Top Sales HubSpot Workflows

You’ve invested in HubSpot, no where do you start? What are the main workflows you should have setup to improve sale team efficiency and lead management?

You’ve invested in HubSpot, no where do you start? What are the main workflows you should have setup to improve sale team efficiency and lead management? I will show you the top ten workflows that help you automate your internal and external processes. Have a read and find out more.

HubSpot’s workflow tool allows you to automate repetitive marketing, sales and customer service tasks to scale up your activities. Using workflows, you can be more efficient, productive and consistent.

Workflow 1: Assigning Lead Owners

What happens to new leads that are generated through HubSpot? First, should have form submission notifications set up to notify your marketing, sales and customer success teams when new contacts are generated.

But how do you make sure the right person will then follow up on the lead? This is where assigning lead owners is important; by setting up a simple workflow in HubSpot, you can automatically assign leads to the relevant person in your team.

So, how do you set these workflows up? Well, this depends on the size of your team and everyone’s roles and responsibilities. Many of our global clients, for example, assign contact owners based on the lead’s country.

Workflow 2: Updating Lifecycle Stage

Lifecycle stages define where your contacts are in the buyer’s journey. The stages are typically defined as subscriber, lead, marketing qualified lead (MQL), sales qualified lead (SQL), opportunity, customer, evangelist and other – unless you’re using your own custom lifecycle stages of course.

You can learn more about how to use lifecycle stages here.

So, to make sure you are sending the right content to the right contacts at the right time, it’s essential to keep those stages updated. Luckily this is another process you can easily automate in HubSpot!

Workflow 3: Unqualifying Leads

While most of the leads you generate through your Inbound Marketing activity will be legitimate, on occasion you will get the odd false lead, competitor submission or student looking to learn more about a specific industry.

We’ve seen them all. Leads calling themselves James Bond or Mickey Mouse, false emails such as ab@abc.com, and leads with mobile or phone numbers that most definitely don’t belong to any known network…

You don’t want your sales team following up and you definitely don’t want to include these people in your performance reports. So, set up a workflow to exclude them.

First and foremost, you need to exclude any lead that has qualified out (leads that you don’t want to follow up with, e.g. competitors) from any email activity and lead management. You then need to ensure that the leads aren't associated with a certain lifecycle stage, or lead owner. There are several fields in each lead’s contact record in HubSpot that you can change to ensure this:

• Lead owner- you should clear the property so that the contact no longer has a lead owner
• Lifecycle stage- you should clear and revert the lifecycle stage to ‘other’
• Lead status- you should change the lead status to ‘unqualified’ - meaning that someone has run the lead and the lead doesn’t need to be contacted any further.

Workflow 4: Assign Tasks

Another great yet simple way to utilise workflows in HubSpot is to set up tasks. HubSpot allows you to create tasks and assign them to users in your portal (you can learn more about this here). By using workflows, you can trigger these tasks to be created automatically based on specific actions.

Workflow 5: Update Close Date

Sometimes deals take longer to close than initially predicted, however not all deals get their close date updated. Keep your pipeline clean and your forecast accurate, by sending the deal owner a quick reminder task to update the close date if it goes over.

Workflow 6: Follow Up Reminder – Deal Acceleration

In order to stay on top of Deals and accelerate the time to close, sales reps have to say in constant contact and provide value even when the prospects says they are “making a decision” or “scheduling meeting with their team”.

Workflow 7: Follow Up Reminder

Maintaining deal momentum isn’t easy. Thinking a deal is on track and just waiting for a response from the decision make can drag on and a deal can easily be lost. HubSpot can help you avoid this by setting a Follow Up Reminder to make sure you stay on top on your deals that are ready to close.

Workflow 8: Email Response

While HubSpot doesn’t have an inbox you can use the notifications section to help you manage inbound emails and response, helping to keep you in one platform longer and reduce the amount of time you spend jumping between applications.

Make sure you allow contacts to be re-enrolled in this workflow.