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Must-Have HubSpot Workflow Automations in 2025


For a business that relies on HubSpot, the workflow feature is like having a super-efficient assistant for them. In HubSpot, workflows can smooth out processes, boost teamwork, and ultimately lead to better results. 


Whether you're in a marketing team, sales team, or CMS team, the right automation can boost productivity and lead to overall success in the business.


In this blog, we'll discuss and list down some essential HubSpot workflow automation that every team should have in their CRM. 


Let's dive into an in-depth discussion on how HubSpot workflow automation transforms your team into a more organised one that helps you achieve your goals.


An Overview of HubSpot Workflows


Before diving into HubSpot automations, it’s important to understand what HubSpot workflows are.

So, HubSpot workflows are automated processes that allow you to streamline repetitive tasks and improve efficiency. They can be triggered by specific actions or conditions, such as form submissions, email opens, or contact properties, enabling you to nurture leads, automate follow-ups, and manage data seamlessly.


Must-Have Automations for Marketing Teams


Marketing teams often juggle various campaigns, lead nurturing, and customer engagement efforts. Here are some essential HubSpot workflow automations to help marketing teams thrive:


Lead Nurturing Workflows


1. Welcome Email Automation: When a new lead signs up, trigger a series of welcome emails. This series can introduce your brand, provide valuable content, and guide them through the customer journey. By segmenting leads based on their interests, you can deliver personalised content that resonates.


2. Lead Scoring Automation: Implement a lead scoring system that automatically updates based on user interactions (e.g., website visits, email opens, form submissions). This automation can help prioritise leads for follow-up and tailor communication based on their engagement level.


3. Content Download Follow-Up: After a lead downloads a resource (e.g., eBook, whitepaper), automate a follow-up email sequence. This could include additional resources, related blog posts, or invitations to webinars, further nurturing their interest.


Event Promotion and Follow-Up Workflows


1. Event Registration Confirmation: Automate confirmation emails when a lead registers for an event. This email should provide essential details and encourage sharing on social media or with colleagues.


2. Event Reminder Sequence: Send automated reminders leading up to the event. Depending on the timeline, you might send reminders a week before, a day before, and an hour before the event starts.


3. Post-Event Follow-Up: After an event, automate thank-you emails to attendees, including links to event recordings, additional resources, or feedback surveys to gather insights on their experience.


Re-Engagement Workflows


1. Inactive Contact Re-Engagement: Identify contacts who haven’t engaged with your content in a while (e.g., no email opens in the last three months). Trigger an automated workflow to re-engage them with special offers, surveys, or updated content.


2. Lead Reactivation Campaigns: For leads who have gone cold, create an automation to send targeted campaigns that might reignite their interest. This could include new product launches, success stories, or limited-time promotions.


Must-Have Automations for Sales Teams


Sales teams thrive on efficiency and effective follow-up. HubSpot workflows can significantly enhance their productivity and streamline their processes.


Lead Assignment and Follow-Up Workflows


1. Lead Assignment Automation: Automatically assign new leads to the appropriate sales representatives based on criteria such as geographic location, product interest, or lead score. This ensures timely follow-ups and a personalised approach.


2. Initial Follow-Up Sequence: After a lead is assigned, automate a follow-up sequence that includes a welcome email and a series of personalised outreach emails over the following weeks. This can help maintain engagement and increase the chances of conversion.


3. Task Reminders for Follow-Ups: Set up reminders for sales reps to follow up with leads at specific intervals (e.g., one week after initial contact). This automation keeps leads warm and ensures no opportunity is overlooked.


Deal Stage Automation


1. Deal Stage Progression: Automate notifications to sales reps when a deal moves from one stage to another. This ensures they are updated on the status of each deal and can act quickly to address any concerns.


2. Closing Reminders: Set reminders for sales reps to follow up with leads as they approach the closing stage. Include templates for closing emails or calls to help streamline the process.


Sales Pipeline Management


1. Automated Deal Creation: When a lead reaches a certain score or engages with specific content, automatically create a deal in HubSpot. This keeps the sales pipeline updated and reduces manual entry.


2. Post-Sale Follow-Up: Once a deal is closed, automate a thank-you email and schedule follow-ups for upselling or cross-selling opportunities in the future.


Workflows for Across Teams


While individual workflows for marketing, sales, and CMS teams are essential, integrating these workflows can create a seamless experience for both your team and your customers.


Cross-Team Communication Workflows


1. Lead Handoff Notifications: When a lead transitions from marketing to sales, automate notifications to ensure smooth communication between teams. This could involve sharing context about the lead’s interests and previous interactions.


2. Feedback Loop: Set up a workflow that encourages sales and marketing teams to share insights about lead quality and conversion rates. Automating this feedback loop can help both teams align their strategies and improve overall effectiveness.


Data Synchronisation Workflows


1. Data Updates Across Teams: Automate updates to contact properties across marketing, sales, and CMS teams. For example, if a lead’s interests change based on their interactions, update their profile automatically to keep all teams informed.


2. Performance Tracking Reports: Create automated reports that summarise the performance of workflows across teams. These reports can help identify areas for improvement and ensure everyone is on the same page.


HubSpot Workflows Best Practices


To maximise the effectiveness of your HubSpot workflows, consider these best practices:


#1 Clearly Defined Objectives

Before creating workflows, clearly define the objectives you want to achieve. Are you aiming to improve lead nurturing, streamline sales processes, or enhance content management? Establishing clear goals will guide your workflow design.


#2 Keep Workflows Simple

Complex workflows can be overwhelming and prone to errors. Aim for simplicity by breaking workflows into smaller, manageable parts. This approach allows for easier troubleshooting and adjustments.


#3 Regularly monitor and Optimise Workflows

Continuously monitor the performance of your workflows. Regularly review engagement metrics, conversion rates, and user feedback to identify areas for optimization. Adjust workflows as needed to ensure they remain effective.


#4 Train Team Members on Workflow Usage

Ensure that all team members understand how to use and benefit from HubSpot workflows. Providing training sessions and resources can help team members leverage workflows effectively and encourage adoption.


HubSpot workflows are a powerful tool for marketing, sales, and CMS teams, enabling them to automate repetitive tasks, enhance collaboration, and drive better results. By implementing must-have automations tailored to each team’s needs, organisations can streamline processes, improve efficiency, and create a more cohesive customer experience.

Are you facing trouble managing your HubSpot CRM? Let’s discuss how we can streamline your CRM. Book a meeting now!

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