So here’s how I’d start to fix it without rebuilding everything.

The problem with a big platform

Now people’s first instinct to go to a big platform.

The problem with that solution is that if you try to teach any new tool to your team, it’s a process. And it might take two to three months before everyone’s both willing and able to get around to learning the new tools.

And at that point, if it doesn’t work the way your old tools worked, you’re in for a lot of trouble because you spent a lot of resources and time switching over platforms.

What they attempt to do is give you everything. Let’s say there’s 200 tools. If you’re only using 15 of those tools and your old tools were already working, then this new shotgun strategy is not going to be good for you because the tools won’t be custom to how you already do business.

You’re teaching your team new tools, new systems. They’re going to get confused. They’re going to be resistant.

Use an integration layer instead

What I think instead is you want to look into more integration software.

Sometimes the tools you already use, like HubSpot, have some decent options for integration. But if you’re unable to get into the HubSpot area, I would look into some of these integration layer applications, like Zapier and n8n.

What these tools do is it allows you to use automation and AI if you integrate it. It allows you to start connecting them up into what I call a web or workflow AI system. This is exactly what we do at Workflow Autopilot.

Your team already knows how to use these tools. This webbing underneath is all invisible, so it just works seamlessly with the tools you already have.

An example: syncing two calendars

This is something we see across many of our clients. So in this example, they had two calendars. They had a calendar on HubSpot and they had their Google calendar. When a new showing or a new client meeting came in on HubSpot, it would go to the HubSpot calendar, but not the Google calendar.

HubSpot’s really good. I would look into the integrations HubSpot already has. If not, n8n is a great second layer automation system that you can look into.

When a new event comes through HubSpot, you can have it automatically create the event in Google Calendar.

So to do that I would look into n8n.