Map your workflow before connecting your tools
Start with the handoffs and information your team needs, then define the integration.
Describe the current process
Write down what happens when a new enquiry arrives. Include the tools involved, who owns each step and where information gets copied manually. Identify the points where work is delayed or duplicated. A simple process map often clarifies the problem before anyone decides which connection or automation to build.
Define the data and exceptions
List the information each step requires and where it should come from. Agree how missing details, duplicate records and failed actions will be handled. Decide who needs access and who will maintain the workflow. Avoid moving unnecessary information between systems simply because a connection makes it possible.
Test before expanding
Start with a small, clearly defined workflow and representative test records. Confirm that the destination receives the expected information and that failures are visible to the right person. Document how to pause the workflow and correct mistakes. Expand the process once the team understands how it behaves in everyday use.