April 9, 2018

Hubspot Hacks Your VA can Set up to Streamline Your Business

Have you ever invested in marketing tools or other software for your business, but felt that perhaps you could be doing more with it?

This is a common issue among clients who come to us at The Virtual Hub. They’ve paid for something awesome (like Hubspot) which could do wonders for streamlining their business, but in the meantime, they’re so busy they never really implement it to capacity.

A Virtual Assistant can be a critical help in setting up Hubspot for you, ensuring that you’re making the most of your investment. When implemented well, it can be a vital tool for your digital marketing growth.

To that end, there are a few Hubspot hacks or “tips” that you can ask a VA to set up:

Enable Google AMP

You may have noticed that “Enable Google AMP formatted pages” is a toggle that is available when you’re setting up blog posts in Hubspot. This is something that you should ensure gets switched on for every post, here’s why:

Google Accelerated Mobile Pages have been created by Google to improve page load time and performance across a number of devices. Google’s search algorithm actively prioritizes pages which load and perform well, penalizing any that don’t meet this criteria.

AMP pages work by prioritizing the page content over any other scripts which might slow down its performance. When text content is prioritized over features such as animations, your page is able to load very rapidly and meet Google’s prioritization criteria.

When you toggle on “Enable Google AMP formatted pages” in Hubspot, your post will be AMP-enabled and load quickly. This is a win, particularly when you consider how many people are browsing across multiple devices. Comscore data shows that the majority of people in every age group browse across multiple platforms, as depicted in the graph below:

hubspot hacks

Have clear workflow goals

You know the old expression, “what gets measured, gets managed?” This is why having clear goals for the Hubspot workflows you set up is a key growth marketing tip.

You might have goals around closing sales or driving conversions, for example, so it’s a good idea to be clear about that so you can track the effectiveness of your workflow.

Set Up Great Workflows

Speaking of workflows, make the most of Hubspot resources by picking out and setting up (or asking your VA to set up) some that will be great for your business.

Essentially, workflows give you the ability to automate and scale various marketing activities. They can be integrated with other tools that you may already be using, and overall save you a heap of time. We’d go as far as saying, if you’re not using workflows, you haven’t set up Hubspot properly!

hubspot hacks

Here are some examples of workflows you may want to try:

  • Create email workflows based on topics. These could be triggered by a prospect viewing a particular page or downloading a related content offer.
  • Notify team members automatically when certain triggers occur. For example, salespeople might be alerted to new leads.
  • Create email workflows for different scenarios. For example, you might have “welcome” workflows for new leads, lead nurturing workflows and training workflows.
  • Set up workflows based on attendance or registration for an event of yours.
  • If you have an ecommerce store, set up an abandoned shopping cart workflow.

There are many more examples that haven’t been included here, so poke around Hubspot’s training guides for more ideas!

Take advantage of integrations

One of the best growth “hacks” for streamlining your operations with Hubspot is to take advantage of integrations wherever you can. Just check out their integrations library - there are a number of options available.   What does an integration mean?

If you’re unfamiliar with the term when it comes to software, it means that they have built a link with other software, enabling the transfer of information between them. This can mean you don’t have to go between different interfaces, or that information is automatically transferred to where you need it in order for it to be most useful.

Here are great examples:

  • For marketers, Hubspot’s integration with Seventh Sense allows it to analyze your Hubspot data and deliver your emails to users at their own “best” time.
  • The Survey Monkey integration allows you to easily survey your current contacts, segment your audience based on their response and see your survey results within the Hubspot interface.
  • Integration with the Facebook Ad Manager allows you to attribute leads to the exact campaign that brought them in. It also pulls your ad data to your Hubspot interface.
  • The Eventbrite integration allows you to pull people who register for an event of yours straight into your Hubspot contacts (or mark current contacts who register). This means you can monitor their activity on your site and easily communicate updates to them.
hubspot hacks

Set up Hubspot Sales

Hubspot Sales gives you a range of productivity and time-saving tools which you can use for free. The many tools can help you track your lead generation and provide you with useful data for further marketing.


A cool feature of Hubspot Sales is that it can offer you very detailed analytics about your email campaigns, which then allows you to select your best-performers and turn them into templates that your team can repeat.


Other great features include things like the ability to see exactly when a lead has opened an email, so that you can follow up with appropriate timing. You can easily automate those follow-ups too.

Use reporting recipes

One of the tricks to Hubspot digital marketing is to keep on top of what’s happening in your business by receiving regular reports. It is quite a vast and detailed package, so sometimes it helps to get a bit of a kickstart on the sorts of reports you should be generating and how to do so.

Fortunately, Hubspot has this covered by providing “Reporting recipes” - commonly used reports which help you to clearly track your marketing efforts. To find reporting recipes, navigate to Reports > Reports Home and click on “Recipes” in the left-hand column.

You can now view some of the most commonly used report recipes, such as:

  • How many leads are we generating? (Sources Report)
  • Lifecycle stage distribution of your contact base
  • Your offers that are highest converting
  • The pages your high-quality leads are viewing (Attribution Report)
  • The amount of revenue being generated per company (Companies Report).

Once selected, these reports generate automatically for you. All you need to do is click “add this recipe” next to any that you’d like, and you’re ready to go.

hubspot hacks

Batch Upload Tweets

Social media scheduling tools are always a great idea for businesses. When you get busy, your social media accounts are often neglected, which of course means your reach and engagement both go backwards.

Hubspot has a social scheduling tool which will help you across Facebook, Twitter and LinkedIn (check out their help guide on custom social media scheduling here).

hubspot hacks

If your business sends out multiple Tweets per day, or simply prefers to schedule out a couple of weeks at a time, they have a batch upload tool available which will allow you to schedule up to 200 Tweets in one hit.

All you need to do is input the Tweets onto an Excel spreadsheet per their instructions (another task your VA can handle), then upload the file.

PRO TIP: Social scheduling is a great time-saver, but don’t use it as an excuse to stay entirely away from your social media accounts! Genuine engagement and interaction is still required to make the best of your social accounts, so be available to respond.

Final Thoughts

Hubspot is a brilliant tool covering a range of sales and marketing needs that your business might have. If you find yourself having purchased the software package but not using it to the best of its ability, then it may be time to turn it over to a VA to set up some streamlined processes.

Don’t be put off by the size and many features of the Hubspot package - it really does a great job for your business when set up well. We’ve given you some basic “hacks” to get started, but of course there are more ways you could be making the most of your software. Get your VA to look into it - they might find the next streamlining gem for your business.

If you're looking to learn more about virtual assistants, make sure to read our Ultimate Guide to Virtual Assistants. This guide will teach you all you need to know about what a virtual assistant is and how they work along with giving you all the tips and tricks you can use to make the most out of your VA.


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