HubSpot Workflows You Need Now to Boost Growth

HubSpot Workflows You Need Now to Boost Growth

Effective contact lifecycle management is crucial for any successful organization, and HubSpot's workflow tool can be a game-changer. Available in Professional and Enterprise versions, this powerful feature automates repetitive tasks across marketing, sales, and customer service, increasing efficiency and ensuring consistent, personalized communication with your contacts.

In this article we explore essential HubSpot workflows across different hubs – Marketing Hub, Sales Hub, and Service Hub – and highlight cross-hub workflows for seamless operations. Whether you're new to HubSpot or seeking to enhance your automation, these workflows will optimize your businesses use of the platform.

Why HubSpot Workflows?

HubSpot workflows offer a wide range of functionalities:

Marketing Hub Workflows
These workflows help you enhance:

• Lead scoring
• Segmentation
• Email campaigns
• Social media engagement
• Lifecycle stage updates

Sales Hub Workflows
Automate essential tasks such as:

• Lead assignment
• Deal stage progression
• Quote follow-ups
• Sales sequences
• Internal notifications

Service Hub Workflows
Streamline key service processes like:

• Customer onboarding
• Support ticket escalation
• Feedback collection
• Renewal campaigns

Cross-Hub Workflows
Ensure smooth coordination across departments by automating:

• Lead qualification
• Task management
• Data formatting
• Event promotion reminders

Workflows for Various HubSpot Objects

HubSpot workflows cater to different object types:

1. Contacts
   Manage individual customer interactions, personalize communications, and track engagement history.
2. Companies
   Automate processes related to organizations, ensuring cohesive communication and data management.
3. Deals
   Streamline your sales process by automating deal progression, follow-ups, and notifications.
4. Quotes (Sales Hub Professional or Enterprise)
   Automate the follow-up and management of quotes, ensuring timely responses and actions.
5. Tickets (Service Hub Professional or Enterprise)
   Enhance customer service by automating ticket escalation, follow-ups, and resolution processes.
6. Custom Objects (Enterprise only)
   Create workflows tailored to your specific business needs by defining custom objects unique to your organization.
7. Conversations
   Manage and automate chat and email conversations to ensure timely and consistent communication.
8. Feedback Submissions (Service Hub Professional or Enterprise)
   Automate the collection and follow-up of customer feedback to improve service quality.
9. Subscriptions
   Manage subscription renewals, reminders, and updates automatically to maintain customer engagement.
10. Payments
    Automate payment processes, reminders, and follow-ups to streamline financial transactions.
11. Goals
    Track and automate actions related to achieving specific business goals.
12. Leads (Sales Hub Professional or Enterprise)
    Manage and nurture leads through the sales funnel with automated actions and follow-ups.
13. Users
    Automate processes related to user management, such as onboarding and permissions.

Marketing Hub Workflows

Marketing Hub workflows focus on managing and optimizing marketing-owned contacts throughout their journey, from lead generation to nurturing and qualification as marketing qualified leads (MQLs).

1. Lead Nurturing

Nurturing leads with relevant content is essential to guide them through the buyer's journey. Consider these lead nurturing workflows:

• Lead to MQL: Use product or service-based workflows to nurture leads and transition them to MQLs. Keep it simple to avoid complexity.
• Sales Cover: Provide your sales team with "air cover" by creating nurture workflows that offer relevant content and support their outreach efforts.
• Re-engagement with Lost Leads/Opportunities: Reconnect with past leads or contacts who revisit your website through gentle outreach or re-engagement workflows.

2. Updating Lifecycle Stage

Lifecycle stages indicate where your contacts are in the buyer's journey. Keep these stages updated with automated workflows. For example:

• Automatically update a contact's lifecycle stage based on their interactions with specific conversion points on your website.
• Align contact and company lifecycles, such as designating a company as an SQL when an associated contact reaches the SQL stage.
• Ensure lead object status is reflected accurately on corresponding contacts.

3. Event Promotion Reminders

Use workflows to automate event or webinar promotion. Schedule email reminders at specific dates and times to maintain engagement and maximize attendance. For instance:

• Send an invitation 30 days in advance and resend it to those who haven't opened it.
• Send a reminder to all participants two days before the event.
• Send thank-you emails with a link to the event content after the event.

Sales Hub Workflows

Sales Hub workflows center around managing active opportunities and progressing deals.

4. Deal Approval

If your deals require approvals, consider these options:

• Manual Approval Process: Create mandatory fields that only specific users can edit, such as a credit check field for the finance team. Use workflows to notify the relevant team when approval is needed.
• HubSpot's Deal Approval Tool: Utilize HubSpot's built-in Deal Approval tool for a more streamlined approval process.

5. Create and Assign Tasks

Automate task creation and assignment based on specific actions. For example, when a deal is closed, automatically assign a task to the client success team to initiate onboarding.

6. Deal Stage Automation

Automate deal stage progression and assign tasks to the next responsible person. This ensures continuous follow-up and increases efficiency, especially for large sales teams.

Service Hub Workflows

Service Hub workflows prioritize customer satisfaction, account growth, and renewals.

7. Ticketing Process Automation

• Automated Email on Ticket Creation: Send an email to the customer with ticket details and expected response times when a new ticket is created.
• Closing Ticket with a Survey: Automatically send a survey to customers when their ticket is closed to gather feedback on their support experience.
• Escalation Workflow for SLA Misses: Trigger an escalation workflow when a Service Level Agreement (SLA) deadline is missed, notifying relevant team members and escalating the issue.

Cross-Hub Workflows

Cross-hub workflows ensure data consistency and effective CRM management across departments.

8. Format Your Data

Standardize data formats, such as phone numbers or capitalization in contact names, to improve data organization, searchability, and user experience.

9. Assigning Lead Owners

Automatically assign leads to the appropriate team member based on the reason for communication (e.g., sales inquiry, customer support inquiry). This ensures prompt and relevant responses.

10. Qualifying Out Leads

Instead of simply disqualifying leads, reset lifecycles and qualify them out appropriately. For example:

• Bad Fit Lead: Set the lifecycle stage to "Other" and make the contact non-marketable.
• Not Ready: Recycle the lead back to marketing and reset the lifecycle stage to "Lead."
• Churned Customers: Reset lifecycle stages based on the reason for churn.

11. Internal Notifications

Use workflows to send internal notifications to your team via email, text, or in-app when follow-up is required. Integrate with Slack or Microsoft Teams for seamless communication.

Enhance Your Efficiency with HubSpot Workflows

HubSpot workflows can automate various aspects of your contact management process, from lead nurturing to deal stage progression and customer support. By reducing manual data entry and automating repetitive tasks, you can free up your team's time to focus on building relationships and closing deals.

If you need assistance in setting up or optimizing your HubSpot workflows, consider reaching out to Sector Growth for expert guidance.