collaboration

    Migrating all separate HubSpot environments into a single, unified portal streamlined operations, reduced costs, and provided a comprehensive view of customer data across the group.

    Harmonized Sales Processes

    The integration optimized and unified the sales pipelines across all companies, improving the overall sales process and reporting.

    Overhead Cost Reduction
    the implemented solution, featuring the custom card, streamlines access management by ensuring all authorized users have instant visibility into shared records. This eliminates the need for manual oversight, reduces unnecessary administrative tasks, and significantly lowers overhead costs, leading to more efficient operations and resource savings.

    Olyn

    Migration of 6 different HubSpot portals

     
    Elixir helped us to migrate 6 different HubSpot portals to a single one; with a specific data partitioning, a standard configuration and a challenging schedule. Excellent planning and budget management. Good commitment of the Elixir Paris team. I would 100% recommend!

    BOUJEON, R.

    Olyn
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