Case Study
AIDN | Australian International Development Network
PROBLEM
The Australian International Development Network (AIDN) faced significant challenges with their existing Mailchimp system, which was limiting their ability to effectively engage with their community. They needed a more robust solution that could scale with their growing needs and provide better segmentation and automation capabilities. Their manual processes were time-consuming and inefficient, hindering their ability to focus on their core mission of promoting more and better international giving from Australians.
PLAN
We developed a comprehensive four-milestone approach to ensure a seamless transition:
- Data Preparation and Setup: Focused on mapping data and customising fields
- Segmentation and Configuration: Created strategic segments and email marketing setup
- Automation and Training: Developed workflows and conducted team training
- Post-Project Support: Provided ongoing support and system optimisation
Our Hubspot specialist worked closely with AIDN’s team to execute this plan over a 3-4 week period, ensuring minimal disruption to their operations.
PROJECT BRIEF
Key objectives included:
- Seamlessly migrate data from Mailchimp to HubSpot while maintaining data integrity
- Create strategic segmentation for improved community engagement
- Implement automation workflows for event reminders and communications
- Develop and integrate new forms for events and newsletter signups
- Train the AIDN team to confidently manage the new system
- Ensure robust reporting capabilities for measuring impact
SOLUTION
We delivered a comprehensive HubSpot implementation that transformed AIDN’s community engagement capabilities:
- Successfully migrated all historical data with 100% accuracy
- Implemented custom fields and properties aligned with their unique needs
- Created strategic segments based on location and other custom filtering
- Developed automated workflows for event management and communications
- Integrated new HubSpot forms across their digital platforms
- Delivered comprehensive training sessions and documentation
RESULTS
The project delivered significant quantifiable outcomes:
- Improved clarity and consistency of specific details associated with contacts
- Contact management processes are now streamlined, saving hours each month. Data is managed directly within the platform, eliminating the need for time-consuming exports and imports.
- Achieved successful team adoption of the new system
- Supplied supporting documentation for team training and support
- Enhanced data accuracy and reporting capabilities
- Utilised integrations to pull data from the sources directly into HubSpot.
- Improved segmentation leading to more targeted communications
- Established foundation for future growth and expansion
The AIDN team now operates with increased efficiency and confidence, leveraging HubSpot’s full capabilities to further their mission of supporting communities. The successful implementation has positioned them for continued growth and enhanced community engagement.
“YourVA has been instrumental in helping us establish a new database using HubSpot. Their expertise, particularly Steph’s deep understanding of the platform, made the entire process seamless. Steph understood our goals, suggesting tools and functions that aligned with our needs. Her no-nonsense approach, combined with the comprehensive instruction guides she created, has empowered us to confidently manage the database ourselves. We are truly excited about the impact that this new system will have on our organisation.”
SINCE 2022
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