How to Automate Your Internal Processes

As a business owner, you are always looking for ways to streamline your operation and make it more efficient. One way to do this is to automate your internal processes. This can help save you time and money by eliminating manual tasks and improving consistency. In this blog post, we will show you how to automate your internal processes for a more efficient workflow.

1. Automate Day-To-Day Tasks

Business owners can automate repetitive administrative tasks that teams complete daily, like document creation, setting up appointments and reminders, and data entry. Here is how you can achieve that.

  • Getting Started With Workflows

Create workflows to automate your service, sales, and marketing processes to make your team efficient. Set up enrolment criteria to automatically enrol records and act on your contacts, deals, quotes, companies, and tickets. 

Marketing automation technology makes tasks easier and simpler, enabling business owners to deliver smart content to their customers and their leads at the right time. Use the HubSpot workflows tool to automate your inbound marketing strategy.

  • Create Contact Based Workflows

Contact-based workflows help to determine your workflow actions. Centering specific actions on a particular date can help to send pre-event and post-event communications. You can send automated emails to contacts for their birthday or anniversary (when they became your client). 

Cloud-based workflow is HubSpot's library full of automation options. It is also effective in assigning leads to the sales team in your contact database.

  • Using Workflows in Your Sales Process

Sales reps usually spend plenty of time on administrative work and data entry. Incorporating workflows in their sales process can free up their time for selling. 

Workflows help to delegate manual tasks inside of HubSpot and have them done automatically, enabling sales reps to function effectively as a team. It also helps the sales team to turn prospects into clients. These repeated steps are effective in boosting conversions and closing more deals.

  • CRM Automation

Implementing CRM software shows that you value growth and scaling for your business. Manual record-keeping and spreadsheets get old fast for businesses of all sizes. 

Research shows that sales reps who work at companies with mobile CRM software have achieved 65% of their sales quarters than those who don't use the CRM software. 

But as your contact list and team expand, tracking the prospect information becomes complicated. To solve this problem, you need marketing automation software to streamline and automate content delivery to help marketers build targets and get traffic that sales teams can convert to potential leads.

CRM software is designed to help customer service professionals and sales teams to manage and track their engagement efforts with clients. In contrast, marketing automation software helps marketers to deliver content efficiently.

  • Use Automation to Manage Deals

The workflow tool makes it easy to automate deals in HubSpot. But before adding automation to your sale process, you need to define your deal pipeline rigorously. Knowing where your prospect stands during the sale process provides a clear picture of where a company is headed and what they should do to get there. 

The sales management team takes time to go through each rep's funnel to identify deals that require more attention or deals that should be closed because they have been stagnant for too long. 

In simple terms, automation effectively manages deals by measuring activities as leading indicators of growth opportunities. HubSpot helps supplement management reports using a third data point (time spent in deal stages). That way, you will have a good idea of how long each sale process should take to track progress or lack thereof.

HubSpot tools to use: 

  • Calling 
  • Documents 
  • Quotes 
  • Meeting scheduling 
  • Company insights 
  • Simple automation 
  • Sequences 
  • Contact-based workflows 
  • Company-based workflows 
  • Deal-based workflows 
  • Ticket-based workflows 
  • Workflow extensions 
  • Conversation-based workflows

2. Automate Your Follow-up Communications

It can take one to three months to create a more frictionless experience for your leads and customers and the transition between teams. Employ automation to send notifications, assigns tasks, share data, and change lead ownership. Here is how to automate your follow-up communications.

  • Managing the Handoff Between Marketing and Sales

The handoff from marketing to sales is the most crucial part of inbound methodology as it helps sales teams to know if they have marketing qualified leads waiting for them. For the handoff to happen well, you need to develop a vocabulary for you and your sales team to define jurisdictions to ensure marketing and sales teams don't trip over each other. 

Clearly explain which actions they should do with leads in different categories. For every lead generated, you need to know if they will be a good fit for your company or not.

  • Managing Your Sales to Customer Success Handoff

After moving past the customer acquisition stage, you should help your clients to find value with the service or product purchased. How your sales reps make your clients feel during the initial phase will lay a foundation for a good or bad relationship. When done right, customers will feel heard and understood, bringing them close to reaching their goals. 

But if the transition leaves more to be desired, they may stop buying the product and move to competitors. For this reason, you must execute sales to customer success handoff seamlessly to prevent unfavorable situations. Set clear expectations from the start and introduce the right customers at the right time to keep the momentum going. 

  • 5 Sales Notification Emails You Can Automate via Hubspot

Sales notification emails help sales reps know when leads are more qualified or when they take a crucial action to know the right time to follow up. Below are five sales notification emails that you can automate via HubSpot.

  • Alert sales after submission of the decision stage form 
  • Alert sales once you acquire new qualified leads
  • Alert sales when opportunities register and attend a webinar 
  • Alert sales when past qualified contacts become disengage 
  • Alert sales when contacts are engaged


  • How to Return Leads to Marketing With a Lead Hand-Back Procedure

First, you need to create a reason for rejection contract property for the automation you intend to build around your hand back procedure. You want the salesperson to use this contract property to explain why they reject that lead. 

Then, you can use workflows to trigger data updates, internal notifications, and marketing emails depending on the changes made by the sales rep. Automate your hand-back procedure using your reason for rejection field. Tasks need to be set up to know when to re-assess the lead and possibly reach back.

How to Integrate Sales Development With Inbound Marketing to Multiply SQLs

When people visit your website, it doesn't turn them into leads automatically. But once prospects show some interest, they turn to qualified leads. Sales qualified leads (SQLs) are leads who have already been identified and will most likely make a purchase soon. 

Inbound sales begin with captivating qualified leads via inbound marketing to multiply SQLs using social media, blogging, and video marketing. As a salesperson, connecting with leads will help you know their challenges to determine if your service or product fits their needs.

HubSpot tools to use: 

  • Standard contact scoring 
  • Simple automation 
  • Contact-based workflows 
  • Deal-based workflows 
  • Conversation routing 
  • Sequences

3. Use Chatbots to Have Personalised Conversations at Scale

Chatbots help create personalised conversations at scale through live chat that don't require a human. Set up a chatbot to connect visitors to the right person, scale 1-to-1 communications, and provide helpful content. Here is how to do that:

  • Create a Chatbot Strategy

The first step to creating a chatbot strategy is to define your business goals. Segment the audience to know how your bots will enrich relations between your brand and customers. 

Next, identify the right platform by considering what your clients use and your business needs. Once you have your chatbot strategy, you can use HubSpot to build your chatbot.

  • How to Personalise Your Chatbots to Support Your Sales Team and Improve the Customer Experience 

Without chatbots, we can't think about marketing in the future. People want to communicate with companies in a conversational and personal way, and that's where chatbots help. Incorporating chatbots can help visitors connect with your staff and find what they want on your website. 

HubSpot CRM offers free tools to chat with the sales team about pricing for advanced tools and features. It helps to create a personalised experience for lead audiences and visitors.

  • Creating Chatbots in Hubspot

You can use a bot in HubSpot to create a chatflow to connect with visitors on your website. The bot will come up as a chat widget on the website page where visitors can engage in conversations with you and your staff. 

The bot will help you to create a support ticket, schedule meetings, and capture leads by sending questions and getting automated responses. Use chatflow with live chat to have conversations with visitors in real-time. 

  • Manage Your Conversations Routing Rules

Incoming conversations are usually left in your inbox unassigned by default for your staff to triage. Your leads and customers need to communicate with the right person. You can automatically set routing rules for incoming conversations to be routed to specific teams and your work in your account. 

Within your company, you may have reps or teammates in different territories or choose your marketing team to deal with conversations from those who designed your events page. Use HubSpot to create different rules for your conversation routing.

HubSpot tools to use: 

  • Conversational bots 
  • Conversation routing

4. Automate Your Reporting

Create a list of individual and team reports that you need. Automate report generation and distribution to avoid manually collecting, analysing, and organising data. Here is how you can automate your reporting.

  • HubSpot Reporting Certification

Use the HubSpot academy to learn how to integrate data-driven decisions at your organisation. Hubspot reporting certification consists of eight lessons about HubSpot reporting tools across the Service HUB, Sales HUB, CMS Hub, and Marketing HUB. 

You will be assessed with worksheets and quizzes to showcase your knowledge at the end of each lesson. You have to do a multiple-choice exam with 60 questions and a hands-on practicum at the end of the final lesson to earn your certification.

  • How to Build, Run, & Analyse Marketing Reports 

Marketing reporting refers to analysing marketing metrics for future strategies, decisions, and performance. Such reports uncover actionable, meaningful data to meet your organisation's goals. Your marketing reports should contain a title, reporting period, and a summary. 

Before pulling any data, you need to determine first your marketing reporting goal. The report will be an overview of the progress of your leads through the buying process. Doing monthly reports will help improve the efficiency and effectiveness of your marketing process.

  • Managing Your Sales Team With HubSpot Reporting

Reporting is an integral part of managing a sales team to help you identify the needs of your team and any future problems. It also helps to share solid numbers with key stakeholders or managers during discussions. Use HubSpot reporting add-on to get the data or information you need the most.

  • Building Custom Reports in Hubspot

Use HubSpot to learn how to create and manage custom reports. It is ideal for sales, service, and marketing professionals who want to discover the types of reporting they can create using Hubspot custom report builder. 

With custom reports, it's easy to analyse activities and objects in your HubSpot account. You can create different custom reports based on your reporting needs and save them to your dashboard, reports lists, or as an export.

HubSpot tools to use: 

  • Reporting dashboards 
  • Sales productivity performance 
  • Service productivity performance 
  • Contact create attribution 
  • Campaign reporting 
  • Traffic analytics 
  • Deal pipeline
  • Goals 
  • Custom reporting
  • Teams 
  • Products 
  • Calculated properties

Hire the Best Digital Marketing and Business Growth Agency

Whether you're looking to earn better results, save time, or outpace competitors. You need to hire an agency that can automate your internal processes to improve your online marketing and sales results.

DigiKat is a digital marketing and business growth agency specialising in HubSpot. We focus on providing business solutions that drive engagement, leads, and sales. We offer full business analysis services to help you succeed. Our sales and marketing solutions will help you achieve exceptional results for your company. 

Contact us today for more information about our services.