Everything Your Sales Reps Need to Know About HubSpot Sales Hub

All professional sales reps know that Hubspot is the key to a highly efficient sales funnel. It allows you to track communications with your prospects, organise your pipeline, automate follow-ups, and offers you many more functionalities that ensure your pipeline is always full. Unfortunately, most sales reps think that getting started on the platform is intimidating, while it rarely is. 

Before Hubspot can work its magic, you need to understand how to properly set it up. You have to determine the first steps you should take before you can utilise this platform fully. If you're having a hard time getting started. Don't worry because we've got you covered! We have compiled the ultimate guide to Hubspot Sales Hub, primarily the setup process. 

A Quick Intro to HubSpot Sales Hub's Set Up Process 

First things first, before you get started, there are 18 key steps that you should take to get started on the HubSpot Sales Hub. We have broken them down into 5 critical elements to ensure you're all set up and running smoothly. 

1. The Setup Process

To set up your Hubspot Sales Hub, there are 3 things that you should do;

• Use the calendar sync to connect your personal calendar. This will also allow you to create and send HubSpot meetings links to prospects and clients.
• Connect your work phone number. This will allow you to log and track phone calls with prospects.
• Connect your email. This will enable you to send, receive, log and track emails from your HubSpot CRM. 

2. Start Using the CRM

As a professional sales rep, you can't afford to ignore the benefits of using the HubSpot CRM. We will discuss them extensively in the next session, but to get started, you should;

• Learn how to create contacts and deals on the CRM and how to view them. 
• Organise your prospects ( also referred to as deals on the platform) and then move them through the sales pipeline.

3. Boost Your Productivity

Your level of productivity highly determines your organisation's profitability. To boost your efficiency on the Hubspot Sales Hub, you should;

• Create tasks and task queues.
• Create snippets, templates, and track documents. 
• Schedule one-to-one emails.

4. Make Use of the Hub's Reporting Features

The best way to determine whether your campaigns or sales efforts are working is by analysing their results using Hubspot Sales Hub reporting features. First, go through the analytics of your sales content and then organise the reports using a dashboard. 

5. Leverage the Pro and Enterprise Functionalities

Hubspot Sales Hub has pro and enterprise features to fast-track your sales conversion process. To set them up, use playbooks to build sequences and send one-to-one videos. You should then use conversation intelligence to review your calls with leads & clients and your sales analysis. 

The Ultimate Guide to Hubspot Sales Hub for Professional Reps

Now that you already know the basics of setting up the HubSpot sales hub, we'll go through the above steps in detail. Please note that we've only compiled the following guideline to show you how we assist our clients through the setup process. For more personalised tips on how you can track deals, create contacts, or make the most of your Hubspot sales Hub, please contact one of our account managers for the onboarding process. 

Step 1: Set Up Your HubSpot Sales Account

The setup process is the key to unlocking the functionalities of HubSpot tools. You also have to link your account to get started. This is the only way you'll be able to interact with clients & prospects without spending valuable time and resources on repetitive tasks such as writing the same email all the time. You'll also enjoy tools such as email sequences, pipeline tracking, free calling, email templates, and email scheduling. 

Your Hubspot Sales hub setup checklist should contain the steps highlighted below. We have linked all of them to the Hubspot Knowledge center for more comprehensive details.

• Connect your inbox: connecting your personal emails allows you to send 1:1 emails, log the CRM email replies and send sequences of emails. It also allows you to access the platform's sales tools using your inbox.  You can connect to more than one email address that you'll use to send emails. 

The Hubspot sales hub allows connections with Gmail and office 365. You can also use IMAP to connect your inbox. 

• Include your mail signature in the CRM: email signatures make your emails seem more professional. Hubspot has a free email signature generator with a variety of templates and customisable options to ensure you create one that communicates your brand's values.

• Create your never log list: this will prevent emails from being logged after they're sent to the recipients on this list. This feature is also available for those that use Gmail and Office 365.

• Log emails manually: the Hubspot sales hub has an email extension that allows you to automatically log emails to the CRM even when they aren't sent from the platform. If you, however, opt not to use the extension, you can manually log emails by using the Hubspot fording or BCC address. 

• Install the Hubspot Chrome extension: There are various extensions that you can use to access your sales tools using your inbox. They include the HubSpot Sales Outlook desktop add-in, HubSpot Sales Office 365 add-in, and the HubSpot Sales Chrome extension for Gmail. Make sure you choose the extension or add-in based on your setup. 
• Set up calling by connecting your phone number: this will allow you to connect with your contacts using the Hubspot CRM. The setup process is pretty straightforward, and you simply add your phone number, verify it and finish the process.  

• Create scheduling pages: syncing your calendar will allow you to book meetings with prospects and clients through the platform. 

Step 2: Start Using the CRM

The benefits of Hubspot's customer relationship management system are immense. It allows you to keep track of all your deals from the first contact you make with them up to when you close or lose them. If you close a deal, the customer service or marketing team can take over with ease as they'll have access to all your communications with the customers. 

Once you're done with step 1, you can now create deals, contacts, and also contact views.  For a more detailed guide, we have linked the steps below to Hubspot's Knowledge center. 

• Creating contacts: Contacts are basically everyone that interacts with your business. They could be website visitors, leads from a form, prospects that reached out to you using the web chat feature, etc. There are 4 main ways of creating HubSpot contacts; importing them from another CRM, using the conservation tool to enter them manually,  users that send emails to prospects, and visitors that fill in your Hubspot form. 
• Creating, customising, and managing saved contact views: this step allows you to filter your contacts and leads based on several values to reduce the records that will be used for analysis. The set of filters that you create can be saved as views, allowing you to use them multiple times. Examples of saved views include calls and campaigns. 
• Creating deals: with this feature, you can track your potential revenue from prospects. You should create deals every time contacts take actions that could increase your profitability, such as book calls or meetings. Make sure that you link the deal to all the contacts or companies involved with it for a more accurate record. 

Step 3: Boost Your Productivity

As a professional sales rep, one of the many challenges that you're probably facing is dealing with multiple projects at the same time. This can be overwhelming, and any misstep could result in a lost deal. 

Studies show that sales reps only spend a third of their time actively selling products and services. The rest of the time is mostly spent performing administrative tasks, which while important, don't contribute significantly to your organisation's profitability. The good news is that  Hubspot's Sales Hub enhances the efficiency of your sales process, giving you a major productivity boost. For instance, it makes it easy for you to organise your pipeline and nurture multiple deals simultaneously. 

Here's an overview of the steps you should take, all of which are linked to Hubspot's knowledge center for an in-depth guide. 

• Creating tasks: tasks are reminders of specific records or to-do lists that allow you to manage multiple sales activities.
• Creating task queues: this allows you to plan and manage multiple tasks based on their priority and then complete them back-to-back. 

The Hubspot Sales Hub also has features that allow you to view how your leads are engaging with your sales and marketing materials. To leverage this power, you should;

• Create snippets: these are short text blocks that you can use on ticket records, deals, contacts, emails templates, chat conversations, etc. They are reusable. 
• Create templates: few things are as exhausting as sending repetitive email content to your clients. With the platform's templates, you can tailor all your emails to the intended recipients. This feature is accessible from the CRM or your inbox. 
• Upload and share documents: this platform has a documents feature that allows you to share content with your prospects and with the rest of the sales team. 
• Schedule emails on the CRM: the efficiency of your email campaigns is highly dependent on the timing. If you send the emails when your contacts are most active, the open and clickthrough rate will be high.  

Step 4: Make Use of the Hub's Reporting Features

Analytic and reporting requirements vary based on an organisation's needs, so a one-size-fits-all approach is usually ineffective. Hubspot contains features and specialised tools that you can use to measure your sales metrics on customised dashboards. This keeps everyone in the loop, including your bosses and the rest of the sales team. 

Here are  more insights on how you can use the analytic features of Hubspot's sales hub;

• Analyse the impact of your sales content: this feature uses all historical data from your documents, sequences, and sales templates to analyse their effectiveness. 
• Create dashboards: this allows you to manage and organise your reports into one view. 

Step 5: Leverage the Pro and Enterprise Functionalities

Before you start using Hubspot's pro version, we advise that you start with Sales Hub Starter and Marketing Hub Pro. These versions strike the ideal balance between affordability and functionality. You'll eventually outgrow them and move on to the Pro version, but they'll give you a solid foundation of the platform. If you're already using the Pro and Enterprise versions, here are the steps you should take;

• Add videos to chats and email: Hubspot allows you to add videos that are up to 1 hour in length. 
• Create and edit email sequences: with this feature, you can also create tasks that remind you to follow up on your contacts. 
• Analyse performance data and sequence enrollment: this feature lets you determine the most effective sentences based on elements such as the number of reactions or replicas they get.
• Use playbooks: they act as a road map for your sales team and often contain content that your sales team can reference as they try to convert prospects or make contact with leads. 
• Review calls: if you call contacts using the platform, you can analyse them and use the insights to coach the sales team on the most effective calling techniques. 

The Setup Process Is Now Complete; Let the Real Fun Begin!

The first step of using any new platform is going through the onboarding process. Hubspot's Sales Hub is an amazing tool, and the only way you can enjoy its functionality is by going through & understanding the basics and then continuing to learn and improve your skills. Make sure you also check in with your team to ensure they're utilising the platform to its full extent. 

If you're looking for a certified Hubspot onboarding partner that will help you get the most of your sales Hub account, we'd love to help! Book a meeting with us today, and one of our experts will be in touch with you.