A disorganized HubSpot instance isn't just annoying. It's actively hurting your team's productivity and effectiveness. It can lead to wasted time as team members struggle to find the information they need, duplicate efforts due to lack of coordination, and missed opportunities because of unreliable data.
When Is It Time to Audit? Key Trigger Points
Think of your HubSpot portal as a high-performance engine. You wouldn't wait for it to break down completely before checking it, would you? Here are the key moments when you need to conduct an audit:
1. When your team is showing these warning signs:
- Avoiding certain HubSpot features because they're "too confusing".
- Keeping separate spreadsheets because they don't trust HubSpot data.
2. Your Portal is Exhibiting These Red Flags:
- Workflows with no clear purpose
- Multiple inactive lists cluttering your view
- Duplicate properties with slightly different names
- Contacts with critical missing information
3. Your Company is making changes:
- New members joining
- Quarterly planning sessions
- Process changes
The Strategic Timing for HubSpot Audits
Don't wait for problems to pile up. Here's your audit timing blueprint:
- Monthly quick checks
- Quarterly deep dives
- Annual review
Making Your Audit Count: A Practical Approach
Auditing CRM is complex, depending on the size of your portal. You might want to start looking at the following areas. You can obviously include any other items that are relevant to you.
Start With Data Quality
- Review required contact properties
- Check for duplicate records
- Assess data completeness
- Validate crucial information
- Audit bounce and unsubscribe
Review Automation
- Audit active workflows
- Check enrollment criteria
- Verify action sequences
- Document workflow purposes
Clean Up Assets
- Archive unused forms
- Consolidate similar lists
- Remove duplicate properties
- Update naming conventions
Optimize Processes
- Document standard procedures
- Update team guidelines
- Set naming conventions
- Establish audit routines
- Create data health dashboard
How to Start
Ready to bring order to your HubSpot portal? Start with these actions:
- Download our free HubSpot audit checklist here.
- Block time for your audit
- Document everything you find
Remember, the goal is not perfection. It is about creating a system that works for your team and maintains itself over time. Start small, be consistent, and build from there.
