It helps to know what the tasks are for the day at work. There is a feeling of having accomplished something when they are completed. Some of them are what you want to achieve. Some would involve monitoring the tasks you have assigned. It works at several levels.
On the HubSpot community board, a query was posted - A sales manager wanted to have one place where she could see conversations she needed to respond to - especially emails - contacts/customers that had been newly assigned to her (or her team); team conversations that she could monitor; as well as any HubSpot tasks.
So, the requirement was to generate to-do lists automatically based on some of the objectives or workflows that have been built into the system. While each person can generate their own to-do list (and they may have their own favorite app for this), doing this for the whole team needs some work.
The place to start
Jennifer Nixon has broke down the steps involved. From the dashboard, click Actions, then navigate to Add external content. Next, the URL from the Tasks page must be added. It can be a filtered view or any other view that is selected for the tasks
Jacob OIle built on this further. He expanded on how you could bring in any linked views that you want (i.e., tasks due today, tasks due this week, overdue tasks). The more to-dos you can create as HubSpot tasks, the more this report will cover.
For contacts recently assigned, you can use the "Owner assigned date" property (more info in this HubSpot Knowledge Base article) paired with the "Contact Owner" property. Your report would look like this:
"Owner assigned date" = this week/month/etc.
AND "Contact owner" = [sales manager]
When a daily to-do list is generated based on team activities, it refines the tasks and management of work and helps direct the efforts that need to be made.
That should pull in any contacts that were assigned to the sales manager within the given timeframe. Just keep in mind that contacts will no longer be pulled into the report once that time period passes. It may be worth having a longer-term report (maybe quarterly) that the sales manager can reference for a more aggregated view.
For one-to-one email tracking, this gets a little tricky. Start with the following default HubSpot reports:
- Team activities by activity date
- Activity feed timeline
Both of those reports will pull in recent sales activities (meetings, calls, tasks, one-on-one emails) and allow you to filter by date and user. That may be enough to track both team and individual activities, depending on your needs.
You can also leverage the "Last contacted" property (more info in the same HubSpot Knowledge Base article). You could create a report like this:
"Last contacted" = more than 7 days ago
AND "Contact owner" = [sales manager]
That would pull in contacts that have not had a chat conversation, call, one-to-one email, meeting, or message logged on their contact record since the date in that property. You could then add any additional filters around contact type/lifecycle stage/lead status to further refine the displayed contacts.
Using the power of reports as action points
Dan Moyle, a HubSpot Advisor suggested that the additional reports already in HubSpot’s library could be used to generate the tasks
- Tasks incompletely assigned to me by the due date
- Tasks incomplete assigned to all reps by activity date
- Team activities by activity date
Each of these reports can be customized for specific users and teams (or at least, they should be). This can help with some of this "reporting" as well.
To get the best of out of a HubSpot implementation, align as many internal processes and departments within. That helps drive both efficiency and collaboration
This community discussion is useful in several ways because it highlights how much more can be achieved within HubSpot by making some smart tweaks. But the point here is that the information must already be set up in the required workflow for these tweaks to utilize the information in the first place.
There are several filters and contact properties that Jacob Olle mentions in his solutions. To take advantage of them, the HubSpot setup should include the deal flows and CRM structure to take advantage of them.
Each company has a system of operations and reporting. Getting people to change involves convincing them of the efficiency that will result from the change. The first step is to ensure that the setup incorporates as many processes as the company is already used to following. That does help with quicker adoption and builds collaboration between departments.
Onboarding should go deep into company processes
There is an introduction that gets people familiar with the functions of HubSpot. But it is largely an overview. Each company should look at how much more can be done and use HubSpot to transform several departments within—right from marketing and sales to services.
Blueoshan manages a host of clients who have CRM databases that span from a few thousand contacts to millions. More than the number of contacts in the CRM, it is the understanding of the links within the business that drives results.
Spend time outlining the current processes and map the areas where HubSpot can add value. Blueoshan’s consultants will be able to examine where workflows and automation can cut time and effort as well as enable teams to improve collaboration.
At the heart of it is how business is generated and managed. Ideally, it should be a relay, with marketing and sales generating and converting leads and services ensuring client satisfaction.
The to-do list is an example of how a report can be repurposed to meet a completely different set of requirements that make a difference in day-to-day management.
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Blueoshan is a HubSpot Diamond -Tier Solutions Partner. Delivering worldwide from India
