HubSpot | 9 minute read

Best Practices When Starting Out in HubSpot

hubspot best practices
Posted by Adam Statti on October 24, 2023

Whether you're a seasoned professional or just starting out, using a powerful tool like HubSpot can take your business to the next level. However, like any new endeavor, there are common mistakes that people often make when they begin using HubSpot. 

Let’s take a look at some best practices during HubSpot onboarding to help maximize your success and achieve your business goals more effectively.  


Setting Clear Expectations for Success

When incorporating HubSpot into your business strategy, it's crucial to establish clear expectations for success. This not only enhances communication within your team but also aligns everyone towards a common goal. Establishing expectations becomes the foundation for success, as it ensures everyone is on the same page and knows exactly what is expected of them.

The Importance of Establishing Expectations 

By setting clear expectations, you create a framework for success. It helps employees understand their roles, responsibilities, and the objectives they need to achieve. This clarity promotes productivity, reduces confusion, and fosters a culture of accountability.

When expectations are clearly defined, employees can focus their efforts on the tasks that matter most. They know what is expected of them and can prioritize their work accordingly. This not only increases efficiency but also boosts morale, as employees feel empowered and confident in their ability to meet and exceed expectations.

In addition, clear expectations provide a sense of direction and purpose. When employees understand the goals they are working towards, they can align their efforts and make informed decisions that contribute to the overall success of the organization. This alignment creates a cohesive and unified team, working towards a shared vision.

How to Define and Communicate Expectations Effectively

Start by outlining specific, measurable, achievable, relevant, and time-bound (SMART) goals. Communicate these goals clearly to your team, clarifying what success looks like and how it will be measured. Establish regular check-ins and feedback loops to monitor progress and make adjustments as needed.

When defining expectations, it's important to involve your team in the process. Seek their input and feedback to ensure that the expectations are realistic and attainable. This collaborative approach fosters a sense of ownership and commitment among team members, increasing their motivation to achieve the set goals.

Furthermore, effective communication is key to ensuring that expectations are understood and internalized by everyone. Use various channels such as team meetings, email updates, and one-on-one conversations to reinforce the expectations and address any questions or concerns. Encourage open and transparent communication, creating an environment where team members feel comfortable seeking clarification and providing feedback.

Regularly reviewing and revisiting expectations is also crucial. As the business landscape evolves, goals and priorities may change. It's important to regularly assess whether the expectations are still relevant and adjust them accordingly. This flexibility allows for adaptation and ensures that expectations remain aligned with the overall business strategy.

Maximizing Training Time for Optimal Results


Training plays a crucial role in leveraging the full potential of HubSpot. Efficient and effective employee training empowers your team to make the most of this powerful tool. However, time constraints can often limit the amount of training that can be provided. To maximize training time and achieve optimal results, it's important to adopt smart strategies.

When it comes to training employees on HubSpot, there are several strategies you can implement to ensure that you are making the most of your limited time. One of the first steps is to identify the key features and functionalities of HubSpot that are most relevant to your business. By focusing on these areas, you can provide targeted training that will equip your employees with the necessary skills and knowledge.

In addition to in-person training sessions, consider leveraging online resources to supplement the training. Video tutorials and interactive modules can be a great way to reinforce the concepts covered in the training sessions. These resources can be accessed at any time, allowing employees to review the material at their own pace.

Breaking down the training into digestible modules is another effective strategy. Prioritize essential training topics and divide them into smaller, more manageable sections. This approach not only helps employees absorb the information more effectively, but it also allows for flexibility in scheduling the training sessions.

Hands-on practice is crucial in mastering HubSpot's features. Encourage employees to explore the platform outside of the training sessions and provide opportunities for them to apply what they have learned. This can be done through real-life scenarios or simulated exercises that mimic the challenges they may face in their day-to-day work.

Offering ongoing support and resources is also important in maximizing training time. Employees may need additional guidance or clarification after the initial training sessions. Providing access to a knowledge base, FAQ section, or a dedicated support team can help employees reinforce their learning and address any questions or concerns they may have.

Harnessing the Power of Custom Settings

Customizing your HubSpot settings can significantly enhance performance and cater to your business's unique needs. By harnessing the power of custom settings, you can optimize workflows, streamline processes, and boost productivity.


Customizing Your Systems for Enhanced Performance

Start by evaluating your existing workflows and identifying areas for improvement. Are there any bottlenecks or inefficiencies that can be addressed through customization? Take a deep dive into HubSpot's customization options to tailor the platform to your specific requirements.

One way to enhance performance is by creating custom pipelines. By defining unique deal stages and organizing your sales process accordingly, you can ensure that leads move smoothly through the pipeline, increasing the chances of conversion. Additionally, automating repetitive tasks can save valuable time and resources, allowing your team to focus on more strategic initiatives.

Custom settings are not a one-time setup. To fully leverage their potential, it is crucial to regularly review and refine your custom settings to ensure they align with the evolving needs of your business.

Stay up to date with the latest features and updates offered by HubSpot. The platform constantly introduces new functionalities that can further enhance your customization options. By exploring these updates, you can unlock additional capabilities and stay ahead of the competition.

However, it's not just about the tools; it's also about the people. Regularly gather feedback from your team on the effectiveness of your custom settings. Are there any pain points or areas that need improvement? By actively listening to your team's input, you can make adjustments and fine-tune your custom settings to better serve your business goals.

Ensuring Data Cleanliness for Accurate Insights


Dirty or unvalidated data can hinder accurate insights, leading to poor business decisions. To avoid this, it's essential to establish best practices for data cleaning and validation.

Best Practices for Data Cleaning and Validation

Regularly performing data audits is a crucial step in maintaining data cleanliness. By conducting these audits, businesses can identify and rectify any inaccuracies or inconsistencies in their datasets. This process involves thoroughly examining the data, checking for errors, and ensuring that it aligns with the established standards and guidelines.

Implementing validation protocols is another key aspect of ensuring data integrity and accuracy. By establishing data entry guidelines, businesses can ensure that the data being collected is consistent and reliable. These guidelines can include specifying the required format for data entry, enforcing standardized naming conventions, and implementing data validation checks to identify and correct any potential errors.

Automation plays a significant role in minimizing human error during the data cleaning and validation process. By utilizing automated tools and technologies, businesses can streamline the data cleaning process, reducing the chances of manual mistakes. Automation can help in tasks such as data deduplication, data normalization, and data transformation, ensuring that the data is clean and ready for analysis.

The Impact of Unclean Data 

Unclean data can have severe consequences on business decisions. When data is not properly cleaned and validated, it can misrepresent a business's performance, leading to inaccurate insights and misguided decision-making. For example, if customer data is not properly validated, it can result in a skewed understanding of customer behavior, potentially leading to ineffective marketing strategies or misguided product development.

Unclean data can also hinder accurate forecasting. When businesses rely on inaccurate or incomplete data for forecasting future trends and demands, they run the risk of making poor investment decisions, overestimating or underestimating market demand, and experiencing financial losses.

By ensuring data cleanliness, businesses can make informed decisions based on reliable insights. Clean data provides a solid foundation for accurate analysis, enabling businesses to identify trends, patterns, and correlations that can drive strategic decision-making. With reliable insights, businesses can optimize their operations, improve customer satisfaction, and achieve greater success in their respective industries.

Streamlining Sales and Marketing Processes

Aligning your sales and marketing efforts is crucial for driving success with HubSpot. By streamlining these processes, you can enhance collaboration, improve lead generation, and maximize your overall performance.

One key aspect of aligning sales and marketing is to establish a shared understanding of your target audience. By working together, your teams can develop buyer personas that accurately represent your ideal customers. These personas can then be used to create targeted marketing campaigns and provide valuable insights to your sales team, enabling them to tailor their approach and increase conversion rates.

Another important element of streamlining sales and marketing processes is to implement a lead scoring system. This system allows you to prioritize leads based on their level of engagement and likelihood to convert. By assigning scores to different actions and behaviors, you can ensure that your sales team focuses their efforts on the most qualified leads, increasing their chances of success.

Also, integrating your HubSpot platform with other tools and software can greatly enhance your sales and marketing processes. For example, by connecting HubSpot with your CRM system, you can automate data syncing and ensure that your sales team has access to the most up-to-date customer information. This integration can also enable seamless lead handoff from marketing to sales, eliminating any potential gaps or delays in the customer journey.

Summing it Up

Starting out with HubSpot can be a game-changer for your business. However, to make the most of this powerful tool, it's essential to be mindful of common mistakes and take proactive steps to avoid them. By setting clear expectations, maximizing training time, harnessing custom settings, ensuring data cleanliness, and streamlining sales and marketing processes, you can unlock the true potential of HubSpot and achieve greater success in your business endeavors.

RevPartners is at Your Service

Does your revenue engine need built, fine-tuned, or supercharged?

To learn more about how to continuously improve operational efficiency and identify the gaps in your customer experiences, see what RevPartners can do for you!