McKinsey found that the potential for automation in Australian workforce tasks increased from 44% in 2019 to 62% by 2024 due to advances in generative AI and other technologies. This is why AI, especially, looks set to be a big deal over the next decade in many industries. However, jumping into new tech often bumps up against old hurdles like fragmented systems and finding folks with the right digital skills.
A well-planned HubSpot integration is usually the first step in stitching those scattered platforms into one coherent workflow. That’s where HubSpot automation workflows come into their own. They offer a smart way to automate tasks and smooth out those complex project processes.
Against that backdrop, Nexalab has rolled out several HubSpot automation projects. This guide distils those lessons so you can spot where automation fits, why it matters, and how to weave it into your day-to-day operations.
What is a HubSpot Automation Workflow?
A HubSpot automation workflow is a rule-based sequence that takes a record, contact, deal, ticket, or custom object through a series of automated steps.
Instead of a coordinator manually sending follow-up emails or updating CRM fields, an automated workflow in HubSpot triggers actions the moment predefined conditions are met.
For firms juggling intricate project lifecycles, this means less grunt work and more focus on the big picture. The result? Smoother operations and a system that runs like clockwork, every time.
Why Use Automated Workflows in HubSpot?
Adopting a HubSpot automation process slashes admin hours, reduces human error, and lifts client satisfaction.
In construction, one missed compliance email can stall progress claims; workflows ensure it goes out on cue. Consistency also means easier audits; handy when ISO 19650 or state safety regs come knocking.
Plus, they make your clients feel looked after. Timely, tailored messages, like project updates or onboarding sequences, build stronger connections.
In the end, automated lead nurturing keeps prospects warm during the long design-tender cycle. This means your business development team focuses on strategy rather than inbox ping-pong.
What Can You Automate in HubSpot?
HubSpot’s automation spans its marketing, sales, service, operations hubs, and almost anything that involves data or communication.
In marketing, you can set up automated lead nurturing, sending targeted emails when someone downloads a spec sheet or checks your site.
Sales? HubSpot sales automation workflows assign leads to the right person, update deal stages, or ping reminders for proposals.
For service, automate ticket creation from client queries or send surveys post-resolution. Operations Hub handles CRM automation, syncing data with other tools, or cleaning up records.
For example, if your sales team lives in Salesforce, you can integrate HubSpot with Salesforce so updates flow both ways without anyone re-keying data. From there, the automated workflows you build stay consistent and trustworthy.
What are Three Types of Workflows You Can Create in HubSpot?
- Contact-based Workflows: These workflows focus on individual contacts and are ideal for nurturing leads or managing client communications. For example, using hubspot marketing automation workflows, you could send a series of educational emails to prospects who download a case study or register for a webinar.
- Deal-based Workflows: These automate processes tied to sales opportunities, represented as ‘deals’ in HubSpot. In complex industries, deal-based workflows can manage tender submissions by creating tasks for estimators when a deal reaches a specific stage or notifying senior management about high-value opportunities.
- Ticket-based Workflows: These streamline customer service and defect management. For firms managing post-completion liability periods, ticket-based workflows can assign client queries to the appropriate project manager, send status updates, and request feedback once issues are resolved.
Common Use Cases of HubSpot Automation Workflow
The flexibility of HubSpot automation workflows brings a range of practical applications that benefit your firms. It goes beyond just the types. These specific Hubspot automation workflow examples show their value:
- Automated Lead Nurturing: Workflows are spot-on for keeping leads warm. A HubSpot automated email workflow can send out a series of well-timed emails, case studies, or useful content based on what a prospect first asked about or their industry. All to keep your firm front-of-mind.
- Client/Project Onboarding: Kicking off a new project has a lot of admin. A workflow can automate this. You can send welcome emails, sharing links to important docs or platforms, scheduling kick-off meetings, and assigning internal setup tasks.
- Task Management & Internal Handoffs: Workflows can automatically create and assign tasks at key project points. For instance, pinging finance when a deposit is due or letting the PM know a design phase is approved. This internal HubSpot automation process is often just as valuable as client communication for efficiency.
- Date-Based Reminders: Workflows can be triggered based on specific dates stored in HubSpot properties. This is useful for sending automated reminders for contract renewals, project milestone deadlines, warranty expirations, or even client relationship-building touchpoints.
Tips to Build Effective Automation Workflows
Building effective HubSpot automation workflows always starts simple. Try to pick one time-sucking task and automate it using a template.
Be crystal clear on your goal and what triggers the workflow; fuzzy setup leads to wonky results. Personalising communications with details like a client’s name or project type feels less robotic. So, be creative here. Test everything thoroughly before going live to catch any hiccups. And keep an eye on performance and tweak as needed. Automation is a marathon, not a sprint.
By following these steps, you’ll craft automated workflows in HubSpot that save time and deliver results.
HubSpot Automation Workflows vs Manual Workflow
HubSpot automation workflows leave manual processes in the dust. You can compare the differences in efficiency, reliability, and scalability. Manual workflows often rely on spreadsheets, email chains, and physical forms. These lead to delays, errors, and inconsistencies.
Automation eliminates these issues by executing tasks instantly based on triggers. All to ensure consistency and compliance with quality standards. It also scales easily, handling increasing volumes of leads or projects without proportional increases in effort. Centralized data within HubSpot improves accuracy and visibility.
However, challenges remain. Many companies often use specialised software for estimating, project management, or accounting. If these systems don’t integrate seamlessly with HubSpot, data silos persist, necessitating manual transfers.
That’s where Nexalab’s HubSpot Connector links HubSpot with your estimating, project management, or accounting tools. All to ensure your data flows smoothly. So, no more manual data entry, no more gaps.
HubSpot automation workflows can shave hours off admin, tighten compliance, and keep clients smiling. And all without expanding headcount. If you’re ready to swap busywork for smart work, let’s chat. Nexalab’s HubSpot Connector team has been in the trenches with the Australian business scene and can tailor an integrated solution that fits your unique tech stack. Book a free discovery session here. No sales. Just discussion to check how HubSpot could benefit your business.
