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Amy Alexander
By Amy Alexander on July 03, 2023

[ VIDEO ] Save 6.5 Hours a Week with 5 HubSpot CRM Automations

Use these 5 HubSpot CRM automations to start saving 6+ hours every single week! 



HubSpot CRM is for actual people.

Every year, HubSpot puts 25% of its profit back into R&D. TWENTY-FIVE PERCENT. So, when they set out to have the world's best CRM, they put their money where their mouth is.

This means something very simple: their CRM spares no expense in being user-friendly, efficient, and designed for real-live salespeople.

Here are just 5 ways you can put the system to the test so that you can save time on rote tasks and spend more time on the phone with prospects.

1. Automating Your Notifications

The notification preferences in HubSpot are robust, to say the least. You can get them on the HubSpot app, of course. But, you can also have them sent to your desktop, your browser, your email, and third party apps like Slack.

And this doesn't just include obvious things, like when a meeting is booked. It includes stealthy (but not creepy) information, like when a prospect is on your website. Right. Now.

What better time to send an email or pick up the phone than when their head is already "in the game."

2. Email Templates

Raise your hand if hate writing the same basic email at every stage of a lead's journey.

HubSpot heard you, and included email templates in their CRM so that you and your team could write an email ONCE. Then insert the email into your contact record, customize any necessary information, and get on with your day!

3. Wonderful World of Snippets

Product features. Step-by-step instructions. Benefit statements. Answers to the top 20 questions you're asked.

These are things you do not want to transcribe all the time. Snippets are categorized, hashtag-enabled pieces of information that you write ONCE and then insert into your communications. We're talking conversations inbox, emails, phone logs, chats... anywhere you need to add your snippet you can!

It's a beautiful thing.

4. Tasks and Task Lists

There is nothing that wastes time more than sitting down at your desk and saying... "so, what do I need to do? Who do I need to connect with today?"

As you work in the HubSpot CRM, and as you sort leads, you can assign tasks to yourself. Even better: you can go to your tasks queue and work through your list in a focused, automated experience.

The CRM will feed you lead after lead that needs to be worked, and you can cycle through your prospecting like a pro. Easy as that.

5. Sales Sequences

Manually following up with your leads over email, manually checking in after a meeting, manually writing a note to call a prospect three days after your phone call... that's just not going to work.

Sequences combine automated sales emails with team member tasks and reminders to keep anyone from falling through the cracks. Ever.

And finally, the age-old question: what if you have no leads to work?!

What if you need more leads in your HubSpot CRM?

We've got you covered!

The truth is, you *don't* need a lead generation agency or a new big marketing plan. There are simple strategies for capturing great leads and nurturing them into warm connections.

Our Warm Leads Lab runs twice a month to help you understand a simple system for loading leads into HubSpot and then warming them into great connections. You walk away with 150 quality, industry-specific leads in your own CRM portal, a 4-week nurturing sequence, and a 30-minute coaching call to help you close your leads!

So go ahead, register for the next Warm Leads Lab!

Hint: we have that for you right here... for free... in our Warm Leads Workshop




 What are you doing? I'm, why are you here? I'm just stressed out. Okay. Why in the world are you doing this all manually instead of manually? You could do this automatically through automations for this. Let me introduce you to automations. Automations, automations. Automations. Give me that mic. Go to your desk.

Oh my gosh.

Okay, internet. I'm Chad with C HubSpot, run a platinum HubSpot partner, and today we're gonna talk about five HubSpot automations that are gonna save you at least six and a half hours a week. So one of the first ones we wanna look at is whenever someone visits your website and how you can get notified in real time if you're out to lunch.

You get notified if you're in a stupid meeting that you don't need to be in. You get notified if you're practicing your golf swing instead of being uh, at work on a Friday afternoon, you get notified from here. You can control notifications of the CRM and marketing portal activity to your email, your desktop, your HubSpot mobile app, and even third party apps like Slack and Facebook Workplace.

Search for website or website visits, and you'll find settings to be re notified in real time. When someone in your contact list is currently visiting your website, since you're on the subject of email, let's talk about an automation technique that will help you write your emails, and that is email templates.

HubSpot has a variety of email templates at your disposal, and it really saves you from writing the same email. Over and over and over and over, and over and over. Snap outta it. Ah, ah, what was that about? See your current templates by navigating the conversations. Then templates, you can create new ones from scratch.

Or from their template library. Include variable data with your prospect's name and other information that you, you don't wanna transpose like a phone number and potentially get wrong. Use fill in the blanks for information that needs to be customized every time you send out an email or use static text for things that will never change.

To use a template, you can add the content to an email when you're in any contact record. When writing a new email, click templates. Choose your template and insert it into your email and customize and send. Hey Chad, you know, speaking of keeping your sales team like on message and really making sure they're well trained, HubSpot's playbooks are an awesome way to put pre-made stuff in into HubSpot.

I would recommend if you have not seen HubSpot playbooks, that you click on this video and that you go look at it, cuz we're gonna teach you all about HubSpot playbooks. But let's get back on track before you derail us again in another video. Let's talk about snippets. Snippets are a way of storing answers to common questions or phrases.

You constantly repeat so that you can insert them into any written communication. If you're writing an email to a contact, you can use your snippet hashtag. In this case, we'll say hashtag cape, and I can insert these quick factoids about what our capes include. Snippets are way of storing answers to common phrases or questions that you always have to repeat, and you can easily put them in any forms of communication.

If you're writing an email to a contact. You can use your snippet hashtag. In this case, we'll say hashtag cape, and I can then insert these quick factoids about what our capes include. Another great use case is to script common phone conversations. If you're on a call with a prospect and one to always capture the same discovery information, you can add that snippet into your notes and ta-da.

You now have an outline for what to ask on your call to create snippets, navigate to conversations, snippets. And then start creating another enemy of time is having no idea what to do next. This is where tasks come into play. They keep you from guessing which lead to work next. You can create tasks for any type of activity or lead By filtering your contacts, you can create a task queue for practical things like following up with people you met at a recent expo or calling people that recently filled out a form.

But you can also create task queues for personal touch points. Every time you finish a call with a lead, create a task to call them again in two or three days. All of those current timely tasks will show up in your due today queue, and you can run through them. One after another. Marking them as completed, rescheduling them, or skipping them as needed.

Okay. Our fifth automation is one I actually know about, and that is sequences. Now we have covered sequences in prior videos, but we'll go ahead and run through it here. A sequence allows you to automate a series of internal sales tasks with external sales, marketing emails if under automation sequences.

There's a lot in here that's pre-built. If I wanna go ahead and create a sequence for a follow-up from our recent superhero suit expo, I can use their event follow-up template If I go ahead and create that sequence, you can see in here there's not only a series of emails with that come out in a delay over several days, but there's also internal tasks like this one would be assigned to me to connect on LinkedIn.

With any lead that comes into the sequence, I can either personalize these emails that they've built. By editing the email, or I can replace the email with something I've built in the templates. Remember that since these are sales sequences, you're not gonna be, for instance, putting a template into your email and then editing it every time.

This is gonna. Automatically go out. Thus the automation of course. So you wanna make sure that anything in your emails either has variable data or can be used across the board for anyone that enters the sequence. Once I save that sequence, I can start enrolling people by simply going to contacts, filtering my leads, or using specific lists or views, and then I will click enroll in sequence.

I can then enroll people into the sequence. By maybe using my hot leads list and filtering through a couple of important things, like maybe, um, I have something timely going on and I wanna make sure they get into the sequence today. I filter through. Select those people over here and then enroll in sequence.

By doing this every single day, which again we talk about in another video, you're gonna continue to add people into an automation that is serving your interests without you having to do anything else. And that's it. If you want your sales team closing more deals, I highly recommend you go to our HubSpot Playbook video, teach you all about how playbooks work.

Otherwise, subscribe for more content just like this. And thanks so much for watching.

Published by Amy Alexander July 3, 2023
Amy Alexander