HubSpot Common Mistakes: Navigating and Conquering our Top 10 Pitfalls for a Successful 2024

31 Jan 202466:02
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TLDRIn this informative session, Bri and Jordy discuss common pitfalls and strategies for effectively using HubSpot. They cover crucial aspects such as connecting domains and setting up SPF records for email deliverability, simplifying automation for easier error tracking, managing custom properties for cleaner data, utilizing email tools and sequences for efficient communication, and leveraging HubSpot's scoring system for lead qualification. The conversation also touches on the importance of tidying up data and utilizing HubSpot's resources for ongoing learning and improvement.

  • 🎀 Welcome to the first Hug of 2024, with Bri taking over as host, discussing common pitfalls in HubSpot for beginners and advanced users alike.
  • 🀝 Jordy joins the discussion with over 5 years of HubSpot experience, sharing insights on navigating and overcoming common HubSpot challenges.
  • πŸ”— The importance of connecting your domains and setting up SPF records to maintain trust, authority, and avoid being marked as spam in email clients.
  • πŸ“Š Upcoming Hug on February 28th will focus on essential core reports in HubSpot to set up for effective marketing insights.
  • πŸ’‘ The significance of keeping HubSpot portals tidy and organized to prevent clutter and ensure efficient data management.
  • πŸ”„ The benefits of simplifying automation workflows to reduce complexity, making it easier to identify and fix errors.
  • 🎯 Setting clear goals for workflows to help with focus and measurement of success, including the use of folders for organization.
  • πŸ“ Tips for effectively using custom properties, emphasizing the need for clear naming and the correct data type selection for ease of reporting.
  • πŸ“§ Best practices for using HubSpot's email tool, including creating templates and leveraging sequences for efficient communication.
  • 🚫 The need to manage the never log list to prevent personal and unnecessary emails from clogging up the CRM system.
  • πŸ’Ό Regular tidying of data and content in HubSpot to maintain portal efficiency and accuracy over time.
Q & A
  • What is the main purpose of the video?

    -The main purpose of the video is to discuss common mistakes and pitfalls that both beginner and advanced users make in HubSpot, and to provide tips on how to avoid them.

  • Who is taking over the host position for the 'hugs' in 2024?

    -Bri from the neighborhood is taking over the host position for the 'hugs' in 2024.

  • What is the significance of connecting your domains in HubSpot?

    -Connecting your domains in HubSpot is important for maintaining trust, authority, and ensuring that your marketing emails and landing pages are not perceived as scams or phishing attempts.

  • Why is setting up SPF and DKIM records crucial for email deliverability?

    -Setting up SPF and DKIM records helps to prevent your emails from being marked as spam or blocked by email providers like Gmail and Yahoo, as it verifies the authenticity of the emails sent from your domain.

  • What is the recommended approach to handling complex automation workflows?

    -The recommended approach is to simplify complex automation workflows by breaking them down into multiple, more manageable workflows with clear goals, using folders to organize them, and setting up goals within HubSpot to track conversion rates.

  • How can naming custom properties effectively improve data management?

    -Effectively naming custom properties improves data management by making it easier to find and understand the data points, especially during reporting and when reviewing contact properties.

  • What is the importance of using the correct data type for custom properties?

    -Using the correct data type for custom properties ensures accurate data capture and reporting. For instance, using a date picker for dates and dropdowns for multiple-choice options helps in standardizing the data and makes segmentation easier.

  • How can the email tool in HubSpot be used effectively?

    -The email tool in HubSpot can be used effectively by connecting your work email, using templates and snippets for frequently sent emails, and leveraging the Chrome extension to track email opens and link clicks.

  • Why is it important to manage the 'never log list' in HubSpot?

    -Managing the 'never log list' is important to prevent personal and irrelevant emails from being logged in the CRM, which can clutter the system and skew reporting.

  • What are some ways to regularly tidy up data and content in HubSpot?

    -Regular tidying up can include deleting spam or unnecessary contacts, archiving or deleting unused workflows and reports, reviewing and managing duplicates, and utilizing HubSpot's data quality tool to identify and fix formatting issues.

  • How can HubSpot's resources be leveraged for learning and problem-solving?

    -HubSpot's resources such as the help bubble, community forums, HubSpot Academy courses, and the knowledge base can be used to find quick solutions, learn about various features, and improve overall proficiency with the platform.

  • What is the purpose of sequences in HubSpot and how are they different from workflows?

    -Sequences in HubSpot are used for creating automated follow-up emails and tasks in a sales process. Unlike workflows, sequences are designed for one-to-one outreach and can include manual tasks for sales reps, continuing until the lead responds or books a meeting.

  • How can lead scoring be utilized in HubSpot to qualify leads?

    -Lead scoring in HubSpot involves assigning values to leads based on their actions and activities. Higher scores indicate more qualified leads. This can be used to automate certain actions, filter lists for targeted outreach, or identify high-value customers.

πŸŽ‰ Introduction and Overview of 2024 Hugs

Bri from Neighborhood introduces the first hug of 2024, stepping in as the host. She outlines the plan for the year, which includes a variety of topics and engagement with the audience. Bri emphasizes the importance of email communication for topic suggestions and introduces Jordy, an experienced user who will discuss common pitfalls in HubSpot for both beginners and advanced users. A side note mentions an upcoming hug on core reports in HubSpot.

🚫 Common Pitfalls in HubSpot

Jordy and Bri discuss common mistakes made by HubSpot users, such as not connecting domains and missing SPF records. Jordy explains the importance of setting up DKIM and SPF records for email deliverability and provides a detailed guide on how to set up these records in HubSpot. The conversation highlights the significance of trust and authority in URLs and the impact of domain connectivity on user experience.

πŸ“Š Simplifying Automation

The discussion shifts to the overcomplication of automation workflows in HubSpot. Bri shares her experiences and strategies for simplifying complex workflows, including using mind mapping tools, setting clear goals, and organizing workflows into folders for better management. Jordy adds insights on using multiple workflows instead of a single complex one and the benefits of using folders for categorization and easy access.

🏷️ Data Management and Custom Properties

Jordy and Bri delve into the importance of data management and the correct use of custom properties in HubSpot. They discuss the common mistake of using single-line text for data that should be in other formats, such as dates or dropdowns, and the impact on reporting. The conversation emphasizes the need for clear, concise property names and the proper use of property types to ensure effective data collection and reporting.

πŸ“§ Effective Use of Email Tools

Bri and Jordy discuss the effective use of HubSpot's email tools, including the importance of logging and tracking emails. They highlight the use of email templates and snippets to save time and maintain consistency in communication. Jordy also mentions the benefits of the HubSpot sales tool extension for tracking email opens and link clicks, aiding in lead follow-up and sales strategies.

πŸ—‘οΈ Managing the Never Log List

The conversation focuses on managing the never log list in HubSpot to prevent personal and unnecessary emails from clogging the CRM system. Jordy explains how to set up the never log list in account settings and the importance of connecting work emails for this purpose. The discussion touches on the impact of logging personal subscriptions and operational emails on CRM cleanliness and reporting accuracy.

🧹 Regularly Tidying Data and Content

Bri emphasizes the importance of regular data tidying in HubSpot to maintain portal cleanliness and functionality. She discusses the use of operational and enterprise tools to identify and remove unused properties, workflows, and reports. Jordy adds insights on managing duplicates and the use of HubSpot's data quality tool to identify and fix formatting issues within the system.

πŸ’‘ Taking Advantage of HubSpot Resources

Jordy and Bri discuss the wealth of knowledge and resources available to HubSpot users, including the help bubble, community forums, HubSpot Academy, and knowledge base articles. They encourage users to utilize these resources for quick solutions and learning opportunities, highlighting the benefits of self-service and the community's willingness to help.

πŸ“ˆ Utilizing Sequences for Follow-Ups

The conversation turns to the underutilized feature of sequences in HubSpot. Jordy explains how sequences can automate follow-up emails and tasks, enhancing the sales process. Bri and Jordy discuss the benefits of sequences over standard workflows, especially for nurturing leads and maintaining engagement. They provide a walkthrough of creating a sequence and the flexibility it offers in lead nurturing.

🎯 Lead Scoring in HubSpot

Jordy and Bri discuss the concept of lead scoring in HubSpot, which involves assigning values to leads based on their actions. They explain how to set up lead scoring, the importance of using the Fibonacci sequence for scoring, and the strategic use of positive and negative scoring criteria. The conversation highlights the potential of lead scoring for identifying high-value leads and prioritizing sales efforts.

πŸ“… Upcoming Hug on Reporting

Bri concludes the session by announcing the next hug, which will focus on reporting in HubSpot. She emphasizes the importance of understanding and setting up critical reports for new HubSpot users. The announcement includes a reminder of the date and an invitation for users to engage with the content through comments, emails, and future discussions.

HubSpot is a marketing, sales, and service software platform that helps businesses grow by attracting, engaging, and delighting customers. In the video, HubSpot is the central tool discussed, with various features and best practices for using it effectively.
πŸ’‘Domain Connection
Domain Connection in the context of HubSpot refers to the process of linking a company's website domain with the HubSpot platform. This is important for ensuring that marketing materials like landing pages and emails are trusted by recipients, as it verifies the sender's identity and prevents spam filters from blocking these communications.
πŸ’‘SPF Record
An SPF (Sender Policy Framework) record is a type of Domain Name System (DNS) record that identifies which mail servers are permitted to send email on behalf of a domain. Setting up an SPF record in HubSpot helps prevent email spoofing and ensures that marketing emails are delivered to the recipient's inbox rather than being marked as spam.
Automation in HubSpot refers to the process of creating workflows that automate marketing, sales, or service tasks. These workflows can be triggered by specific actions or events, streamlining processes and improving efficiency. However, overly complex automations can lead to errors and difficulty in troubleshooting.
πŸ’‘Data Management
Data Management involves the processes and systems used to collect, store, analyze, and manage data in an organized way. In HubSpot, effective data management ensures that all collected information is accurate, clean, and easily accessible for reporting and analysis.
πŸ’‘Lead Scoring
Lead Scoring is a method used in HubSpot to assign numerical values to leads based on their interactions and behaviors, indicating their level of engagement and potential to convert. Higher scores signify more qualified leads, which can be targeted for sales outreach.
πŸ’‘Email Marketing
Email Marketing is the practice of sending promotional messages or newsletters to a group of people using email. It is a powerful tool in HubSpot for nurturing leads, maintaining customer relationships, and promoting content or products.
πŸ’‘Workflow Folders
Workflow Folders in HubSpot are used to organize and categorize automation workflows, making it easier to manage and find specific workflows within the platform. This feature helps users maintain a clean and structured workflow system.
πŸ’‘Custom Properties
Custom Properties in HubSpot are user-defined data fields that can be added to contact, company, or deal records to capture specific information not covered by the standard fields. Properly naming and using custom properties can enhance data reporting and analysis.
πŸ’‘Never Log List
The Never Log List in HubSpot is a setting that allows users to define specific email addresses or domains that should not be logged or saved in the CRM system. This helps to prevent unwanted emails, like subscriptions or promotional messages, from cluttering the CRM and affecting reporting accuracy.

Bri from the neighborhood is taking over the host position for the Hug of 2024, showcasing exciting plans for the year.

The session focuses on common mistakes and pitfalls in HubSpot, aiming to help both beginner and advanced users navigate the platform more effectively.

Jordy, with almost five years of experience, joins the discussion to share insights on the top 10 common pitfalls in HubSpot.

A side note about an upcoming Hug on February 28th, which will cover core reports in HubSpot that users should set up first.

The importance of connecting your domains and setting up SPF records is emphasized for trust, authority, and deliverability of marketing emails.

The discussion highlights the need to simplify automation to avoid complex workflows that are hard to manage and troubleshoot.

Data management tips include naming custom properties as data points and using the correct type of property for collected data.

Effective use of the email tool in HubSpot is discussed, including using templates and snippets to save time and ensure consistency.

Managing your never log list is crucial to avoid logging personal or unnecessary emails in the CRM system.

Regular tidying of data and content is essential to maintain a clean and efficient HubSpot portal.

Taking advantage of HubSpot resources such as help chat, community forums, and Academy courses is encouraged for self-help and learning.

Sequences in HubSpot are underutilized for automating follow-ups and nurturing leads through a series of actions and emails.

Lead scoring in HubSpot allows assigning values to leads based on their actions, helping to identify high-quality leads for sales outreach.

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