3 min read

Episode 162: Avoiding HubSpot Workflow Mistakes and Replacing yourself with Tools

Welcome to Episode 162 of HubShots!

Welcome to HubShots - APAC's number 1 HubSpot focussed podcast - where we discuss HubSpot tips & tricks, new features, and strategies for growing your marketing results.

We hope you enjoy the podcast as much as HubSpot's CEO, Brian Halligan does.

This episode we look at replacing yourself with tools, plus avoiding HubSpot workflow mistakes.

Listen to the episode here: https://soundcloud.com/hubshots/162-avoiding-hubspot-workflow-mistakes-and-replacing-yourself-with-tools/

HubShots, the podcast for marketing managers and sales professionals who use HubSpot, hosted by Ian Jacob from Search & Be Found and Craig Bailey from XEN Systems.

Subscribe to our YouTube channel here: https://www.youtube.com/channel/UCD3Uo4X-IxPJLE8ygPDQhNQ

Subscribe to our Spotify channel here: https://open.spotify.com/show/7oee8w41riN5aRNrLKT2ar

Join the Facebook group here: https://www.facebook.com/groups/hubshots/

Follow us on Twitter here: https://twitter.com/hubshots

Follow us on Instagram here: https://www.instagram.com/hubshotspodcast/

Follow us on LinkedIn here: https://www.linkedin.com/company/hubshots/

Recorded: Tuesday 14 June 2019 | Published: Friday 21 June 2019

Shot 1: Inbound Thought of the Week

Analysing data to highlight trends eg HubSpot Trends report:

Reports dashboard 10

There’s a bunch of tools in this space eg see also MAXG: https://www.maxg.ai/ from the team at Square2Marketing which aims to highlight issues to investigate.

Have a look at Artificial Intelligence (AI) is at work in HubSpot > https://www.hubspot.com/artificial-intelligence

Another is Atomic Reach.  It is a content intelligence platform for marketers > https://www.atomicreach.com/

Shot 2: HubSpot Marketing Feature of the Week

Avoiding Workflow mistakes


An interesting note: delays might be useful right at the start of a workflow in case a Contact’s properties are a few seconds delayed in getting updated.

Sometimes data isn’t instantly populated on an object record when a visitor converts and is created as a contact in your account for the first time. It can take up to a few seconds for the incoming data to populate in the associated properties. If a workflow is set up to assign a new contact to a sales rep based on their form responses, place a delay in as the very first action. If not, the contact may enroll in the workflow seconds before its contact properties have finished updating, and the wrong owner may be assigned as a result. Although this doesn't always happen, it's something a one-minute delay can easily take care of.”

And as usual the CTA is to do a HubSpot Academy lesson:


Shot 3: HubSpot Sales Feature of the Week

Importance of looking at Time in Deal Stage.

This report shows the average amount of time deals spend in each stage of your funnel. Use this report to see how your deals are moving through the funnel and to see where things might be getting stuck.  You can also see what deal stages are being missed all together too!

Reports dashboard 11

Shot 4: HubSpot Gotcha of the Week

Slack notifications for Inbox Email Conversations

Getting Slack notifications for HubSpot Conversations via a team email box doesn’t work as you’d expect

Slack notifications to a channel only work for Chat Conversations.

Settings 11

For Inbox Email Conversations you need to set up personal notifications, that end up in your Slack HubSpot app ‘channel’

User Preferences   HubSpot 3

Go to the Assign area:

User Preferences   HubSpot 2

Shot 5: Marketing Tip of the Week

Adding FAQ schema to a web page via Google Tag Manager:


Two key takeaways:

  1. Schema markup is important
  2. Google Tag Manager is a useful way to insert schema into a site - if you aren’t yet using Google Tag Manager, then it’s time to get on board...

Shot 6: Insight of the Week

The value of tools

Do you consider tools a cost or an investment?

Compare tool costs with staffing costs - what can you replace with a tool?

Is it more accurate, more insightful, less error-prone, faster, easily repeatable, etc

Now consider your own role. Is what you are doing today, replaceable with a tool? If so, then what is the value you are adding? What will you be doing tomorrow?

Examples of tools we’re using: HubSpot, ahrefs, SEMrush, SanityCheck, Zapier, Databox, AccuRanker…

Which tools are you using? Let us know in the comments or tweet us @hubshots: https://twitter.com/hubshots

Shot 7: Podcast of the Week

Inbound Happy Hour

New podcast from our friend Chris Higgins:


Shot 8: Resource of the Week

700 Facebook Ad examples:


600 Instagram ad examples:


Shot 9: Quote of the Week

“You don’t have to be big to make a BIG difference in the world.” - Norbert


Shot 10: Bonus Links of the Week



Please leave us a simple star rating as this helps us improve and reach more marketers.

HubShots Episode 162: Avoiding HubSpot Workflow Mistakes and Replacing yourself with Tools