Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

[PamCotton]

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Hey Community

After an insightful exploration of optimizing the middle column of

CRM records in our last challenge

, it’s time to dive deeper into the realm of workflows. Whether you’re a pro or just getting started, there’s always room for improvement when it comes to streamlining your processes.

Workflows

are the backbone of efficiency in any organization, but sometimes they can become confusing and complex with too many branches or unclear steps. That’s where our community comes in! We’re here to share ideas, experiences, and solutions to help you fine-tune your workflows for maximum effectiveness.

Do you find yourself scratching your head over the complexity of your workflow?

Are you unsure if your current setup is the most efficient it can be?

Don’t worry,

you’re not alone. Drop your questions, concerns, or areas of confusion in the comments below, and let’s collaborate to find solutions together.

Whether you’re looking to simplify your workflow, automate repetitive tasks, or optimize for better outcomes, this is the perfect opportunity to tap into the collective wisdom of our HubSpot Community.

You can go from this:

To this:

1. Share an optimized workflow that you are proud of, and what you did to improve it.
2. Share a screenshot of your workflow (Make sure no private information is shared), and we will help you optimize with ideas from our experts.

Let’s work smarter, not harder! Start the conversation now and let’s unlock the full potential of our workflows together.

Please be advised that these are user-generated use cases and may not follow HubSpot best practices or guidelines - use your own discretion.

[MiaSrebrnjak]

Thanks @PamCotton!

Hey @Josh, @KTownsend, @danmoyle, @Dan1, @Jnix284, @BukunmiOdetayo, @ChristinaKay, @OPerek-Clark , @karstenkoehler, @colinwitt, @beeginman, @Shadab_Khan,

• do you have any Workflows optimization tips that you could share with the Community?
• Or a Workflow that you’re really proud of that is saving you tons of time?

We’d love to see your examples!

We’ll review them and include them in the new resource that we’ve launched this week: the Workflows Library.

This growing catalogue of HubSpot-approved example Workflows is designed to help HubSpot-users master the Workflows tool and discover new use cases.

Thank you,

Mia, Community team

[danmoyle]

Thanks for the tag @MiaSrebrnjak

Love this example and the full library idea, @PamCotton!

I don’t have a specific example, but when I teach clients to build workflows I also use this “go to action” option so we aren’t building huge branches. Love that!

[JWronski]

I know I’m not using Workflows to the best of our ability. I feel that I’m not doing enough but not sure what else I can do. I’m looking forward to hearing anything anyone has to offer. I may be on the right track, but then again I will probably learn something new!

[MiaSrebrnjak]

Hi @JWronski, apologies for the late follow up here & thank you for your comment!

Is there something that’s costing you a lot of time and you think you could automate it?

If you have a specific workflow that you would like to optimize: do you mind sharing a screenshot?

Thanks,

Mia, Community team

[Coolananth]

Nice

[hkhan11]

Thank you for sharing this.

[JMartin1094]

I’ve had fun learning about workflows through different courses and of course, through trial and error. So far we haven’t done a ton of complicated 'flows, but this is one that I’ve been toying with for a while before turning it on.

We have multiple brands in our portfolio, under the parent company’s central HubSpot account domain, with email aliases and addresses set up in the CRM. We also use Lead Forensics as a visitor ID tool, and have the paid two-way integration with Hubspot, allowing me to create company records from the LF side within Hubspot with a click.

So, depending on the creation criteria for a company record ( record source: integration) and its industry description, companies get routed to one or another branch. From there, it checks the number of associated contacts and creates a time-bound task to populate those contacts, with another reminder if not done, and then assigns the company owner and notifies company owner that the record has associated contacts.

I had tried to link some of the actions previously, but I think they were superfluous. It’s not sleek, per se, but I think it’s also not too bloated for the number of properties involved. Haven’t had anyone to run it by, though, so I’d love to hear if there’s a better way to do this!

[Mattheus]

Visually map your workflows. That’s a great tip to understand as a team what happens, or should happen, on a macro level. Not everybody is able to understand all the workflows or have the time to go through all workflows.
Having a process mapping of the way of working in your portal helps to align your teams and organisation. Makes the full process more clear, but also the impact. If sales knows that their deals will be automatically closed lost if they don’t update close dates or that a certain property will help the sign off to another team, then you will see an improvement in adoption because of the collective understanding.
You could even link from the process mapping in Lucidchart, Miro or Figma to your HubSpot workflows.

[CBaun]

Hey Mattheus, I’ve been working on something that tackles exactly this problem - mapping HubSpot workflows visually so teams can see dependencies and impact at a glance. Would love to show you what I’ve built so far and hear your take.

[Vishesh2716]

How about this lead nurturing workflow. Accomplishes most tasks within a single flow

[system]

valuable information, Thank you for sharing

[TBanga]

Hey @PamCotton ,
The idea of simplifying complex workflows and automating tasks to boost efficiency resonates with me. I’ll definitely be implementing some of these tips in my own workflow setup.
Thanks for sharing these insights

[Harry678]

Great post! Workflows can really be a game-changer, especially when they’re set up to run smoothly. One tip that’s worked well for me is grouping similar tasks into a single automated action to reduce branching. This keeps the workflow cleaner and easier to troubleshoot. Looking forward to hearing everyone else’s tips—let’s keep sharing and refining!

[insideau786]

very good

[FaithCherotich]

One way to improve my content creation process is by establishing a pre-production checklist. This would ensure that every piece of content is planned with clear goals, a target audience, and key performance indicators. Before diving in, I could outline essential details such as research, potential visuals, timelines, and collaboration points. Reviewing and refining this checklist periodically would help streamline the process and align my work more closely with my objectives and collaborators’ needs.

[hkhan496]

Thanks for sharing this

[SFennimore]

And if you want to achieve better flow at work, this article might appear helpful: Mastering Flow as the Key to a Smoother Kanban System - Kanban Tool Blog