Go deeper into workflows with HubSpot

January 9, 2023

Go deeper into workflows with HubSpot

Repeating mundane tasks, gathering information within a set period to create reports, automating responses to common questions, triggering emails when a lead form is filled up – these are what workflows are typically used for. But without technical expertise, most users stay within the bounds of what has been provided, even when there’s a lot more that can be accomplished.

Sometimes, people don’t realise that there’s a simple workaround for all the steps that they undertake to complete a job. Applying a practical principle does not occur to people logically. It needs to be communicated and implemented.

Most people who aren’t familiar with the way software works get down to a routine. They follow a series of steps to arrive at predictable results. Redesigning or adding depth to a workflow requires more knowledge about the process, and how to draw information from a database.

In HubSpot, from the workflows tool, you can create a workflow from scratch or use a workflow template to guide you along. Depending on which setup flow you choose, you will also be prompted to select an object and workflow type.

Take a leap with HubSpot workflows

Nicole Sengers, writing in the HubSpot community offers a number of suggestions

The power of workflows can be harnessed to cut down several repetitive processes within companies and enhance efficiency without adding to costs

To improve lead capture and conversion rates, it is essential to have a well-designed workflow in place. One way to do this is to ensure that data is clean and up-to-date. This can be done by implementing a system of notifications that prompt users to update their information regularly. Additionally, it is important to make sure that leads are being properly routed to the correct sales representative. By doing so, you can ensure that each lead has the best chance of being converted into a paying customer. By following these simple steps, you can create a workflow that will help to improve lead capture and conversion rates. 

Workflows are one of the most powerful features of HubSpot, allowing you to automate repetitive tasks and free up your time to focus on more important work. But creating an effective workflow can be a challenge, especially if you're not sure where to start. Here are a few tips to help you get the most out of HubSpot's workflow builder

- Integrate with other business tools: One of the great things about HubSpot is that it integrates with a wide range of other business tools. Before you start building a workflow, take a moment to think about how it can integrate with the other systems you use. For example, if you're using HubSpot's CRM, you can trigger workflows based on changes in contact records. 

- Think about the goal of your workflow: What do you want your workflow to achieve? Be as specific as possible when defining the goal, as this will help you determine which actions need to be included in the workflow. 

- Set triggers and actions: Once you know what your workflow should do, you can start setting property triggers, and actions. Triggers are conditions or criteria that must be met before an action is taken, while actions are the steps that will be carried out when the conditions are met. When setting these, be sure to test them carefully to ensure that they work as intended.

Experiment and extend the possibilities

In the beginning, the ways to make workflows more efficient may not be obvious. But seeing what each workflow accomplishes itself provides a clue into how it can be modified or extended to achieve more.

Figuring out an efficient workflow can be tricky. And it's not always easy to find information about which methods work best for different types of tasks. That's why it's essential to experiment with different workflows and find the ones that work best for you and your needs. Trying out different approaches is the only way to figure out what works best. But where do you start?

Think of workflows as channels of internal processes that can be modified, connected to different departments and work without supervision

There are a few things you can keep in mind as you experiment with different workflows. First, think about what type of tasks you need to complete and which ones you want to automate. For example, if you need to do a lot of repetitive tasks, then a workflow that includes automation will probably be more efficient for you. On the other hand, if you need to be creative or come up with new ideas, then a more flexible workflow might be better. 

Second, consider how much time you have to devote to learning and setting up new workflows. If you don't have a lot of time, then look for workflows that are relatively simple and easy to set up. HubSpot provides workflow templates to explore different automation options as well.

As the company grows, keep updating workflows

While workflows fulfil certain requirements, companies need to keep checking if they work well over time. New requirements keep cropping up. A good way to evaluate if new workflows are necessary is to see the number of functions that are managed manually. Then, look at the number of repetitions that can be cut down.New call-to-action

Reminders, notifications, follow-ups are prime candidates for workflow automation. When they have to be done manually, the periodicity varies, people forget, or other tasks take precedence.

Channelling leads to the right department based on form fills is an obvious use of workflows but they can also be extended to remind sales people to follow up and at the opportune moment, set up demos and calls.

Blueoshan has years of experience developing complex workflows within HubSpot and we could cut a lot of effort and recurring expenses by working with internal teams.

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Venu Gopal Nair
Venu Gopal Nair

Advertising and Branding Specialist, CEO - Ideascape Communications, A professional journey through the tumultuous years of advertising and communication, starting in 1984. Started out in the age of print, saw the changes with the entry of satellite TV and the momentous transition to digital. Advertising and branding today is vastly different from its practices in the 20th century and the last two decades have seen dramatic changes with smartphone domination. As a Creative Director turned CEO, making the transition personally and professionally has been a tremendous experience.