topic Re: Distinguish between tasks in Tips, Tricks & Best Practices

Distinguish between tasks

KRoos — Wed, 24 Jul 2024 09:46:40 GMT

Hi All,

the sales team has a lot of tasks, like acquisition tasks, follow-up tasks (like I've spoken to a client, he's interested, but wants me to call back in a couple of months), workflow tasks, tasks from deals (to follow-up on an offer). They are now overwhelmed with tasks and it's hard to distinguish between the tasks that need to be done and the tasks whereby it doesn't matter so much if it's being done that day.

What is the best practice to handle this? Is that to work with priority? Or make 2 seperate task lists (one for acquisition and one for existing customer and workflow tasks, with high priority)?

I would like to know what is the best way for a sales team to work with Hubspot and tasks.

Thanks in advance!

Kind regards,

Kelly

Re: Distinguish between tasks

karstenkoehler — Wed, 24 Jul 2024 09:55:04 GMT

Hi @KRoos,

Task queues could indeed be helpful with what you're trying to do: https://knowledge.hubspot.com/tasks/use-task-queues

Generally however, I'd recommend solving this directly the source. A lot of companies and users make the mistake to use generic names in their tasks like "Follow-up", "Call" etc. When tasks are created, they should be given a distinct name, a type and a priority to make it easy to filter and complete them.

This can of course feel like a chore when tasks are created manually but it's necessary. When tasks are created through workflows in large numbers, this is even more important. If workflows simply create tasks as "Follow-up", they're indistinguishable by title. Instead, check those workflows and make sure the "Create task" action also specifies priority and uses personalization tokens in the task title to better understand what the task is about.

For existing tasks that haven't been set up like this, there is unfortunately no magic wand. Activity-based workflows don't exist yet so the team would have to work through the existing tasks to the best of their capabilities – and have better task hygiene from now on.

Let me know if you have any follow-up questions!

Re: Distinguish between tasks

KRoos — Wed, 24 Jul 2024 10:00:56 GMT

Hi @karstenkoehler

I've wondered if you would be the one to respond, you're very quick, thank you 🙂

Thanks for this. I think working with queues would be a big help. And looking at the task names is also something we should do.

Re: Distinguish between tasks

Dogtag89 — Tue, 06 Aug 2024 08:01:00 GMT

Could there be task tags similar to deal and ticket tags which would allow to categories tasks a bit more visually?