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7 Tips for Getting the Most Out of HubSpot: Best practices

We have highlighted seven basic tips that will help you understand how to get the most out of Hubspot and definitely see better results in your business processes and growth.

I've moved into HubSpot. What's Next?

HubSpot is a leading CRM software that helps businesses attract customers, convert leads, and close customers. It brings tons of great features and tools that allow marketing and sales departments to manage all their operations in one place.

Nevertheless, companies need to realize that there is more to making a successful business than software. HubSpot won't work seamlessly if you don't put in the effort to make it successful. Therefore, the tool is only as good as the person using it.

Here's how to start with your new HubSpot account and make sure it provides everything to keep growing and getting the most out of HubSpot.

[Related Article: HubSpot Consulting & Technical Expertise]

Get a Free HubSpot Audit

1. Sort out how HubSpot works

Among the main functions of the HubSpot CRM is collecting and tracking all data. This is one of the most common reasons why companies choose this CRM system, but not everyone knows how it collects, stores and manages your data in the CRM database.

So, HubSpot’s data is organized into four main objects: Contacts, Companies, Deals, and Tickets. Each of these objects has default properties for storing different types of data. For instance, the object “Contacts” include default properties like First Name, Last Name, Email, Job Title, Lifecycle Stage, etc. And object “Deals” include default properties like Deal Amount and Deal Stage.

But besides some different default properties, each object type functions the same as the others. You can see what similar contact, company, deal, and ticket records look like when you view them in the CRM.

In addition, you can also see that objects can be associated with each other and this important connection capability allows you to do powerful things with automation and reporting.


2. Figure out how your team needs to work in HubSpot

Success with HubSpot looks different for every team, so you need to determine exactly how your team will use this CRM system.

In short, your team needs to understand what they already know and can do and what they need to be able to do with the HubSpot toolset, what information they need to collect, how to manage their contacts, and how many people will be using this platform. In addition, your team needs to decide whether will your company host a blog or landing pages on HubSpot and how will the success of this platform be measured.

If your team answers these questions together and reaches joint decisions and agreement, you can make sure that your expectations are formulated correctly and your company will definitely get the most out of HubSpot.

[Related Article: What are Hubs and How Do They Work in HubSpot?]


3. Work out a growth strategy

Business growth is the most important but one of the most time-consuming factors. After all, the biggest challenge is setting high, but realistic goals for what can be achieved. That is why a growth strategy is one of the Hubspot tips that is significant for your business. Its purpose is to show you the picture of your business from now to where you want it to be. 

Building a strategy involves all departments of the company because it aims to develop the business from all angles, covers the goals of your marketing department, and outlines everything your business needs to thrive.

You can be sure that growth strategies really work even though they are a hidden aspect of the consistent growth of some of the biggest companies in the world.


4. Plan long-term goals

Long-term planning means setting goals that require more time and more steps to achieve. These are the kinds of goals that aim to solve problems and sustain success over a long period.

Long-term goals are points that you want to achieve years later. Setting these goals will help you make better decisions and provide great motivation for all departments in the company. This is because all departments have specific objectives that they work towards with great intent.

However, long-term plans can be difficult to implement, so they require detailed plans and consistent work over a long period.

5. Use the right automation and workflow

Workflows aren`t just for automating emails it also can set, clear, or update properties based on dependent properties like deal stage or lifecycle stage. So, they can help you solve things that often fall through the cracks during each stage of your funnel.

However, you should remember that just because you can automate something doesn’t mean you should. The main reasons are that too much automation removes the human connection in your communication with customers, you can often get workflows that contradict each other, errors in enrollment, and the data becomes difficult to clean. Thus, too much automation can lead to a huge mess. To avoid this issue, you need to decide when automation is really necessary.

So, one of the Hubspot CRM best practices called useful automation helps minimize the "human factor" and avoid mistakes that may occur working manually, send welcome letters or email campaigns, and set reminders. Deal automation creates sales tasks based on deal close date, deal stages, last activity date, and more. In this way, the right automation saves time and makes the process efficient and smoother by engaging and emphasizing customers and leads.


6. Keep your data clear

There are many cases where companies have struggled to implement their strategies because their database was not organized and updated. In addition to losing valuable time in sales processes and opportunities to close deals, disorganized data costs organizations $3 trillion annually. 

Besides other useful Hubspot CRM tips, an organized database has clear benefits for all companies such as:

  • Smart time management that saves your sales team’s time working on other activities like closing deals and creating a frictionless sales process;
  • Personalized communication based on this data will make your customers trust your brand.

Using Hubspot tools you can achieve these goals, organize your data, and visualize your progress.

[Related Article: CRM Data Cleaning: How to Cleanse Your Data]

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7. Get the maximum benefits from your investment

Other HubSpot best practices include inbound. Its purpose is to teach you about the inbound process so that you can get great results in the future. HubSpot Academy is a free HubSpot training resource filled with inbound best practices, stats, trends, FAQs, how-to, and content blogs to help you get the most out of it.

Moreover, the HubSpot Team consists of dedicated staff who want you to succeed and your business to thrive. Thus, they are always ready to solve your concerns, technical problems, or when you have questions about CRM.

However, before you can truly wield the tool with confidence, you need to build a solid foundation of knowledge to ensure your investment in HubSpot pays off.

Whether you explore learning options on your own or work with experts from Trujay or another agency, make sure you have a plan for post-onboarding success that prepares you for the future.


Can I reach out to someone for any help?

Over time, what starts as a marketing system soon becomes part of your business. Regardless of the size of your company, you may find yourself in a situation where HubSpot plays an increasingly important role in your business as different teams use different tools to automate, track, and improve their efforts.

Manage my HubSpot portal: hiring a CRM admin, an agency retainer or is there something better?

There are a lot of different options when it comes to hiring someone to manage your HubSpot account. You can hire an agency, a CRM administrator, or even Trujay's HubSpot Admin Program. Each option has its own set of advantages and disadvantages, so it's important to weigh all of your options before making a decision.

Trujay's HubSpot Admin Program

Agencies are usually the most expensive option, but they can also offer a lot of expertise and support. CRM administrators are usually cheaper than agencies, but they may not have as much experience with HubSpot. 

Trujay's HubSpot Admin Program is a great lower-cost option - our team of HubSpot experts is an extension of your team and we can make sure that no HubSpot features go missed. Trujay's HubSpot Admin Program is dynamic too, meaning they only want to work with you on the level you want to be engaged, meaning you can tier up for a lot of work to get done, tier down if you don't have much work, pause or opt out at any time.

Check out the pricing plan below:

The issue with the agency and a CRM administrator is that they are committing you to long-term engagements whereas Trujay's HubSpot Admin Program is only month to month and you have complete control over the level of engagement you need.

This can save you a lot of money in the long run while using a team of experts to assist in managing your HubSpot portal.


Got Big Growth Goals for Your Company? We're Here for That!

So, when it comes to hiring someone to manage your HubSpot account, consider all of your options before making a decision. Trujay's HubSpot Admin Program may be the best option for you.  

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Ivan Karp

Ivan Karp

Managing Director at SyncMatters, Europe

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