Revolutionise ITC Data Management with HubSpot’s New Tools

Managing data in the Information Technology and Communication (ITC) sector can be a complex task, especially when issues like duplication, inconsistent formatting, and missing information arise. These problems can disrupt workflow and decision-making. Imagine having data that’s always accurate, consistent, and actionable, helping you move faster and make smarter choices. Solving these data quality issues is essential for any organisation looking to stay efficient and ahead of the curve. Are you ready to elevate your data management?

HubSpot’s new CRM data backup and duplicate management tools offer a reliable answer to these challenges, streamlining ITC operations and ensuring data integrity. This article explores how these tools can benefit ITC companies, focusing on the latest updates from HubSpot, including its Data Quality Weekly Digest.

Covered in this article

Data Challenges in ITC Operations
HubSpot’s Solutions for Efficient Data Management
The Data Quality Weekly Digest: Maintaining Clean, Actionable Data
Conclusion
FAQs

Data Challenges in ITC Operations

Data management is a crucial task for ITC companies, particularly when handling customer relations and internal operational data. The most common issues faced include:

• Data Duplication: Multiple copies of the same data can lead to confusion and inefficiency. Duplicate records skew metrics and misinform decision-making processes.
• Data Loss: Unplanned system failures or human error can result in the permanent loss of critical data, impacting operational continuity.
• Inconsistent Data: Data inconsistency due to varied inputs or updates across different platforms can result in unreliable information, further complicating business processes.
• Difficulty in Data Cleansing: Manual data validation and cleansing are time-consuming tasks that divert resources from core ITC activities.

The Impact on Business Operations

For ITC companies, data quality issues can lead to poor customer relationship management (CRM), operational inefficiencies, and ultimately a negative effect on revenue growth. Therefore, it is imperative for businesses to adopt tools that help prevent and manage these issues.

HubSpot’s Solutions for Efficient Data Management

HubSpot has introduced two key features aimed at simplifying data management for ITC companies: CRM Data Backup and Duplicate Management Tools. These solutions address the core data quality challenges ITC organisations face, while also automating and streamlining the management process.

CRM Data Backup

Data loss can be catastrophic for any organisation, but HubSpot’s CRM Data Backup feature mitigates this risk by providing an automated and manual backup system. This allows ITC companies to export all contacts, companies, deals, tickets, custom objects, products, calls, tasks, and conversations into a CSV zip file, ensuring a comprehensive backup is readily available.

• Key Features:
  • Automated Backups: For enterprise-tier users, HubSpot offers automatic data backups every 24 hours, allowing businesses to stay protected with minimal intervention.
  • Manual Backups: Businesses on lower tiers can still benefit from weekly manual backups, providing peace of mind that their data is secure.
  • Easy Restoration: In case of data loss or corruption, these backups can be easily restored, preventing prolonged downtime or lost productivity.

This feature offers ITC organisations a reliable safety net, ensuring they can maintain operational continuity even in the face of data issues.

Duplicate Management Tools

Duplicate data entries have long been a challenge for ITC companies, affecting everything from CRM systems to internal records. HubSpot’s enhanced Duplicate Management Tools take a proactive approach by identifying and merging duplicate records before they cause issues.

• Advanced Search and Filter Capabilities: HubSpot allows users to search for duplicate records based on specific attributes such as contact owner, lifecycle stage, and company creation date​. This targeted approach makes it easier to identify duplicates that may have been missed in general audits.
• Streamlined Merging: The system recommends merging actions, allowing users to quickly combine duplicate records into a single, clean entry, saving valuable time and resources.
• Prevention of Future Duplicates: With automated checks in place, HubSpot ensures that future duplicates are identified and addressed immediately, preventing data inconsistencies from escalating.

By using these tools, ITC companies can maintain cleaner databases, improving the reliability of their CRM systems and enhancing overall operational efficiency.

The Data Quality Weekly Digest: Maintaining Clean, Actionable Data

HubSpot's Data Quality Weekly Digest is a complementary feature designed to keep ITC companies informed of their data health status. Each week, users receive a detailed report highlighting any potential issues, such as duplicate records, missing information, or formatting inconsistencies​.

• Automated Data Insights: The digest proactively surfaces data issues, allowing ITC teams to address them before they impact business processes.
• Integrated Notifications: These reports are delivered directly to users within their HubSpot platform, making it easy to stay informed without the need for manual data checks.
• Actionable Recommendations: Along with highlighting issues, the digest also provides recommendations on how to resolve them, further streamlining the data management process.

Benefits for ITC Operations

• Proactive Issue Management: With the digest, ITC companies can identify and resolve data issues early, ensuring that data remains accurate and actionable.
• Improved Data Integrity: Regular updates on data quality prevent the accumulation of errors, helping companies maintain high data standards over time.
• Enhanced Operational Efficiency: By automating data quality checks, ITC teams can focus on higher-value tasks rather than manual data management.

Conclusion

Data management challenges are a reality for ITC companies, but HubSpot’s innovative tools, including CRM Data Backup, Duplicate Management, and the Data Quality Weekly Digest, offer practical solutions that ensure data integrity and operational efficiency. By adopting these features, ITC organisations can streamline their data processes, mitigate risks associated with data loss or duplication, and ultimately, improve their overall performance.

For ITC companies looking to enhance their data management practices, HubSpot’s tools, coupled with Velocity’s expert guidance, provide the perfect combination. Get in touch with Velocity today to learn how these tools can be integrated into your ITC operations and start transforming your data management process.

Explore how Velocity can help you harness HubSpot’s CRM Data Backup and Duplicate Management tools for improved data integrity and operational efficiency. Contact us today to schedule a consultation and secure your business's data future.

FAQs HubSpot’s New CRM Data Backup and Duplicate Management Tools

1. What is HubSpot’s CRM Data Backup feature?

HubSpot’s CRM Data Backup feature allows ITC companies to export all critical data, including contacts, companies, deals, tickets, and more, into a CSV zip file. Enterprise-tier users can perform automatic backups every 24 hours, while other tiers can manually back up data weekly.

2. How does HubSpot’s Duplicate Management tool work?

HubSpot’s Duplicate Management tool identifies duplicate records within your CRM, such as contacts or companies, using advanced search and filtering capabilities. It recommends merging duplicate entries to streamline data and prevent inconsistencies.

3. What is the Data Quality Weekly Digest?

The Data Quality Weekly Digest is a report that summarises your data’s health, highlighting issues like duplicates or missing information. It provides actionable insights to ensure your data remains accurate and up to date.

4. How can these tools benefit ITC companies?

These tools help ITC companies by preventing data loss, ensuring accurate data, and eliminating duplicate entries. This leads to more reliable customer management, better decision-making, and streamlined operations.

5. Is HubSpot’s CRM Data Backup feature available for all HubSpot users?

The CRM Data Backup feature is available for all users, but the frequency of backups depends on your HubSpot plan. Enterprise-tier users get daily backups, while others have weekly manual backup options.

6. How does the Duplicate Management tool prevent future duplicates?

HubSpot automatically checks for duplicates whenever new data is added. If a potential duplicate is identified, the system flags it for review, ensuring your data remains clean.

7. How do I access the Data Quality Weekly Digest?

The Data Quality Weekly Digest is automatically delivered to users’ HubSpot accounts, providing a weekly overview of data health and any issues that need addressing.

8. Can these tools integrate with other platforms?

Yes, HubSpot’s CRM tools integrate seamlessly with various other platforms like QuickBooks, Airtable, and Slack, making it easier to manage data across different systems.

9. How does HubSpot’s data backup compare to other CRM platforms?

HubSpot’s CRM Data Backup stands out with its comprehensive data export capabilities and automated daily backups for Enterprise-tier users, ensuring business continuity in case of data issues.

10. How do I get started with these tools?

To get started, contact Velocity for expert guidance on integrating HubSpot’s CRM Data Backup and Duplicate Management tools into your ITC operations.