Work Smarter: 5 HubSpot Workflows Your Business Needs

If you're anything like us, you're wearing multiple hats and racing against the clock each day. If "there aren't enough hours" feels like your daily mantra, you're not alone—and automation might be the answer you've been looking for. HubSpot's workflow automation tools can help you reclaim precious time while ensuring nothing falls through the cracks.

Let's dive into five powerful HubSpot workflows that can transform your day-to-day operations and drive sustainable growth.

What Makes a Great Workflow?

Before we get into specific workflows, let's quickly cover what makes automation truly valuable. An effective workflow should:

• Solve a real operational pain point
• Save significant time compared to manual processes
• Create a better experience for your customers
• Reduce the possibility of human error
• Scale with your business growth

With these criteria in mind, here are five workflows worth implementing right away:

1. The New Lead Nurturing Workflow

Nothing kills potential relationships faster than silence. When a new lead comes in through your website, timing is everything. The New Lead Nurturing workflow ensures every prospect receives immediate attention while you're busy running your business.

This workflow triggers when a contact submits a form on your website or lands in your database through another lead generation method. It then:

• Sends a personalized welcome email introducing your company and acknowledging their specific interest
• Assigns the lead to the appropriate sales rep based on criteria like geography or industry
• Creates a task for the sales rep to follow up personally within 24 hours
• Sends educational content related to the lead's initial interest over the next few days
• Alerts your team if there's been no engagement after a set period

The beauty of this workflow is the perfect balance between automation and personal touch. Your leads get immediate value while your team gets notified exactly when human interaction is needed.

2. The Customer Onboarding Workflow

The sale is just the beginning of the customer relationship. A thoughtful onboarding process helps reduce buyer's remorse, builds confidence in their decision, and sets the stage for a successful long-term partnership.

This workflow triggers when a deal moves to "Closed Won" and automatically:

• Sends a welcome email with next steps and important resources
• Schedules a series of timed check-ins at key milestones (7 days, 30 days, 90 days)
• Delivers educational content to help them maximize value from your products/services
• Assigns customer success tasks to your team at strategic points
• Invites them to customer-exclusive webinars or resources

The result is a consistent, high-quality onboarding experience that scales as you grow—no more forgetting follow-ups or inconsistent handoffs between teams.

3. The Re-Engagement Workflow

Not all leads are ready to buy immediately, and that's perfectly fine. The Re-Engagement workflow helps you nurture relationships with prospects who have shown interest but gone quiet.

This workflow activates when a previously engaged contact hasn't interacted with your emails, website, or sales team for a predetermined period (typically 30-60 days). It then:

• Sends a "We miss you" email with fresh, valuable content
• Offers an exclusive resource or assessment that addresses common industry pain points
• Updates their lead score and status in your CRM
• Creates a task for a personal outreach from a sales rep if they re-engage
• Moves them to a different list segment if they remain inactive

This automated re-engagement process recovers relationships that would otherwise slip away while ensuring your team focuses energy on the most engaged prospects.

4. The Customer Feedback Loop Workflow

Satisfaction isn't something you can set and forget. Regular feedback helps you identify issues before they become problems and uncovers opportunities to deepen relationships.

This workflow runs on a cycle (quarterly for most businesses) and:

• Sends personalized survey requests to gather Net Promoter Score (NPS) data
• Creates alerts for your team when negative feedback requires immediate attention
• Automatically routes positive testimonials to your marketing team for potential case studies
• Schedules follow-up actions based on the feedback category
• Sends thank-you messages with relevant resources based on their responses

This systematic approach to gathering feedback transforms occasional customer insights into a continuous improvement engine for your business.

5. The Data Hygiene Workflow

No discussion of automation would be complete without addressing data quality. Bad data leads to missed opportunities and wasted resources. This workflow keeps your CRM healthy and accurate.

Running on regular intervals, this workflow:

• dIdentifies duplicate contacts and companies for merging
• Flags contacts with missing critical fields for completion
• Updates contact lifecycle stages based on engagement patterns
• Archives inactive contacts after a specified period
• Creates lists of contacts needing verification

Think of this as preventive maintenance for your business operations—keeping your database clean means every other automation works more effectively.

Taking Workflow Automation to the Next Level

While these five workflows provide an excellent foundation, the real power comes from customizing them to your specific business processes. Think of these workflows not as isolated tools but as interconnected parts of your business ecosystem that talk to each other. The lead nurturing workflow naturally feeds into your customer onboarding process, which connects to your feedback loop.

How will you know if they're actually working? Each workflow should have its own success metrics - kind of like fitness goals, but for your business. Maybe it's faster response times, happier customers, or more deals closing. Whatever matters to you!

As you become comfortable with automation, gradually expand your ecosystem by identifying new processes ripe for automation. And trust us, you'll start seeing opportunities everywhere. "Could that be automated too?" will become your new favorite question. Just remember to test and tweak as you go - even the best workflows need a tune-up now and then to keep performing at their best. The most successful businesses view automation as an ongoing journey rather than a one-time implementation.

Need Help Building Your Automation Engine?

Let's be honest - setting up these workflows might sound great, but finding the time to actually implement them? That's another story entirely. If you're nodding your head right now, you're not alone! At Hubbly, we've helped dozens of busy business owners just like you transform their daily chaos into streamlined, automated processes that actually work. Our team brings over 20 years of combined HubSpot expertise to the table, and we genuinely love this stuff (yes, we get excited about workflows so you don't have to).

Think of us as your HubSpot automation architects - we'll build the systems, set up the triggers, and make sure everything runs smoothly while you focus on what you do best. No more late nights trying to figure out workflow conditions or scratching your head over automation puzzles.

Ready to stop doing everything the hard way? Let's chat about how we can help you implement these workflows (and more) to create a HubSpot portal that works as hard as you do - maybe even harder!