How Commercial Real Estate Technology Consulting Delivered a 5x Return by Boosting Salesforce Efficiency

1. Data Migration Gaps

During the migration from Podio, several important data sets were not transferred correctly, leading to:

• Missing and repeated entries caused data inconsistencies.
• Reports became unreliable due to inaccurate information.
• Users had to manually verify and correct client and property details.
• Daily operations slowed as teams spent extra time rechecking data.

Industry insight: Data integrity issues are common. Studies show firms with poor migration practices lose up to 20% of productivity during CRM transitions.

2. Inconsistent Data Structure

Salesforce objects were misused, leading to confusion in how data was organized and accessed:

• The same object stored multiple record types, such as properties and legal entities.
• Data relationships and reports lacked consistency and clarity.
• Users struggled to locate the right information quickly.
• Extra time was spent navigating the CRM instead of managing deals.

3. Manual Work and Disconnected Tools

Essential systems were not integrated with Salesforce, forcing employees to handle tasks manually:

• Repetitive data entry across platforms like Pardot, SMSMagic, DocuSignGen, SharePoint, and Google Maps.
• Higher risk of errors and duplicate data.
• Delays in client communication and document processing.

4. Limited Scalability

The existing Salesforce setup lacked flexibility to support growth or enable new automations:

• Adding new fields or workflows required complex changes.
• Modifications risked breaking existing configurations.
• Advanced Salesforce tools (Salesforce Maps, Einstein Copilot) remained unused.
• Missed opportunities for automation and better data insights.

5. Low User Engagement

The CRM design did not align with how the team worked, leading to low adoption and poor data quality:

• Navigation and layout did not match daily workflows.
• Routine tasks took too long to complete.
• Users avoided entering data consistently.
• Reports suffered from incomplete records.

Comprehensive Platform Audit and Data Model Update

Ascendix began with a detailed audit of the client’s Salesforce environment to assess data quality, performance, and usability.

The team then restructured the data model, ensuring each object was used correctly and consistently across departments.

Results: With a standardized and accurate data foundation, we managed to reduce reporting preparation time by 25% and improved forecast accuracy by 15% for the client.

Workflow and Security Optimization

Existing business processes were reviewed and adjusted to remove unnecessary steps and improve efficiency.

Ascendix developed a product roadmap outlining short-term improvements and long-term initiatives, ensuring the system continues to evolve alongside the client’s business needs.

We’ve rebuilt the CRM foundation by improving data accuracy and aligning Salesforce with the client’s operational goals.

A security model update was also implemented to refine user permissions, roles, and sharing rules, enhancing data security and system compliance.

Integrations and Feature Enhancements

To create a more connected and efficient CRM experience, Ascendix delivered several targeted upgrades:

• Built an Investment Tracking feature to monitor fund commitments and activities.
• Upgraded Salesforce Maps with improved filters, faster load times, and clearer property visualization.
• Integrated Salesforce with Marketing Cloud Account Engagement (formerly Pardot), SMSMagic, DocuSignGen, SharePoint, and Google Maps to ensure smoother data exchange.
• Standardized app navigation for a more intuitive user experience.

Results: By integrating systems and automating data flows, Ascendix cut down on manual re-entry and redundant work by up to 35 %.