Map one handoff
List the source, destination, owner, and expected result for one transfer of work. For example: a website inquiry becomes a CRM record and a response task. Keep sales, delivery, and billing responsibilities distinct even when tools share information.
Choose the record that owns the truth
Decide which system owns contact details, sales status, appointments, and completed work. Avoid two systems repeatedly overwriting each other. Record stable references so a name change does not create a second customer.
Plan the failure before launch
Ask what happens if the destination is unavailable, a request arrives twice, or a response is lost. The person submitting an inquiry should not have to guess whether it was saved. Keep a retry queue and a clear operator review path.
Test the whole loop
Run a small, controlled example through the tools. Verify that one request produces one intended record, the context survives the handoff, and a person knows the next action. Begin with reversible changes and document who can pause the connection.