All this and more in this week’s edition of The Hypha Wire, from Hypha HubSpot Development.
Welcome back to The Hypha Wire. I hope everyone is hanging in there after a long week.
Today, I want to discuss how to get the most out of your HubSpot instance from the jump. It’s our specialty at Hypha, so it’s a little bit of shameless self-promotion, but I think there are lessons for all HubSpot users—Hypha clients or otherwise.’
Successfully implementing HubSpot requires more than purchasing the software—it demands a strategic approach to implementation and training.
Core Implementation Strategies
Start with strong foundations; begin by mastering the fundamentals of your HubSpot instance:
CRM records and associations
Essential activities such as email management, calling, and task tracking
Basic templates and automation
Key reporting and analytics features
Hub-Specific Optimization
Assess which Hubs you’ll be using and plan their implementation accordingly. Here are three examples:
Sales Hub
Implement lead scoring and routing systems
Configure deal pipelines for your specific sales process
Set up sequences
Integrate products and quotes
Service Hub
Design efficient ticket management pipelines
Configure multiple support channels
Set up your help desk and conversation workflows
Develop a comprehensive knowledge base
Implement customer feedback systems
Marketing Hub
Create detailed buyer personas
Develop landing pages and lead capture systems
Design lead nurturing email campaigns
Implement marketing automation
Structure campaign management processes
Best Practices for Success
Whether you’re doing this internally or working with an agency, you’ll want to begin as you mean to go on (as Hypha CEO Jed Morey is fond of saying):
Invest in Proper Training
Attend all scheduled training sessions
Document processes and procedures
Ensure team members understand their role-specific features
Focus on Data Management
Plan your data migration carefully
Establish clear data entry protocols
Regular data cleansing and maintenance
Utilize Automation Effectively
Identify repetitive tasks
Create efficient workflows
Test automated sequences thoroughly
Monitor automation performance
Regular System Optimization
Review analytics regularly
Adjust processes based on data
Update templates and workflows as needed
Maintain clean, organized records
Scale Strategically
Start with essential features and gradually expand your usage as your team becomes more proficient. This approach helps prevent overwhelming your team while ensuring solid adoption of core functionalities.
Remember that successful HubSpot implementation is an ongoing process rather than a one-time event. Regular review and optimization of your instance ensures you get maximum value from your investment. Whether you’re using a single hub or the full suite, focusing on these key areas will help you build a strong foundation for long-term success with HubSpot.
-Sage Levene, VP of Marketing, Hypha HubSpot Development
Poll: Which HubSpot Hub does your company use the most?
Last Week’s Poll Results: What SEO software do you use most frequently?
Semrush: 50%, Moz: 25%, Ahrefs: 25%, Other: 0%.
Open Mic
Your Holiday Season Survival Guide: Tips for Seamless Client Management
By Rebecca Albright, Senior Inbound Content Developer, Hypha HubSpot Development
Let’s face it–as much as we love the holiday season, it can throw even the most organized client managers for a loop. Between team members taking time off, clients rushing year-end projects, and your own holiday commitments, year-end can feel like trying to wrap presents with one hand tied behind your back.
But here’s the good news: With a little planning, you can enjoy your holiday treats and keep your projects running smoothly. Here’s how to stay on track:
Get Your Calendar in Order
First up, block out time now to review every active project and map out critical client meetings through the end of the year. This will help you anticipate what needs wrapping up and identify any potential scheduling conflicts before they arise.
Lock in January Meetings Early
And since you’ve got your calendar open, here’s a pro tip: send those January 2025 client kick-off meeting invites before the holiday chaos kicks in. Not only will you beat the post-holiday scheduling scramble, but you’ll also set the tone for a proactive and organized new year. Your future self will thank you.
Dive into Your Project Management System
Review all open tasks, adjust due dates as needed to account for holiday closures, and flag anything that needs attention before the year wraps up. Consider creating a “pre-holiday checklist” for each client to ensure nothing slips through the cracks.
Prep for Year-End Reviews
Start thinking about what you’ll need for end-of-year reviews: organize data now to help streamline reporting on campaign performance, KPIs, or other insights from the year. Getting ahead on this data prep ensures you’ll be ready to share valuable insights with clients without the last-minute scramble.
Communicate Holiday Hours & Plans
Clear and proactive communication is your best friend right now. Draft and schedule those “holiday hours” emails for clients, but don’t stop there. Set up contingency plans for urgent client needs during holiday closures. This might mean creating an emergency contact rotation or drafting template responses for common client requests.
Consider Holiday Promotions
If it aligns with your business, consider offering a seasonal promotion or discount. This can be a great way to engage clients, encourage end-of-year spending, and attract new business.
Set Yourself Up for a Strong January
Don’t forget to schedule some buffer time in your first week back to catch up on emails and reset priorities. Your clients will appreciate starting the new year with clear direction and momentum.
Finally, the goal isn’t just to survive the holiday season–it’s to set yourself and your clients up for success while still enjoying some well-deserved downtime. Now, who’s ready to tackle that project management system?
Much ado about nothing? We’ve been following the Google antitrust news here and there in this newsletter, and it’s possible we’re heading toward a halt in the case. We’ll keep tabs on how it progresses, and for more routine updates, check out the work being done at USvGoogleAds.com.
“Donald Trump will likely dial back some of the antitrust policies pursued under the administration of President Joe Biden, potentially including a bid to break up Alphabet’s (GOOGL.O), Google over its dominance in online search, experts said.
“Trump is expected to continue cases against Big Tech, several of which began in his first term, but his recent skepticism about a potential Google breakup highlights the power he will hold over how those cases are run.”
A nice opinion piece that underscores what the Hypha team has been feeling (and saying). SEO will change, but it’s not becoming obsolete.
“Of course, there’s no doubt that AI is revolutionizing digital marketing as we know it. However, in some corners, machine learning (ML) is accelerating the potential of SEO rather than rendering the discipline obsolete. The reality is that while AI can automate certain tasks, it can’t replicate the strategic thinking, creativity, and nuanced understanding that skilled SEO professionals bring to the boardroom.”
Hypha Highlights
In this post, we’ll be discussing the most recent puzzle we solved at the shop: building a custom integration pipeline for adding thousands of records to Constant Contact. Although a HubSpot-Constant Contact integration has been out for a few years, it didn’t quite meet our client’s needs in terms of being able to assign data to specific lists within Constant Contact; using it would have created a lot of manual assignment tasks for our client’s employees. Given this complexity, we determined that the best solution was to build our own custom integration between HubSpot and Constant Contact.
Working with Hypha was a wonderful experience! Our company’s goal was to refresh our website to appeal to a new audience and give us a more modern feel overall. Jake did an incredible job with this and handled all of our very specific requests effortlessly. Kate was also a great account manager, always ready to answer questions as they came up and jump in to help if needed. Overall, I couldn’t recommend this team enough for your website and/or design needs. -N. Truglio
Industry: Consumer Products
Services provided: Website Design and Website Development
HubSpot Hacks
A note about new HubSpot betas from Hypha Senior Platform Specialist, Kevin Campbell:
Task-based Workflows: Teams can now generate workflows centered around Tasks! Certainly a huge win for teams who rely on tasks to track manual processes!
Automated Note Creation in Workflows: On the surface, this may seem like a minor update, but if you think of the possibilities, it’s actually huge! For me, a few scenarios come to mind, such as creating Notes to show recent Marketing engagements, copying over “next steps” for reps to follow in Deals, even adding “items to address” for a reps next call, i.e. specific criteria/questions haven’t been met or answered!
Send us a message if these sound useful to you—we’d be happy to help get them set up in your portal.
This is a neat little tool I like to have bookmarked. If I’m ever working with an image that’s not high enough quality for its use case, I’ll upload it here and let the enhancing magic have at it.
It is a paid service, but you get a few free credits to use. I’ve found it works pretty well for photos, but gets trickier with lettering on things such as logos. But, if it’s an image you must work with and it’s not quite doing the trick, it’s definitely worth trying out!
“This engaging, hour-long podcast demystifies the latest AI technology for everyday people, showcasing groundbreaking tools that will transform your creative pursuits. Each episode features hands-on demos and practical tips for trying out the tech yourself.”
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Spotlight: HubSpot Expertise
We are experts in all things HubSpot, and seamlessly onboard, configure, migrate, and integrate all your existing systems to its extraordinary CRM—providing the most advanced contact management tools, automated data capture, opportunity and deal tracking, precision reporting and sales capabilities, and much more.
HubSpot Platform Configuration Services
Every business is unique, which is why HubSpot’s flexibility is so crucial for any organization looking for the right platform to build on. From small-scale startups to large enterprises, our team of certified HubSpot professionals is equipped to customize your HubSpot instance—from the HubSpot CRM, across Marketing Hub, Sales Hub, and Service Hub.
With custom properties and objects, pipelines, dashboards, and automation, down to your admin settings, we can configure your unique instance to reflect your unique needs. Whether marketing automation, sales systems, or customer support channels—adapt HubSpot to meet your current requirements while remaining flexible enough to adapt to your future growth.
