A disorganized HubSpot portal isn't just a minor annoyance; it's a hidden drag on your team's productivity, data reliability, and overall growth. When team members can't find the information they need, work from conflicting data, or miss opportunities due to a cluttered system, your investment in the platform isn't paying off.
The solution is a regular HubSpot audit—a strategic health check for your CRM. But when is the right time to perform one, and what should you look for? This guide will walk you through the key signs it's time for an audit and provide a practical checklist to get started.
You wouldn't wait for your car's engine to break down before a check-up. The same principle applies to your HubSpot portal. Here are the key moments and red flags that signal it's time for an audit.
1. Your Team Is Showing Signs of Frustration:
They consistently avoid certain HubSpot features because they're "too confusing" or cluttered.
They keep separate, private spreadsheets because they don't trust the data within HubSpot.
New team members are struggling to get up to speed due to a lack of clear processes.
2. Your Portal Is Exhibiting Red Flags:
You have active workflows with no clear purpose or goal.
Lists, dashboards, and properties are bloated with duplicates, outdated, or unused items.
You have multiple properties with slightly different names (e.g., "Lead Source" vs. "Source").
Contact records are incomplete, which kills segmentation and personalization.
3. Your Company Is Evolving:
You are in a quarterly or annual planning session and need reliable data for forecasting.
You're implementing new sales, marketing, or service processes.
You're onboarding new team members who need to learn a clean, efficient system.
An audit can feel complex, but focusing on four key areas can bring immediate clarity. Here’s a checklist to guide you.
Start With Data Quality
Maintaining good CRM hygiene is the bedrock of any successful HubSpot portal. Here’s where to focus your attention:
Review Required Properties: Are essential fields consistently filled out for new contacts?
Check for Duplicates: How many duplicate contact and company records exist?
Assess Data Completeness: What percentage of your database is missing crucial information like job titles or lifecycle stages?
Audit Bounces: Review your hard bounce and unsubscribe rates to clean your contact lists.
Review Automation
Audit Active Workflows: Do all active workflows have a clear, documented purpose?
Check Enrollment Criteria: Are the right contacts being enrolled (and unenrolled) correctly?
Verify Action Sequences: Are the emails, delays, and tasks in your workflows firing as intended?
Clean Up Your Assets
Archive Unused Items: Systematically archive old forms, landing pages, and lists that are no longer in use.
Remove Duplicate Properties: Consolidate properties that track the same information.
Update Naming Conventions: Ensure all assets follow a clear, consistent naming structure.
Optimize Your Processes
Document Standard Procedures: Create a simple guide for how your team should use HubSpot day-to-day.
Establish Audit Routines: Schedule monthly quick checks and quarterly deep dives to maintain hygiene.
Create a Data Health Dashboard: Build a dashboard in HubSpot to monitor key metrics like data completeness and duplicate records over time.
Ready to bring order and efficiency back to your HubSpot portal? A thorough audit is the first step. While you can tackle this internally, an expert eye can pinpoint critical issues in a fraction of the time and provide a clear roadmap for success. It's the fastest way to get your portal working for you, not against you.
Our team can help you get a clear, objective look at your portal's health.
Get Your Free HubSpot Audit Here
Sign up today for a complimentary audit, and you'll receive a free consultation and a custom adoption dashboard installed directly in your portal to help you maintain a clean and effective system.
Remember, the goal isn't a one-time, perfect portal. It's about creating a scalable system that empowers your team and maintains itself over time. Start small, be consistent, and build from there.