Looking for comparisons to see if our lists, workflows, etc. are normal

[jkyleb]

Hello all, I'm looking for feedback to see is our system is average or very abnormal in the way we have things set up in terms of list management, workflows, etc. 

We have about 130,000 contacts in our system. We manage the emails our contacts get based on specific form fills, not lifecycle stage. We update the lists every time a new form is created for that particular audience. 

We have 794 contact properties

We have nearly 800 forms

We have just over 1,000 lists

We have 600+ workflows

Thanks for your comparisons and feedback. 

[jkyleb]

thank you both very much

[Andrabi]

Hi,

Almost 800 properties are a lot - try to merge similar data and get rid of extra properties. There's no minimum threshold but the lesser properties you'll have, the easier it will be for you to manage them.

The number of Forms, Lists, and Workflows is average in my opinion.

[karstenkoehler · Accepted solution]

Hi @jkyleb,

These numbers are not unusual. Portals accumulate assets like forms, lists and workflows over time. Unless there is a dedicated person tasked with maintenance, documentation and clean-up, the count of these assets will continue to go up.

I just looked up a few portals that I took over from partner agencies where forms, lists and workflows in the range of 500-1,000. In that sense, your system is average. 800 contact properties I would consider a high number.

That being said, it makes sense to start a clean-up. Large numbers of active lists and workflows can slow a HubSpot portal down. Too many forms can complicate reporting and usually mean that touchpoints aren't standardized and around 500 workflows most companies lose track of outdated automation.

I don't have a lot of context on your marketing, sales and customer services workflow; you might be on top of all of that. Generally however, I'd recommend reviewing whether you can:

• define standard forms for the most common touchpoints, replace and remove other forms
• audit your workflows, especially unused workflows
• delete unused and old lists
• clean-up properties

There are great resources for starting a clean-up process: https://www.remotish.agency/hubspot-revops-agency/blog/establishing-a-clean-up-process-in-hubspot

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