When Your CRM Is a Mystery, Don't Guess -- Map It 

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The Situation

A healthcare startup wanted to connect with both investors and customers but lacked the structure to manage outreach. They had HubSpot — but didn’t know how to use it effectively.

 

The Challenge

Everyone was juggling multiple roles. There was no time to think strategically about business development or CRM setup.

 

They needed a way to segment contacts, track deals, and run targeted outreach — but didn’t know where to start.

 

The Approach

This was a teach-and-build engagement. We walked through their CRM setup together — mapping data, flagging issues, and creating structure. I acted as both coach and technical lead.

 

Key issues we uncovered:

  • Legacy data was messy and inconsistent

  • No clear segmentation (e.g., investor vs. customer)

  • Key deal fields (like rate or total lives) were missing

  • The team lacked confidence working with the CRM

 

The Results

Together, we:

  • Cleaned up and mapped legacy data

  • Added key custom fields for better segmentation

  • Created a simple outreach structure they could run themselves

  • Launched investor and customer outreach sequences

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✅ Outcome: The client felt confident and in control — fully running their own CRM by the end.