Map out your CRM, Marketing, sales and service journeys, on paper/whiteboarding tools. Don’t think of HubSpot at all. Work with the teams leaderships to get their absolute blue sky perfect vision for a system, then work backwards from that to see how HubSpot can fit into this and how you can get as close to that in reality as possible. Far too often I see people try to change how their teams work to fit HubSpot and not vice versa and you end up in a place where people hate the CRM because it just becomes a place of busy work where they have to keep entering data they’ve probably entered into a spreadsheet or other system somewhere else.
There will be compromises and changes, but mapping out how you want the team to work then figuring out what tools enables this to happen instead of making your team work for the tools you introduce is the absolute foundation of success. Without this foundation you’re basically just patching up holes as you go.