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HubSpot Tips

The Bumper List of HubSpot Tips and Tricks

Table of Contents

1. HubSpot Marketing Tips

2. HubSpot Sales Tips

HubSpot Marketing Tips

HubSpot Workflow Tips

HubSpot Workflow Naming (from episode 89)

This came up in our WhatsApp group – how to name workflows.

This is important because as the number of workflows grows it can be difficult to find workflows from a year ago unless they are helpfully named.

workflows

There’s no one rule for every customer, but naming ideally includes notes about the lifecycle stage, goal of the workflow, industry, persona or audience targeted, type (eg Nurture versus Thank you), etc

Here’s a simple example:

hubspot workflow names

Listen to episode 89 for further details

Test option in Workflows (from episode 9)

You can test receiving all the emails in a workflow.

Setting Lifecycle stages in workflows (from episode 9)

Need to clear a lifecycle stage if you want to downgrade it.

Workflow branching prompt (from episode 9)

if adding or deleting a branch option:

btw did you know the Lifecycle stage is automatically set to ‘Lead’ if a person fills in a form:
http://knowledge.hubspot.com/forms-user-guide-v2/how-to-set-lifecycle-stage-with-a-form

Some good workflow examples: http://blog.hubspot.com/blog/tabid/6307/bid/33635/12-Automated-Email-Workflows-You-ll-Kick-Yourself-For-Not-Using.aspx

Action item: what workflows are you using? If none go build one and point them to the workflow resource on Hubspot blog.

Don’t neglect workflows (from episode 13)

http://knowledge.hubspot.com/workflows-user-guide-v2/how-to-set-up-a-workflow-in-hubspot

From Sep 2012, updated Oct 2015: http://blog.hubspot.com/blog/tabid/6307/bid/33635/12-Automated-Email-Workflows-You-ll-Kick-Yourself-For-Not-Using.aspx

Action item: Ensure workflows are a key part of your marketing process. Review your existing workflows, and use them to improve the quality of your database.

Using the Recent Conversion field (from episode 19)

http://knowledge.hubspot.com/articles/kcs_article/contacts/list-of-hubspot-s-default-contact-properties

Full working example of using it: http://xen.com.au/using-the-hubspot-recent-conversion-contact-field/

Action: Go setup a workflow so you can utilise this feature

Send workflow internal notifications to multiple recipients (from episode 29)

https://app.hubspot.com/notifications/1639603/Product/2722864
Watch out of where the Save button is!!!

Has the Workflows layout changed?

New Productivity Beta -> Confusingly named ‘Projects’

Projects in HubSpot Productivity

Automate Lead Rotation, Task and Deal Creation in Workflows (from episode 34)

According to a recent study, sales teams spend less than a third of their time actually selling. The rest is spent on administrative tasks like creating CRM records, logging manual activities, and searching for relevant content to send to leads.

The ability to automate is critical to the development of successful sales organisations. It saves your reps and managers precious bandwidth, enabling them to focus on what’s really important — meeting the needs of their prospects and closing deals.

With three new updates to HubSpot — lead rotation, task creation, and deal creation — you’ll spend more time selling and less on busywork.

Lead Rotation

As your company grows and your sales team matures, assigning leads manually doesn’t scale. What was once five minutes a day becomes a full time job. Automating lead rotation saves precious time and bandwidth, allowing sales managers to stay focused on what really matters— their team’s performance.

How it works:

Rotate lead assignment in Workflows

Find your way into Workflows by clicking Contacts > Workflows in HubSpot Marketing. Edit one of your workflows using the pencil icon on the right, or create a brand new one for rotating leads with “Create New Workflow.” Once inside your workflow, add a new action, and you’ll see a brand new option under the “Sales” section: “Rotate Leads.”

The rotator works in a “round-robin” style — add any number of owners to the rotation, and they’ll be assigned the leads evenly.

Deal and Task Creation

Here’s how sales reps often divided their days: for every two hours spent selling, an hour of CRM administration — creating contacts and companies, logging tasks to follow up on, creating opportunities. Newsflash: if you can cut down that hour of admin work, you’ll sell more.

How it works:

Create a deal in HubSpot Workflow

Follow the steps outlined above to navigate into a workflow. When selecting a workflow action, you’ll now have the options to “Create a Task” and “Create a Deal.”

When you choose “Create a Deal,” you’ll be able to assign a HubSpot owner, name the deal, choose a Pipeline, Deal Stage, Close Date, and amount.

When creating a task, you can set status, due date, owner, and description.

Create a task in Workflows

What are some common use cases?

– Auto-creating a new Task to follow up in a few days when a deal changes stages

– Auto-creating a Task or Deal when you import a new list of contacts

– Auto-creating a new Deal when a contact or prospect fills out a particular form, such as a ‘Request a Demo’ or ‘Start a Trial’ form

– Auto-creating a Task for a rep to follow up with a contact or lead who views your pricing page, clicks a certain CTA, or views a webinar.

How to get started

Sales automation is a new part of Workflows, HubSpot’s automation tool — available to Professional and Enterprise subscriptions. Getting started is easy. Head into your Workflows to start automating your sales processes now.

Using Settings in Workflows: Suppressions and Priorities

hubspot workflow suppressions

This isn’t new – it’s been there for ages – but a good reminder to use these features.

Using HubSpot Workflows (from episode 84)

https://knowledge.hubspot.com/workflows-user-guide-v2/a-quick-tour-of-workflows

The simplest type of workflow is a Standard workflow eg for sending a Thank you email.

  • A contact fills out a form
  • When they fill out a form they are entered into a workflow
  • In the workflow they are sent a Thank You email
  • And also an internal email notification (eg to the sales team) is sent

Next episode we’re going to start looking into some interesting Workflow features.

Calling workflows from workflows (from episode 85)

Consider these as Main workflows and Sub workflows

Workflows have the option to call other workflows – referred to as ‘Enrolling in a workflow’:

hubspot call workflow 1

You simply choose the workflow to enroll the contact in:

hubspot call workflow 2

These then get fired off completely independently. I refer to these as sub-workflows.

Tip: Use the Goal settings in the sub-workflow to control whether a contact will progress though it. If a contact meets the goal they immediately drop out.

So you can make the sub-workflows completely self-controlling, and potentially send any contact into them, and the sub-workflow works out (by the Goal) whether they progress or not.

Really useful for Nurture campaigns.

Next episode we go through a practical example of using sub workflows

Practical example of calling sub workflows (from episode 86)

Setting contacts who submit forms to be Subscribers instead of Leads

Typical scenario: you have a simple notification form eg notify me of updates (eg new courses coming out). These contacts aren’t putting their hand up to be considered as leads, instead they are just a subscriber.

By default HubSpot will set any new contact who fills in a form to be a Lead.

A recap on HubSpot lifecycle stages: https://knowledge.hubspot.com/contacts-user-guide-v2/how-to-use-lifecycle-stages

A few methods:

  1. Set the Lifecycle as a hidden field on the form eg: https://knowledge.hubspot.com/forms-user-guide-v2/how-to-set-lifecycle-stage-with-a-form but this can be problematic if an existing contact that may already be a MQL or higher
  2. Create a workflow that checks existing Lifecycle stages and only sets back to Subscriber if meets conditions (Eg not already an MQL etc)

Example workflow steps:

workflow steps 1

And set the Workflow to drop out if any of the conditions are met:

workflow goal 1

And then you can simply call this workflow from any of your other workflows (eg a notification form submit workflow):

workflow 2

HubSpot Workflow Naming (from episode 89)

This came up in our WhatsApp group – how to name workflows.

This is important because as the number of workflows grows it can be difficult to find workflows from a year ago unless they are helpfully named.

workflows

There’s no one rule for every customer, but naming ideally includes notes about the lifecycle stage, goal of the workflow, industry, persona or audience targeted, type (eg Nurture versus Thank you), etc

Here’s a simple example:

hubspot workflow names

Got some good tips from HubSpot and Justin in the group eg using pipes in the naming.

I’d love to be able to take a peek at HubSpot’s own internal workflows…

Workflow Tip (from episode 91)

When preparing HubSpot Workflows with lots of emails, you need to ensure all your emails are Published (and not still in draft).

Workflows versus Sequences (from episode 110)

1:M versus 1:1

Marketing versus Sales

Workflows: Automated nurturing for lists (usually by Marketing)

Sequences: Automated follow up for individuals (usually by Sales)

https://blog.hubspot.com/customers/using-sequences

Here is a list of sample Workflows > https://knowledge.hubspot.com/articles/kcs_article/workflows/list-of-sample-workflows

HubSpot Integration Tips

Eventbrite integration notification in HubSpot (from episode 11)

Although I’m not sure if this is new or not? KB is from October: http://knowledge.hubspot.com/articles/kcs_article/integrations/how-to-connect-hubspot-and-eventbrite

How to connect your HubSpot account to Perfect Audience (from episode 12)

http://support.perfectaudience.com/knowledgebase/articles/577578-connecting-your-hubspot-account-to-perfect-audience

Working with HubSpot to Make Retargeting Easy for Inbound Marketers (from episode 12)

http://blog.perfectaudience.com/2015/05/20/new-feature-hubspot-1-click-integration/

Using HotJar with HubSpot (from episode 30)

http://docs.hotjar.com/docs/using-hotjar-with-hubspot
Action item: If you are using HotJar (click tracking tool) with HubSpot make sure you use the integration

Using GoToWebinar with HubSpot (from episode 35)

http://knowledge.hubspot.com/go-to-webinar-user-guide-v2/how-to-connect-hubspot-and-gotowebinar

Two of Craig’s customers have used this integration well.

HubSpot Connect – Hotjar Integration (from episode 57)

Hotjar is a website analytics and engagement software for marketers and product folks. With the addition of one line of Hotjar code to your website, users get access to heatmaps, screen recordings, visitor polls and more. When the integrations is active, information gathered from Hotjar polls is added to the contact timeline of leads in HubSpot. This allows marketers to gain a deeper understanding of visitor and customer feedback by mapping your Hotjar Poll responses to your HubSpot contact records.

If you want to signup for Hotjar you can here > https://www.hotjar.com/r/rbf91 – we might get a T-shirt  from Hotjar 🙂

Tip: make sure you include HotJar events in the timeline filter in HubSpot:

hotjar timeline

LeadsBridge Integration (from episode 75)

https://www.hubspot.com/integrations/leadsbridge

Connects your HubSpot lists into Facebook as Facebook Audiences.

Strongly recommend LeadsBridge – we use it with all our customers.

BTW It has sold out now, but try contacting AppSumo about this offer they had a little while back – lifetime LeadsBridge account for $49: http://www.appsumo.com/leadsbridge/

Using Databox to view HubSpot stats in an easily shareable Dashboard (from episode 84)

https://databox.com/

They have a free level – gives you access to 3 sources and 3 datacards

Use your HubSpot Marketing Free account as a data source and then use the ‘HubSpot Free Essentials – Inbound Dashboard’ template from their template gallery

Here’s an example built from one of our customer sites:

https://hubshots.com/wp-content/uploads/databox-1.png

Tips for using Databox (from episode 85)

Rotating datawalls:

databox looping

Nice databox tip (from episode 98)

http://blog.nextinymarketing.com/soapbox-weekly-hacks-how-to-aggregate-multiple-hubspot-reports-with-databox

We’re using this as a Databox embed on the XEN home page:

https://xen.com.au

xen home page

Lead Ads for HubSpot (from episode 104)

https://blog.hubspot.com/customers/lead-ads-for-hubspot

A little gotcha.  You need to connect your Facebook Ads account in Settings > Marketing > Ads and add your Facebook pixel.   If you don’t you will get a blank screen that spins with no ad creation!

Lead Ads are Facebook ads show that form, prefilled with the person’s Facebook data, so that it is easier to submit (ie don’t have to fill anything in).

Craig’s comment: Interesting that HubSpot is adding this kind of functionality, because for anyone who has been working with Lead Ads, they will find it much easier to prepare in Facebook natively.

Some, there must have been some research that showed that most HubSpot users haven’t used them before, and thus highlighting it as a HubSpot item might be useful.

Also: anecdotal experience using Lead Ads – they were much more successful when they first launched, more recently people seem more wary of filling them out.

Facebook Messenger is much more successful lately in terms of response.

HubSpot Campaign Tips

The value of Campaigns (from episode 17)

http://knowledge.hubspot.com/campaigns-user-guide-v2/overview-of-the-campaigns-tool-in-hubspot
You can add Campaigns to social shared items retrospectively, via the Calendar

Smart content by Preferred Language (from episode 18)

Released in the last 24 hours. Supports over 130 languages: http://www.hubspot.com/product-updates/smart-content-tailor-visitor-experience-by-preferred-language

Action: Great way to test..eg. in Australia you market to Chinese and you want to show them a specific call to action

Having Campaign next steps while creating the campaign! (from episode 31)

Eg. When building landing pages it helps create a thank you page too

HubSpot Campaign Helper

Advice: Just start a campaign!

HubSpot Email Tips

Using click visualisation map in emails (from episode 5)

A/B testing workflows:

http://blog.hubspot.com/customers/a-b-test-workflows-and-automated-emails

See my comment at the end of the post

Action item: there’s alway multiple ways of doing things

Split testing in general – split your lists using the last digit of Contact ID (eg one list with even numbers, another with odd):

If your Contact IDs are not populated, as an alternative you can use another test such as the first letter of a last name eg:

Smart list based on last name

Action item: Don’t under-estimate your brand, and Split testing email newsletter list: Always be testing!

Personalising the email send name and email address in HubSpot (from episode 14)

Note: the HubSpot KB is incomplete: http://knowledge.hubspot.com/articles/kcs_article/email/how-do-i-personalize-the-from-name-and-address-in-an-email
You don’t really need to add the extra fields if you have the Hubspot Owner set up properly.

Instead: set the From name and Email address to be:

HubSpot email personalisation

It will automatically insert the name or email address depending on what field it is placed in. In the subject line it uses the name

You may need to add it as an option using the Add/Manager first – and you can set a fallback there as well

Action item: Make it personal and make sure you have the Hubspot Owner set

Behavioural Email marketing (from episode 15)

http://blog.hubspot.com/customers/creating-a-behavioral-email-marketing-strategy

“Behavioral email is the practice of sending automated, targeted emails to the contacts in your database based on their interactions with your company across multiple channels: social media, email, your website and beyond.”

“Think about the social media messages you send, or the blog posts you write. They are the exact same for every reader. The advantage of using email is that it taps into your contact database, which means you can make it highly personal.”

Action: Take the time to tailor your email messages to the audience they are targeted at.

List of email unsubscribes (from episode 16)

http://knowledge.hubspot.com/articles/kcs_article/email/how-do-i-export-a-list-of-unsubscribes

Action item: Use it to keep your database clean

HubSpot’s email designer has a really cool feature for allowing ‘smart content’ (from episode 20)

Content you can swap in/out based on the contact’s details and lifecycle stage.

Smart content within emails: http://knowledge.hubspot.com/smart-content-user-guide/how-to-create-smart-content-in-a-hubspot-email

Creating a list based on people who have opted out of all email (from episode 28)

Smart list criteria for who has opted out of email

Add both a link and an image CTA in emails (from episode 30)

Otherwise Google Apps might sometimes not show images.
Action item: Get Feedback from recipients about whether your CTA images are showing in emails

Dealing with constant spammers

1. Block domains in a form
2. Setup a smart list of email domains to delete

Blocking domains:
Block free email addresses
http://www.hubspot.com/list-of-free-email-providers

Create a smart list of email address domains to mark as spam:
Use a smart list to segment spammers

You can also add a smart list of competitors, to ensure they never receive your download emails.

RSS to email options (from episode 38)

HubSpot email stats (from episode 39)

Email Smart Send (episode 46)

http://blog.hubspot.com/customers/email-engagement

Schedule your email to adjust to each recipient’s local time zone.

Shout out to Chris Mottram who produces our podcast: http://www.mottrammediagroup.com/

pasted image 0 1

Craig’s request: make it available for RSS-to-Email sends as well…

Target Your Subject Lines for Different Audiences (from episode 54)

Your subject line is arguably the most critical part of your email marketing strategy… if it doesn’t pique your audience’s interest, a carefully crafted email loses all impact. That’s why we’re happy to introduce Smart Subject Lines for Professional and Enterprise customers, the latest addition to the smart content experience which allows you to target your subject lines to contacts by different lists or lifecycle stages.

How does it work?

1. In the email editor you’ll see a Smart Content icon next to the Subject Line. Next, choose whether to segment by list membership or lifecycle stage.

smartsubjectlines1

2. Edit Smart Rules based on the criteria you select, and add any personalization tokens.

Screen Shot 2016 10 06 at 9.35.32 AM

Making your subject lines smart will help to boost open rates and bring you even closer to creating content that’s relevant for the audiences you’re trying to reach.

Plain Text Email Template – new template available in all portals (from episode 81)

https://www.hubspot.com/product-updates/new-video-your-need-to-know-product-updates-from-april

And yes, you can A/B test with them. You can test having a plain text version versus a version using a template.

We discussed plain text emails back in episode 34 – we referred to it as ‘unbranded email’: https://hubshots.com/episode-34/

Sending follow up emails to contacts who didn’t open or respond to the first email (from episode 82)

Using Smart lists to target contacts who:

  • Received but didn’t open (eg for Newsletters)
  • Clicked but didn’t purchase (eg for ecommerce)

Example lists:

hubspot email resend list 2

hubspot email resend example 1

Abandoned Cart emails – CAN-SPAM and CASL compliance (from episode 82)

Very difficult to get a definitive answer – here’s a few resources to review:

http://rejoiner.com/resources/email-remarketing-can-spam-2/

https://www.experian.com/blogs/marketing-forward/2017/03/20/understanding-shopping-cart-abandonment-compliance/

https://www.shopify.com.au/guides/email-marketing/transactional-emails

(This is not legal advice, obviously) however, note:

  • Understand what a transactional versus commercial (promotional) email is
  • Be aware that rules are different in different countries (eg Canada is considered the most stringent)
  • If you do send abandoned cart emails, make sure you delete the contact from your database if they don’t end up purchasing

HubSpot Contacts Tips

Contact’s First Touch (from episode 49)

Let’s say you wanted to build a smart list based on how contacts first came into contact with you, eg this detail at the start of their timeline:

hubspot original example

What is their First Touch?

Original Source contact property is in the Web Analytics properties:

hubspot original source property

You can use it to build smart lists, and even direct workflows.

Using the HubSpot Lead Scoring (from episode 50)

Academy Project: http://academy.hubspot.com/projects/customer-projects-lead-scoring

This is another one of the HubSpot tools that is under utilised. You can start with some simple engagement behaviours, and also demote certain contact attributes eg free email accounts:

hubspot lead scoring example

And also use some custom properties that others in the team have marked eg:

hubspot lead scoring example 2

Determine point values

How to Set Up Lead Scoring

PRO TIP: For the best results, you’ll want to stick to a 0-100 point scale and weight the points in relation to how ready that lead would be to talk to a sales rep.

Merge companies in HubSpot CRM (from episode 56)

https://knowledge.hubspot.com/articles/kcs_article/companies/what-happens-when-i-merge-two-companies

Another sign that HubSpot is pushing into the more sophisticated space when it comes to CRM.

Note: You will not have the option to merge company records if your account is integrated with Salesforce.

Conversions (from episode 65)

Credit for conversions is given to the last blog post somebody visited by this author before they converted into a subscriber or new contact. https://www.hubspot.com/product-updates/see-which-authors-are-driving-conversions

Setting the HubSpot Owner on contacts (from episode 72)

From the Marketing side, make a smart list of all the contacts who don’t have an Owner set:

hubspot owner missing

Then, you can do any of the following:

  1. Individually edit each contact
  2. Enrol contacts into a workflow to set their Owner: https://knowledge.hubspot.com/articles/kcs_article/contacts/how-to-set-an-owner
  3. Rotate owners in a Workflow when the contact is created: https://knowledge.hubspot.com/articles/kcs_article/workflows/how-can-i-automatically-distribute-my-leads-evenly-to-different-hubspot-owners

From the Sales (CRM) side, create a filter of contacts who are missing the Owner:

hubspot filter

And then you can either:

  1. Individually edit each contact
  2. Bulk edit: https://knowledge.hubspot.com/articles/kcs_article/contacts/how-to-set-an-owner

You can also:

  1. Set HubSpot Owner when importing: https://knowledge.hubspot.com/articles/kcs_article/contacts/can-i-import-a-hubspot-owner-for-contacts-in-hubspot
  2. Sync with Salesforce to set the owner (if you use Salesforce)

https://www.craigbailey.net/setting-hubspot-owner-contact-records/

Using HubSpot forms on non-HubSpot sites (from episode 78)

If you use HubSpot forms on non-HubSpot sites eg WordPress, you can use the Forms listing to view their conversion rates: Contacts -> Forms

Collected Forms tool (from episode 78)

https://knowledge.hubspot.com/articles/kcs_article/collected-forms/how-do-i-use-collected-forms

Even if your web site currently has other forms on it, the HubSpot Collected Forms can ‘listen’ for form submits and record them.

Natively supports sending to MailChimp for sending follow up emails.

You can also use Zapier to push contacts into other platforms.

HubSpot Dependent Form Fields (from episode 80)

https://knowledge.hubspot.com/forms-user-guide-v2/how-to-use-dependent-form-fields

https://knowledge.hubspot.com/articles/kcs_article/forms/is-it-possible-to-make-a-form-field-dynamically-appear-as-a-result-of-an-answer-to-another-question

A little gotcha: it won’t show the optional fields if you refresh the page – you’ll need to untick/tick a field again to show it for example.

https://hubshots.com/contact/

Analysing recency of contacts and how it contributes to sales conversions – Ecommerce tip (from episode 81)

We found with a customer that 90% of sales were coming from contacts who had signed up within the last 6 weeks. The rest of the database is very cold, highlighting both problems and opportunities.

In HubSpot you can create a list based on the create date and compare it to last order date eg:

And then create a second list for before the period and compare the list sizes.

Using HubSpot Content Setting properties to see where a field is used (from episode 88)

hubspot property settings 1

Click on the Used in number and then see where it is used.

Eg here’s the items for a custom contact property in my portal:

hubspot property used in

 

Unbounce Contacts (from episode 91)

Unbounce contacts who have bounced:

hubspot bounce unbounce

Available on the contact record.

Great for when known contacts have an issue with their email server and are marked as bounced, yet we know they are actually fine and it was only a temporary glitch.

Previously we had to contact HubSpot support to get contacts unbounced.

New Form Tool Design (from episode 105)

https://www.hubspot.com/product-updates/new-forms-editor

hubspot new forms 1

Love the help option: Learn More

Eg it shows help in the tool:

hubspots new form help 1

Secondary email on contacts (from episode 106)

https://www.hubspot.com/product-updates/marketing/multiple-email-addresses-for-contacts

https://community.hubspot.com/t5/HubSpot-Ideas/Enter-2-email-addresses-for-a-contact/idi-p/1170/page/10#comments

You are now able to add a secondary email on a contact:hubspot secondary email

You can mark one as the Primary.

Note: secondary emails aren’t picked up in smart lists or trigger conditions, and marketing emails will only be sent to the Primary. Secondary won’t be picked up in global search.

 

HubSpot Reporting Tips

Tracking utm parameters in HubSpot (from episode 3)

http://xen.com.au/tracking-utm-parameters-in-hubspot-forms/

Smart List Performance tab (from episode 32)

HubSpot List Performance tab

Action item: use these graphs to highlight areas to improve or remove. For example, I’ve cut back on showing CTAs to anyone outside Australia.

Using the Competitor Manager (from episode 42)

https://app.hubspot.com/competitors/
A quick tip for people who may have forgotten about it

HubSpot has a ton of tools that are easy to forget about. We might look at the Keyword tool in a future episode

Using the Keyword Tool (from episode 43)

https://app.hubspot.com/keywords/

A quick tip for people who may have forgotten about it

The XEN agency site ranks #27 for the term ‘ryan bonnici’

Searching for Ryan Bonnici

Check the difficulty score for Ryan – 97!

Blog Author stats (from episode 53)

http://www.hubspot.com/product-updates/see-which-authors-are-driving-conversions

From the ‘Analyze’ tab of the Blog dashboard, scroll down to the Top Posts by Conversions report. After clicking-in to that report you will be able to switch the filter to Authors and see which authors are primarily driving conversions from blog posts, and even which posts specifically have driven the most new contacts.

pasted image 0 10

Excluding your IP address in HubSpot (from episode 61)

Go to Report Settings and scroll to the bottom:

hubspot exclude ip

Analysing content in HubSpot (from episode 64)

  1. Check your Page Performance report (Under Reports menu)
  2. Check the SEO optimisation of each page (start with your top 10 most popular pages)
  3. Update the content for latest findings and accuracy
  4. Update internal links to increase relevance and freshness
  5. Update ‘Last Updated’ date
  6. Add a tailored Lead Flow slide-in onto the page
  7. Check the CTA results for the page and if needed create a variation to test the CTA against to increase click through and conversion

Facebook Ads (from episode 69)

https://blog.hubspot.com/customers/facebook-ads-integration

It’s really good. And a big improvement on the original release – which Craig gave the big thumbs down to back in episode 5: https://hubshots.com/episode-5/

Pros:

  • Main usage is reporting
  • Lead Ads integration (supports Lead Forms)
  • ROI calculation can be based on Deal size ie real dollar numbers, not estimates

Cons:

  • Not good for creating, or managing in detail
  • Some issues with LinkedIn integration if you manage multiple LI ad accounts

hubspot ads addon roi

Next feature we’d like to see: syncing Saved audiences based on HubSpot lists…

Action item: Start the 14 day trial, connect your accounts and view the stats. If they are helpful to you, consider purchasing.

A quick reminder about the HubSpot URL Builder (from episode 70)

https://knowledge.hubspot.com/articles/kcs_article/settings/how-do-i-create-a-tracking-url

Available from Reports > Home, Reports > Sources and Reports > Events

Two reasons I like the HubSpot builder compared to the Google one:

  • Keep a history of the links you’ve created
  • Generates a short URL for you as well

Useful for creating tracking URLs, getting shortcut links, and having them saved.

Here’s three quick ways to check which content is working well (from episode 71)

1. Page Performance report (under Reports).

Scroll through pages to view which ones have the highest CTA click through rate.

2. Attribution report (need to create a new Report from Reports Home)

hubspot attribution report

This is what you see in Professional:

Reports Home HubSpot

3. Blog post Analyze – Top Blog Posts by Conversion

View which posts have driven the most conversions.

Then click through to the full report to view Blog conversions.

BETA HubSpot Marketing tip – email prompt to suppress low engagement users:

Edit Email Melbourne announcement and Slack Search Be Found

https://knowledge.hubspot.com/articles/kcs_article/email/what-is-graymail-and-how-can-i-avoid-sending-my-email-to-contacts-with-low-engagement-rates

How does HubSpot calculate low engagement?

  • If a recipient has never opened an email from you and has not opened the last 10 emails you’ve sent them, these are categorized as recipients with low engagement.
  • If a recipient has previously opened an email from you but has not opened the last 15 emails you’ve sent them, these are categorized as recipients with low engagement.

HubSpot Marketing want of the week: Would love to be able to A/B test website pages (ie same as you can with Landing Pages).

Reminder: Keyword history in the HubSpot Keyword tool (from episode 74)

hubspot keyword tool

This isn’t new – it’s been in the product since the start – but many people don’t realise you can click through on keywords to see the keyword history.

Note: only keeps 12 months of keyword history

Reminder to use Page Performance report (from episode 79)

https://app.hubspot.com/pages/XXXXX/analyze/page-performance

Minimum Viable SEO: If You Only Have a Few Minutes Each Week… Do This! – Whiteboard Friday

https://moz.com/blog/minimum-viable-seo-whiteboard-friday

pasted image 0 13

 

Understanding First touch versus Last touch attribution (from episode 87)

By default Google Analytics is mostly Last Touch – which means that revenue or leads will attribute the source to be the last channel that they came from.

HubSpot is first touch, which means it tracks the customer back to the First source they came from.

A quick example:

Google AdWords drives a person to your site and they sign up for an ebook download

Later they get an email promoting a special offer and they make a purchase.

Google analytics will attribute the sale to the last touch ie the email

HubSpot will attribute it to the first touch ie analytics

Some quick gotchas:

  • This is why when viewing the HubSpot sources report you’ll very rarely see Email as a source of contacts and customers
  • Thus always use a combination of both to get the full picture
  • It is also why it is very hard to get the full story all in one report

Notes:

  • Google analytics has some advanced reports under the Conversion section for checking assisted conversions and conversion paths
  • HubSpot has attribute reports but the Channel attribution report is only available in Enterprise

HubSpot Attribution reports (from episode 87)

This is the Google analytics top conversions path report:

ga top conversion paths

This is the HubSpot Attribution report available in Pro:

hubspot attribution pro

Key advantage of this report is that it can show you the results of HubSpot landing pages that don’t have a form eg ‘interim pages’ that push through to the main site. It can be hard to track the effectiveness of these in the Landing Pages report, so the Attribution report is a good way to see their contribution.

This next report is only available in HubSpot Enterprise:

hubspot enterprise attribution report

Make sure you have Bot Filtering enabled! (from episode 99)

Note: If you created your HubSpot account on or after April 1st, 2017, this feature will be on by default.  So do this for older accounts!

https://knowledge.hubspot.com/articles/kcs_article/reports/can-i-stop-bots-from-skewing-my-website-analytics-data-in-hubspot

Settings Beta

Determining AdWords Search traffic versus AdWords Display traffic (from episode 102):

hubspot source report adwords search display

Thanks Suellen!

HubSpot Marketing Gotcha – Campaigns don’t report paid social traffic:

https://knowledge.hubspot.com/articles/kcs_article/cos-general/why-are-my-tracking-url-visits-not-appearing-in-the-campaigns-tool

Content Strategy (from episode 103)

https://www.hubspot.com/products/marketing/content-strategy

New tool from HubSpot now available in all portals – helps you to group keyword topics into clusters:

hubspot content strategy tool

Crawls through your HubSpot content items (landing pages, web pages and HubSpot blogs) but not external items eg WordPress blogs (even though they are checked in the Page Performance report), so that’s something to be aware of.

You can attach external content items, to see the effect they are having (eg as seen in the screenshot above).

Content Strategy Tool (from episode 105)

Revisiting the Content Strategy tool (a follow up to Craig’s comments in episode 103) – which really should be renamed to the Topic Cluster tool.

Thanks to Varun for opening my eyes to how to properly use this tool.

Quick takeaways: this is a fantastic way to get everyone understanding the terms that are relevant. Compare the user experience with the typical sending around of spreadsheets etc.

Further reading: https://blog.hubspot.com/customers/content-strategy-framework

HubSpot Landing Page Tips

A/B testing of landing pages and emails (in addition to CTAs) (from episode 66)

Here is a https://knowledge.hubspot.com/landing-page-user-guide-v2/how-to-ab-test-landing-pages

Now part of HubSpot Pro (seems to have been added in November)

Love that you can change everything in a variation (including template, page title, even the form that is used)

HubSpot Website Tips

Forms sometimes don’t render in the correct place (from episode 4)

Using a named div to place it: http://xen.com.au/hubspot-forms-rendering-issue-in-elcomcms/

HubSpot WordPress plugin (from episode 5)

Using the HubSpot WordPress plugin will bring in blog posts and show a CTA% next to them: http://knowledge.hubspot.com/articles/kcs_article/reports/how-is-cta-percent-calculated-in-page-performance

How to turn on SSL on your HubSpot website (from episode 7)

If you would like to avail of the SSL functionality, you must request it via this form: http://www.hubspot.com/request-ssl

Adding SSL does require DNS changes for your website in addition to other technical set-up actions. So this process may take up to four weeks to complete as a result of the very high demand for this functionality..

Action item: Considerations related to moving to https://

  • Ensure redirects are out in place (ie 301 redirects)
  • Be aware that social share counts will be affectedUnderstand how HubSpot buckets together traffic in the sources report (from episode 9)

http://knowledge.hubspot.com/articles/KCS_Article/Reports/How-does-HubSpot-categorize-visits-contacts-and-customers-in-the-Sources-Report#detailed_rules

e.g. be careful when setting the ute parameters from paid search e.g. if you use banner or cpm (instead of cpc or ppc) as the medium they will get bucketed into Other instead of Paid Search

Using Smart Content – Relationship-driven Marketing (episode 68)

Smart content is content that is intelligently personalized to your customer’s needs.  With Smart Content you can deliver content specifically tailored to where a prospect is in the buying process, or content targeted to people the very first time they visit. Smart Content lets you target content based on anything you know about your contacts.

Why implement smart content?

HubSpot looked at the data for more than 93,000 calls to action over a 12 month period. What they found was calls-to-action targeted to the user performed 42% better than calls to action that were generic.

Get started here > https://knowledge.hubspot.com/smart-content-user-guide/how-to-get-started-with-smart-content

When not to use it: https://knowledge.hubspot.com/articles/kcs_article/cos-general/can-i-use-smart-content-on-a-thank-you-page

Shutterstock integration into File Manager (from episode 73)

Shutterstock Integration: 60,000 Royalty Free Images within HubSpot Now Available

If you’re a content creator, you know finding the right image can be time consuming and full of legal complexities. Today, we’re happy to announce an integration with Shutterstock which will make 60,000 images from their gallery available free within HubSpot.

Try out the Shutterstock integration today!

17 01 27 HubspotPromotion HeaderThumbnailblog header

How it Works:

  • Head to File Manager and click the new ‘Stock Images’ tab.
  • Within Stock Images, search for an image you would like to add to social messages, or content. Such as, “coffee” or, “exam”.
  • Once you find an image, simply click on it and save it to your File Manager.
  • After it’s saved, go to your content, or social message and insert it directly from there.

Note: Watermarks will appear on Shutterstock images within search. Once you save these images to your File Manager, watermarks are removed and will not appear in your live content.

Note: we discovered that this is only a subset of the images available on Shutterstock – many of the ‘good’ ones aren’t available.

Tip for controlling the META author used on HubSpot webpages (from episode 76)

Ever wondered where HubSpot gets the author it uses on meta author tag on website pages (ie not blog posts)?

hubspot meta author tag

Surprise! It is taken from the Email Footer Information settings:

hubspot email settings company name

 

AMP pages (from episode 79)

Bonus: Accelerated Mobile Pages (AMP) is here for blog posts!

This helps speed-up your blog posts for mobile visitors and make them more discoverable in Google search. Speed matters and with AMP in HubSpot, blog post content will load nearly instantaneously for mobile visitors keeping them engaged.

AMP-enabled content will display with the logo in search results and will also have the opportunity to display in Google’s carousel making it more discoverable.

Content Settings HubSpot

Setting up Colour Picker Favorites (from episode 88)

Why?  Because it keeps your brand consistent and is used in the system where ever you can choose colours. Like on pages and CTAs.

You can find this in Content Settings > Colors and Fonts > Color Picker Favorites

Content Settings HubSpot 1

HubSpot Social Tips

New Paid Social channel in the Sources report (from episode 33)

HubSpot Paid Social Report Source

If utm_medium=”paid” and utm_source = the name of a social network OR utm_medium=”paid” and referring domain is a social media site OR utm_source OR utm_medium =”paidsocial”

They don’t support utm_medium=”cpc” or “ppc” which is a little strange – Craig is raising that with HubSpot.

Eg here’s a typical parameter string we use with Facebook advertising:

utm_source=facebook&utm_medium=cpc&utm_content=feed&utm_campaign=your-campaign-name

this will now have to change to:

utm_source=facebook&utm_medium=paidsocial&utm_content=feed&utm_campaign=your-campaign-name

Here’s an example of how it looks in Facebook Power Editor when editing an ad:

Facebook URL parameters

You can now add social metrics to your HubSpot dashboards (from episode 67)

This will put your social media data side-by-side with your other key marketing metrics.

You’ll see four brand new report templates that can be added to your dashboard in a single click:

  1. Social clicks.Tracks the total number of clicks on the links in your social messages, summed across channels.
  2. Social clicks by channel. Shows you which specific accounts are sparking your social media success.
  3. Social interactions. Aggregates the number of engagements across your social networks (see below for more details on how interactions are defined).
  4. Social interactions by channel. Shows which specific accounts are driving the most engagement.

hubshot social click widget

Action item: Use this to check which social channels are driving clicks. Craig was surprised to find that Google+ was driving tons more clicks than other channels!

HubSpot Social tools (from episode 77)

Quick tips – get instant email notifications of Twitter brand mentions.

Go to Social > Monitoring

Add a new stream based on your brand name and handle

Set the ‘Notify me of matches via’ to send an immediate email:

xen hubspot social

While you are in the Social section, check out some of the Reports – they can be quite helpful in identifying good channels eg:

xen hubspot social report

There is an update to the social setting & compose tools coming soon.  We cannot wait to test them Markus (@Marcus_Andrews)

New Social Media Tools (from episode 90)

This looks like the first update in the line of many.  Overall I think it is an update that was long overdue and has certainly made it easier to do social publishing.  There are a few things like the calendar chooser that does not update pointing to items that are already scheduled.

https://www.hubspot.com/product-updates/now-live-opt-in-the-new-social-media-tools

 

Follow Me module (from episode 93)

If you want to add the Follow Me module to your site you can generate the code under the Social Settings.

hubspot social follow me embed

Creating Lookalike Audiences for Facebook Ads (from episode 112)

Lookalike Audience

This is powerful when you consider the expanded reach you can have.

Globally, people spend an average of 50 minutes a day on Facebook, giving us ample opportunities to connect with the right people.

Make sure you have setup your Facebook Pixel and enabled it within HubSpot.  Best part is you can use your HubSpot lists to create lookalike audiences!


 

HubSpot Lead Flows Tips

Lead Flows (from episode 61)

http://www.hubspot.com/product-updates/introducing-lead-flows-for-hubspot-marketing

Gotcha: if you have LeadIn installed as well as HubSpot then the Lead Flows won’t show. So disable LeadIn on your WordPress site if you already have HubSpot installed.

Good to test with sites. Simple to setup and target, and easy to add to smart lists.

In smart lists, include Form Submits from forms that have Lead Flow names.

Contacts who fill out Lead Flows can be enrolled in Workflows, just like any other form submit.

Interesting that Lead Flows are under the Content menu, and not under Contacts – I thought they’d be more like Forms (which is under Contacts). HubSpot considers it a Call to Action, rather than just a Form.

More on Lead Flows (from episode 62)

Aiming for extreme targeting

Name your Lead Flows based on the offer they have, and then add to a few pages.

Each time you post a new blog post add the blog post URL to the appropriate Lead Flow.

Simplicity is the key: test lots of different Lead Flows. Note that they are simple eg can’t A/B test them or even report on them eg can’t do breakdowns based on device or anything like that

Keep testing: eg on one site we’ve had more than 30 Lead Flow submits in the last week (ie almost as many as the normal leads collected) whilst on another site they’ve had very little response. Which indicates that the way the offer is expressed needs further testing.

leadflows 2

Keep testing your Lead Flows to improve conversion rates.

Gotcha: can’t have LeadIn plugin and the WordPress plugin both active on a site or else the Lead Flows won’t work.

Blog post PDF downloads (from episode 90)

Use HubSpot Lead Flows to offer a PDF of the blog post the visitor is on.

Follow up emails in Lead Flows (episode 107)

hubspot lead flow emails

You set up your sender footer details and then can create a series of very basic emails.

The emails are plain text like, and don’t support personalisation.

You can have delays (weeks and days, but not hours or minutes) between the emails.

You can create up to 5 emails.

You can join the beta here: https://offers.hubspot.com/lead-flow-email-beta

Customize Lead Flow Form Fields & Block Specific Email Domains (from episode 113)

c663124a 7054 41e8 93a8 edb9a70aed12

Persona field is a good example of one that you’d want to change the label on.

HubSpot Content

Getting your XML sitemap from HubSpot (from episode 110)

Content menu > Content Settings > Sitemaps

hubspot xml sitemaps

Select your site, and the tick/untick which pages to include, and publish any updates.

Video: Adding your HubSpot site XML sitemap to Google Search Console

https://www.youtube.com/watch?v=jf1Y_ejFv-8

HubSpot Ads Tips

Creating Lookalike audience (from episode 116)

Using the Ads features to create Lookalike audience that you can use to do Facebook promotion. But Why stop there…you can also create some based of smart lists in your portal.

Ads HubSpot

HubSpot Sales Tips

HubSpot Sales Email Tips

Use Email Templates (from episode 66)

Have a consistent and effective way you/sales communicate with people.  Make your repetitive sales emails into templates you can access inside your inbox and share with your team.

https://knowledge.hubspot.com/articles/kcs_article/sales-templates/how-do-i-create-an-email-template-in-hubspot-crm

This alone will buy you back some valuable time!

Email Scheduling (from episode 77)

Schedule emails to send at times your leads & customers  will actually read them.

Meeting Next Wednesday ian jacob searchandbefound com au Search Be Found Mail

Similar to Boomerang for Gmail.  Great for when you want to get through a lot of responses and not bombard people.

Update from Sequences.  Looks like if you have communication with the person that terminates the sequence regardless if they have not opened the email.

Send Emails from Company and Deal Records in HubSpot CRM (from episode 73)

You can now send emails from company and deal records in addition to contact records. This change makes it quicker and easier to get your emails into your prospects’ inboxes. Fewer clicks between CRM

records means time saved.

Resmed

HubSpot Sequence Library (from episode 76)

Sequences HubSpot

Think about starting with one from the library.  We are testing this with each other and we will report back in the next few weeks.

Also:

https://medium.com/marketing-and-entrepreneurship/10-cold-email-tips-i-used-to-get-60-000-app-signups-dd928d86ca21#.w9ffukdvn

Speaking of outreach…

HubSpot Email Tracking or Sales > Activity Stream in HubSpot (from episode 82)

https://www.hubspot.com/products/sales/email-tracking

Know the second a lead opens an email, clicks a link, or downloads an attachment – then send a perfectly timed follow-up.

3 things we find useful in this tool:

  1. Knowing who has not opened your email so you can follow up.
  2. Knowing when people click links in your email
  3. When they revisit to your website

Activity Stream

HubSpot Sales Prospecting Tips

Meetings (from episode 67)

Creating personal meeting links that include customising:

  • Time available
  • Buffer time
  • Time in advance
  • Number of weeks in future to book

Saves Ian a lot of time organising meetings with clients and prospects.

To learn more about it: https://www.hubspot.com/products/sales/schedule-meeting

Creating custom views in the CRM for prospecting (from episode 68)

https://knowledge.hubspot.com/articles/kcs_article/contacts/creating-custom-views-for-prospecting

An example of an advanced view:

Sales reps just want to know who they should be talking to today. The view below is an example view that a sales rep could create to see which Contacts they should talk to.

For this sample view, we only want to see contacts that:

  1. Are Leads in your CRM
  2. Are owned by your user
  3. Haven’t been contacted in the last week
  4. Have been contacted less than two times already
  5. Do not have any deals already associated with them

Sales Tools > Prospects (from episode 69)

Great to see who is visiting your site and if you can identify the company and keep a track

https://knowledge.hubspot.com/articles/kcs_article/prospects/what-is-the-best-way-to-use-the-prospects-tool

Craig’s wishlist: be able to filter prospects by pages visited.

Meetings – some nice personalisation options when setting up a meeting link (from episode 112)

meeting config

HubSpot Sales Calls Tips

Call Queue (from episode 71)

https://knowledge.hubspot.com/articles/kcs_article/calling/how-do-i-use-my-hubspot-call-queue

Pro tip: The country code must be included when dialing to or from a country outside of the United States. The format may include a “+” or not.  So example have +61 416 005 578.

Making and logging calls (from episode 78)

https://www.hubspot.com/products/sales/click-to-call

The HubSpot app is a great way to use it however you do not get the option to add the call disposition / outcome!  So be aware of that.

Here’s how to set up calling:

https://knowledge.hubspot.com/calling-user-guide

HubSpot as an integrated tool is pretty compelling, the only thing they are missing is a strong Chat bot tool – something like Drift’s Lead Bot: https://www.drift.com/leadbot/  – will be interesting to see what they deliver when Messages is released: https://www.hubspot.com/products/messages-beta (still waiting for our Beta access)

I wonder if HubSpot will buy Drift?

Custom Owner Properties in Contact fields (from episode 104)

eg:

hubspot custom field

This is really, really cool!

Note: not available in Forms. I thought this might be great for using in internal forms eg sometimes we add forms to a hidden page that staff can fill out. You could use it as a field to nominate staff member of the week etc. But sadly this isn’t possible.

Custom Meeting & Call Types in Sales Professional (from episode 106)

https://www.hubspot.com/product-updates/custom-meeting-call-types-in-sales-professional

Settings 2

HubSpot Sales Contacts Tips

Pinned Notes on contact records (from episode 74)

hubspot pin note

HubSpot CRM Task Queues (from episode 79)

This works for contacts, companies and deals.  Basically giving structure to getting things done using the CRM on a daily basis.  Watch the 2 minute video as it will give you an idea quickly on how to do this.

Click here to see all features of HubSpot CRM.

Did you know? 80% of sales require 5 follow-up phone calls after the meeting, yet 44% of salespeople give up after one follow-up. As a best practice, every deal in your database should have a next step

Creating Contact views in the CRM (from episode 87)

Eg here’s a simple one for checking for contacts who haven’t been assigned an owner:

hubspot view unknown owner

Creating a Contacts View to see all contacts that have had no activity on them since they have submitted a form.  We created a view where the Last Activity Date is unknown.

Why? So we can see make sure people are followed up and CRM is updated appropriately.

Contacts

Setting default contact fields to show on contact records:

hubspot contact settings

These are the fields I typically like to include:

hubspot contact fields 1

hubspot contact fields 2

BTW Companies are now available in Marketing as well – under the Contact menu.

Set Properties for Moving Between Deal Stages (from episode 95)

You can set some fields to be shown/required when moving a deal between stages.

hubspot deal stage prompts

hubspot deal stage prompt setup

HubSpot Teams – setting up Teams in HubSpot for easy allocation of leads etc (from episode 97)

https://blog.hubspot.com/customers/july-2017-hubspot-product-updates

Using filters to find Deals with an Owner who is no longer with the company (from episode 99)

https://blog.hubspot.com/customers/managing-deals-in-your-crm

Tip #1 walks you through creating a filter:

  • Owner Assigned Date IS known
  • Owner is not any of [list of current users]

Views updates (from episode 103):

https://www.hubspot.com/product-updates/a-slew-of-new-filtering-features-in-hubspot-

Views are now called Saved Filters, and are much easier to use – here’s an example of saved filters in my portal:

hubspot saved filters list

Plus you can mark some Saved Filters as favourites (in the left hand side)

You can also use Saved Filters as a jumping point into a report.

Now HubSpot Marketing portals will have access to saved filter functionality just like you did in Sales.

When Should I use a Saved Filter versus a Smart List?

Using Saved Filters versus Using Lists:

  • Saved Filters are great for quick checking and editing
  • Lists are great for triggering Workflows, setting recipients in Emails, choosing smart content

HubSpot Sales Reporting

New and Improved Engagement Reporting for HubSpot Sales (from episode 75)

Which is basically them making HubSpot CRM much better for telemarketers…

The latest improvements bring more detailed engagement tracking and reporting to HubSpot CRM and Sales. These updates come in three distinct flavors.

  1. All HubSpot Sales users can now set call dispositions. Track the outcome of every call made via HubSpot Sales.
  2. All HubSpot Sales Professional users now have access to sales content report templates. Seven new canned reports for HubSpot dashboards that provide deep analytics on calls, meetings, and sequences.
  3. Reporting Add-on users can now utilize engagement report filters when building custom reports. Run reports on how many calls, emails, meetings, and tasks your team is logging. Now, filter those reports by owner and type, to zoom in on the data you actually care about.

Today’s updates enable you to get a clearer view of your reps’ productivity. Implement a more consistent call-logging process with call dispositions, and zero-in on specific engagement data to identify the parts of your reps’ process that need the most work using the new reporting functionality.

hubspot call outcomes

Btw good opportunity for HubSpot (attention: Matt Barby) to try to rank for the term ‘call disposition’ – currently this is the top ranking result: http://www.ringdna.com/blog/what-is-call-disposition-how-to-measure-it

Which says:

“Call disposition” is a call center term for a label that describes the outcome of a call.

Here’s a screenshot of the reporting after Craig made 3 calls to Ian to test it out:

hubspot call reports

HubSpot Reporting Add-on Tip (from episode 91)

Reporting on Sources of Leads, grouped by life cycle stage:

hubspot reporting 1

hubspot reporting 2

Here’s the setup in reporting:

hubspot reporting 3

Setting up your Sales Dashboard (from episode 88)

This is a great place to get the information you need in the one place.  Especially if you are using Sales Pro you can add the extra widgets available.

Like Calls Made by Rep & Meetings Booked by Rep

Reports dashboard

 

Customer Service follow ups instead of Sales Reps follow ups (from episode 76)

Example:

“Hi, this is Sarah from Blue Widgets Company. I noticed you downloaded one of guides earlier today. I work in the customer service team – I’m not in sales – and the reason for my call is just to check if you were able to download and view the guide, and if it was useful.”

Get off the call quickly:

  • If yes, they got it: “Excellent, glad to hear it. Have a great day – if there’s anything else you need, just let me know”
  • If no, they didn’t, or they haven’t bothered to read it” “No problem, would you like me to send it to you again”

In both cases, send personal email after the call

Documents in HubSpot Sales

Why we love this is because

  1. It is a central location of helpful document/sales content that your entire team can use and share documents right from your Gmail or Outlook inbox, and see which content closes deals.
  2. Know the second a prospect/user opens a document.
  3. Identify the documents that close deals and get used consistently.

Sending a weekly sales report email from HubSpot (from episode 93)

Note: this is a workaround – I’d like a better way to do this.

Not particularly elegant, and there’s no formatting in the email body for your message, but it works well.

hubspot weekly report

HubSpot Sales Workflow Tips

Creating workflows that assign tasks to your team for actioning from form fills. (from episode 114)

This stemmed from a discussion with a customer that received a lot of different form notifications.  So we removed them from all notifications and created workflows to create tasks that they actioned each morning.

Warranty claims processing for Murray HubSpot

HubSpot Sales Meeting Tips

Meetings Reminder (from episode 115)

Now, you can set up your HubSpot Meetings link to automatically send reminder emails to prospects/clients 72 hours and 1 hour before your meeting, which should decrease no-shows!

Meetings

Note that you cannot personalise the reminder email at the moment:

Meetings 1

https://www.hubspot.com/product-updates/set-automatic-email-reminder-for-meetings

HubSpot Sales General Tips

You can add child companies to a company in HubSpot CRM (from episode 72)

https://www.hubspot.com/product-updates/introducing-parent-child-relationships-in-hubspot-crm

Note: a parent can have many children, but a child can only be attached to one parent ie there’s no many-to-many relationships allowed.

Also, there’s no data rollup – ie deals against a child company won’t show against the parent.

Good use case: Government departments, divisions in big companies & franchises – because you can set the HubSpot owner on child companies

 

Messages is now live for everyone that uses Sales Pro (from episode 85)

https://www.hubspot.com/product-updates/messages

Messages

Terminology updates (from episode 89)

Recent = Last

Eg Recent Conversion Date = Last Conversion Date

Previous = Last

Previous Month = Last Month

But it is getting updated regularly and is almost consistent now.

Timeline filters (from episode 102)

Checking you have your timeline filters correct so you are seeing everything you need to see and are not missing things.

Victor Christie

Bonus feature – consolidating page views in the contact timeline:

hubspot timeline combined pageviews

 

HubSpot Sales Email Tips

Use Email Templates (from episode 66)

Have a consistent and effective way you/sales communicate with people.  Make your repetitive sales emails into templates you can access inside your inbox and share with your team.

https://knowledge.hubspot.com/articles/kcs_article/sales-templates/how-do-i-create-an-email-template-in-hubspot-crm

This alone will buy you back some valuable time!

Email Scheduling (from episode 77)

Schedule emails to send at times your leads & customers  will actually read them.

Meeting Next Wednesday ian jacob searchandbefound com au Search Be Found Mail

Similar to Boomerang for Gmail.  Great for when you want to get through a lot of responses and not bombard people.

Update from Sequences.  Looks like if you have communication with the person that terminates the sequence regardless if they have not opened the email.

Send Emails from Company and Deal Records in HubSpot CRM (from episode 73)

You can now send emails from company and deal records in addition to contact records. This change makes it quicker and easier to get your emails into your prospects’ inboxes. Fewer clicks between CRM

records means time saved.

Resmed

HubSpot Sequence Library (from episode 76)

Sequences HubSpot

Think about starting with one from the library.  We are testing this with each other and we will report back in the next few weeks.

Also:

https://medium.com/marketing-and-entrepreneurship/10-cold-email-tips-i-used-to-get-60-000-app-signups-dd928d86ca21#.w9ffukdvn

Speaking of outreach…

HubSpot Email Tracking or Sales > Activity Stream in HubSpot (from episode 82)

https://www.hubspot.com/products/sales/email-tracking

Know the second a lead opens an email, clicks a link, or downloads an attachment – then send a perfectly timed follow-up.

3 things we find useful in this tool:

  1. Knowing who has not opened your email so you can follow up.
  2. Knowing when people click links in your email
  3. When they revisit to your website

Activity Stream

HubSpot Sales Prospecting Tips

Meetings (from episode 67)

Creating personal meeting links that include customising:

  • Time available
  • Buffer time
  • Time in advance
  • Number of weeks in future to book

Saves Ian a lot of time organising meetings with clients and prospects.

To learn more about it: https://www.hubspot.com/products/sales/schedule-meeting

Creating custom views in the CRM for prospecting (from episode 68)

https://knowledge.hubspot.com/articles/kcs_article/contacts/creating-custom-views-for-prospecting

An example of an advanced view:

Sales reps just want to know who they should be talking to today. The view below is an example view that a sales rep could create to see which Contacts they should talk to.

For this sample view, we only want to see contacts that:

  1. Are Leads in your CRM
  2. Are owned by your user
  3. Haven’t been contacted in the last week
  4. Have been contacted less than two times already
  5. Do not have any deals already associated with them

Sales Tools > Prospects (from episode 69)

Great to see who is visiting your site and if you can identify the company and keep a track

https://knowledge.hubspot.com/articles/kcs_article/prospects/what-is-the-best-way-to-use-the-prospects-tool

Craig’s wishlist: be able to filter prospects by pages visited

Email Threading in HubSpot CRM (from episode 111)

Email Threading in HubSpot CRM:

https://www.hubspot.com/product-updates/email-threading-in-hubspot-crm

Here’s the default view:

hubspot email thread 1

And now viewing the thread:

hubspot email thread 2

And now fully expanded:

hubspot email thread 3

HubSpot Sales Calls Tips

Call Queue (from episode 71)

https://knowledge.hubspot.com/articles/kcs_article/calling/how-do-i-use-my-hubspot-call-queue

Pro tip: The country code must be included when dialing to or from a country outside of the United States. The format may include a “+” or not.  So example have +61 416 005 578.

Making and logging calls (from episode 78)

https://www.hubspot.com/products/sales/click-to-call

The HubSpot app is a great way to use it however you do not get the option to add the call disposition / outcome!  So be aware of that.

Here’s how to set up calling:

https://knowledge.hubspot.com/calling-user-guide

HubSpot as an integrated tool is pretty compelling, the only thing they are missing is a strong Chat bot tool – something like Drift’s Lead Bot: https://www.drift.com/leadbot/  – will be interesting to see what they deliver when Messages is released: https://www.hubspot.com/products/messages-beta (still waiting for our Beta access)

I wonder if HubSpot will buy Drift?

HubSpot Sales Contacts Tips

Pinned Notes on contact records (from episode 74)

hubspot pin note

HubSpot CRM Task Queues (from episode 79)

This works for contacts, companies and deals.  Basically giving structure to getting things done using the CRM on a daily basis.  Watch the 2 minute video as it will give you an idea quickly on how to do this.

Click here to see all features of HubSpot CRM.

Did you know? 80% of sales require 5 follow-up phone calls after the meeting, yet 44% of salespeople give up after one follow-up. As a best practice, every deal in your database should have a next step

Creating Contact views in the CRM (from episode 87)

Eg here’s a simple one for checking for contacts who haven’t been assigned an owner:

hubspot view unknown owner

Creating a Contacts View to see all contacts that have had no activity on them since they have submitted a form.  We created a view where the Last Activity Date is unknown.

Why? So we can see make sure people are followed up and CRM is updated appropriately.

Contacts

HubSpot Sales Reporting

New and Improved Engagement Reporting for HubSpot Sales (from episode 75)

Which is basically them making HubSpot CRM much better for telemarketers…

The latest improvements bring more detailed engagement tracking and reporting to HubSpot CRM and Sales. These updates come in three distinct flavors.

  1. All HubSpot Sales users can now set call dispositions. Track the outcome of every call made via HubSpot Sales.
  2. All HubSpot Sales Professional users now have access to sales content report templates. Seven new canned reports for HubSpot dashboards that provide deep analytics on calls, meetings, and sequences.
  3. Reporting Add-on users can now utilize engagement report filters when building custom reports. Run reports on how many calls, emails, meetings, and tasks your team is logging. Now, filter those reports by owner and type, to zoom in on the data you actually care about.

Today’s updates enable you to get a clearer view of your reps’ productivity. Implement a more consistent call-logging process with call dispositions, and zero-in on specific engagement data to identify the parts of your reps’ process that need the most work using the new reporting functionality.

hubspot call outcomes

Btw good opportunity for HubSpot (attention: Matt Barby) to try to rank for the term ‘call disposition’ – currently this is the top ranking result: http://www.ringdna.com/blog/what-is-call-disposition-how-to-measure-it

Which says:

“Call disposition” is a call center term for a label that describes the outcome of a call.

Here’s a screenshot of the reporting after Craig made 3 calls to Ian to test it out:

hubspot call reports

HubSpot Reporting Add-on Tip (from episode 91)

Reporting on Sources of Leads, grouped by life cycle stage:

hubspot reporting 1

hubspot reporting 2

Here’s the setup in reporting:

hubspot reporting 3

Setting up your Sales Dashboard (from episode 88)

This is a great place to get the information you need in the one place.  Especially if you are using Sales Pro you can add the extra widgets available.

Like Calls Made by Rep & Meetings Booked by Rep

Reports dashboard

 

Customer Service follow ups instead of Sales Reps follow ups (from episode 76)

Example:

“Hi, this is Sarah from Blue Widgets Company. I noticed you downloaded one of guides earlier today. I work in the customer service team – I’m not in sales – and the reason for my call is just to check if you were able to download and view the guide, and if it was useful.”

Get off the call quickly:

  • If yes, they got it: “Excellent, glad to hear it. Have a great day – if there’s anything else you need, just let me know”
  • If no, they didn’t, or they haven’t bothered to read it” “No problem, would you like me to send it to you again”

In both cases, send personal email after the call

Documents in HubSpot Sales

Why we love this is because

  1. It is a central location of helpful document/sales content that your entire team can use and share documents right from your Gmail or Outlook inbox, and see which content closes deals.
  2. Know the second a prospect/user opens a document.
  3. Identify the documents that close deals and get used consistently.

 

HubSpot Sales General Tips

You can add child companies to a company in HubSpot CRM (from episode 72)

https://www.hubspot.com/product-updates/introducing-parent-child-relationships-in-hubspot-crm

Note: a parent can have many children, but a child can only be attached to one parent ie there’s no many-to-many relationships allowed.

Also, there’s no data rollup – ie deals against a child company won’t show against the parent.

Good use case: Government departments, divisions in big companies & franchises – because you can set the HubSpot owner on child companies

 

Messages is now live for everyone that uses Sales Pro (from episode 85)

https://www.hubspot.com/product-updates/messages

Messages

Terminology updates (from episode 89)

Recent = Last

Eg Recent Conversion Date = Last Conversion Date

Previous = Last

Previous Month = Last Month

But it is getting updated regularly and is almost consistent now.

Google My Business is now adding Appointment URLs to your business listing (from episode 99)

http://www.localvisibilitysystem.com/2017/08/11/12-facts-to-know-about-google-my-business-appointment-urls/

So create a separate page on your site, and embed the Meetings request widget from your HubSpot Sales Pro section:

hubspot meetings

eg here’s how we do it at XEN:

https://xen.com.au/contact/book-an-appointment/

Add this to your GMB listing, and then wait up to 3 days for it to be approved, after which it should appear on your listing:

Google My Business appointments

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