I’ve been working more with HubSpot lately and I’m looking to improve how I’m using it, especially when it comes to getting better results and being more efficient.
I’ve tried a few different approaches, but I feel like I might be missing some best practices or smarter ways to use the tools available.
I’d love to hear from others in the community:
What strategies or workflows have made the biggest difference for you in HubSpot?
Any tips, tools, or lessons learned that you’d recommend?
Hi @RBarsoum5, we are so glad to have you here, welcome to the HubSpot Community!
Great question, thanks for sparking this conversation!
Are there specific HubSpot tools or areas you’re focusing on? That’ll help us share the most relevant best practices.
Rather than look first at ways to use HubSpot better, I’d start by thoroughly documenting and understanding your business processes. The process can be time consuming, but it pays dividends in presenting opportunities to improve, not just your HubSpot implementation, but your processes themselves.
Once you have everything documented, review how your HubSpot implementation supports (or does not support) those processes, and weigh how best to bring the two into better alignment. Ask yourself:
Does the current process work well, or might something more aligned with HubSpot’s native functionality work better?
What is the simplest process I can employ? (Simpler is usually better with CRM customization.)
When you have optimized your processes, then you can consider adding customization, automation, reporting, and AI tools to HubSpot to better support the optimized process.
Then once you’re on track with understanding the Venn diagram of your processes and HubSpot’s functionality, here’s what I’d do next. I think one of the biggest benefits to using a smart CRM like HubSpot is the automation power. A lot of the folks I’ve worked with over the years seem to get the most value from workflows that do one job really well (rather than super complex workflows). Things like routing leads, sending timely follow-ups, updating lifecycle stages, or creating internal tasks and notifications make a big difference. HubSpot explicitly supports workflows for sending emails, assigning records, and acting on associated records like companies, which makes them useful for both marketing and sales handoffs.
Here are a few workflows that usually make the biggest difference:
Lead assignment based on form fills, page views, or deal stage.
Follow-up sequences after important actions like demo requests or content downloads.
Lifecycle updates so records stay current without manual cleanup.
Internal alerts for high-intent behavior so sales can act faster.
That’s probably my biggest piece of advice for improving your HubSpot usage. Hope it’s helpful!
