Away from scattered tools: information and tasks in one place in HubSpot, with a step change in sales productivity | Signas Trust Inc.

■ Company profile
Cygnus Trust Inc.
Website: https://www.cygnus-trust.com/
Industry: Staffing services, other
Employees: 500
Products: Sales Hub, Marketing Hub

Cygnus Trust Inc. (founded 2011, Meguro, Tokyo) is a general trading company with diversified businesses including restaurant support, telecommunications, real estate alliances and energy, and it also runs an HR business.
In its HR business, centred on the “Cygnus Agent” brand, it supports new graduates and mid-career professionals with job hunting and career changes.
Drawing on know-how and trust built up over many years, it carefully matches the talent companies are looking for with each jobseeker’s career plan, contributing to both higher corporate value and individual growth.

The challenge before implementation: scattered information and inefficient sales activity

Cygnus Trust had been managing jobseeker information and records of sales activity using several tools side by side: Matchingood, spreadsheets and Notion.

At first glance the information seemed comprehensive, but in fact major inefficiencies were hidden here.
The specific challenges were as follows.

・Information was scattered and took time to find
“Some information is in Matchingood, other information is in spreadsheets, progress is tracked in Notion…” Because the information they needed was spread across different places, sales staff lost a great deal of time every time they needed to access it.

・Dormant users could not be re-engaged
There was no system for continuing to approach users who had registered for the service but then stopped interacting, so potential business opportunities were being missed.

・Data-driven decisions were difficult
When sales managers had to decide “which deals to focus on” or “which initiatives to strengthen”, they had no objective data and had to rely on gut feeling.

These challenges were a major drag on the productivity of sales activity.

HubSpot implementation support: consolidating scattered information to “automate and visualise” sales

The solution the company chose for these challenges was “ HubSpot”.

To ensure a smooth migration and that the new system would take root in day-to-day operations, we supported the HubSpot implementation as follows.

1. Centralised information management
First, jobseeker information that had been scattered was consolidated in HubSpot’s **”Contacts”** feature. This gave every sales rep access to the latest information from the same screen, eliminating the effort of hunting for information.

2. Automating work with workflows
Using HubSpot’s workflow feature, we automated tasks that had been done by hand.

・Simpler data entry
Workflows simplified data entry and reduced gaps and omissions in records.

・Automated tasks and alerts
We built a mechanism that automatically sends alerts to the person responsible as important deals progress, preventing lost opportunities from missed follow-ups.

3. Visualising sales activity with reports
To visualise sales figures in real time, we set up reports and dashboards. As a result, sales managers can now make quick, data-driven decisions rather than relying on gut feeling.

Results after implementation: sales activity evolves to focus on “what really matters”

After implementing HubSpot, the company’s sales activity improved dramatically.
Specifically, the benefits showed up in the following areas.

・Higher operational efficiency
With no more need to move between multiple tools, sales staff can now concentrate on core work such as serving customers and planning strategy.

・Data-driven sales strategy became possible
Thanks to reporting, discussions in meetings, which used to tend towards the abstract, are now based on concrete figures. “What we should be doing right now” has become clear.

・Fewer gaps in sales activity
Automated alerts from workflows made clear which deals to focus on, significantly reducing lost opportunities from missed follow-ups.

These results did more than simply make work more efficient; they fundamentally transformed the company’s business towards productive, strategic sales activity based on “data” rather than “intuition”.

A comment from Cygnus Trust Inc.

Cygnus Trust Inc. gave us the following comment on the results after implementation.

“Implementing HubSpot changed our sales activity considerably. Information used to be scattered, and just thinking about how to approach someone took time.

Now we can find the information we need straight away and make sales decisions based on data.
NowVillage’s support in particular was a real help. What impressed us was that they didn’t just teach us how to operate it; they understood our business deeply and proposed the best ways to use it.
Thanks to their kind, careful and practical support, we were able to feel the results soon after implementation.”

The HubSpot partner behind the implementation: NowVillage Inc.

This implementation project was supported by NowVillage Inc., a HubSpot Platinum Partner.

We place importance on understanding our clients’ whole business deeply, rather than stopping at a simple system migration. On that basis, we made full use of HubSpot’s features to build a system that really “keeps being used” on the front line.

If your company faces challenges such as “information is scattered and work is inefficient” or “we want to build a data-driven sales strategy”, please take advantage of NowVillage Inc.’s free consultation.

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