Best Practices & Guidance for Completing Tasks and Workflows in HubSpot

Contact & Data Management

Best Practices

• • Use unique identifiers (email, company domain) to avoid duplicate records.
  • Leverage custom properties sparingly—only create them when essential to your process.
  • Regularly clean your database using HubSpot's duplicate and property usage tools.

Tips

• • Set up mandatory fields on forms to gather the most important data early.

  • Create active lists to track and segment incomplete or missing contact information for follow-up.

Task & Activity Management

 Best Practices

• • Assign tasks based on the record owner (contact or deal) to ensure proper follow-up.

  • Use task queues to streamline daily calling or outreach efforts.

  • Always define due dates and priorities to manage workload effectively.

 Guidance

• • Automate recurring tasks using workflows to save time and reduce manual errors.

  • Use activity logging (calls, emails, meetings) to maintain a complete communication history.

 Deal & Pipeline Management

 Best Practices

• • Keep your deal stages action-based (e.g., "Demo Scheduled", "Contract Sent").

  • Establish exit criteria for each deal stage to ensure consistency.

  • Use custom pipelines for different teams or product lines, if needed.

 Guidance

• • Regularly monitor and clean up stalled deals using reports and workflow alerts.

  • Assign follow-up tasks automatically when a deal moves to a key stage.

Workflow Automation

Best Practices

• • Start with simple logic, and scale workflows as your process evolves.

  • Use naming conventions to keep workflows organized (e.g., “MQL → SQL - Notify Sales”).

  • Include delay actions when using back-to-back steps to avoid overloading systems or people.

Recommended Use Cases

• • Assign tasks when deals reach certain stages.

  • Send internal alerts when key actions are triggered (e.g., a form submission).

  • Rotate leads among sales reps based on region or availability.

Ongoing Account Maintenance

Best Practices

• • Perform a quarterly CRM audit to clean up unused lists, properties, and workflows.

  • Use naming standards across assets (e.g., emails, lists, reports).

  • Merge or delete duplicate contacts, companies, or deals monthly.

When to Reach Out for Help

Consider requesting internal support or reaching out to HubSpot Support when:

• • You're unsure how to structure a multi-step workflow.

  • You're preparing for a major data import or system integration.

  • You need help aligning HubSpot features with specific business rules.