June 19, 2025 • 34 mins
In this episode, we’re breaking down what it takes to set up a HubSpot CRM. We’ll talk through what steps you can skip if you’re in a rush, what’s worth taking your time on, and how long the process typically takes for small to mid-sized businesses.
Tom Collins
This cocktail first appeared in the 1876 edition of Jerry Thomas’ Bar-Tender’s Guide. While the type of gin wasn’t specified, it was likely made with either Old Tom or Holland gin, the latter being more widely imported in the U.S. at the time. The drink’s name and style may have shifted depending on which was used.
Ingredients:
• 2 ounces London dry gin
• 1 ounce lemon juice, freshly squeezed
• 1/2 ounce simple syrup
• Club soda, to top
• Garnish: lemon wheel
• Garnish: maraschino cherry
Directions:
1. Add the gin, lemon juice and simple syrup to a Collins glass.
2. Fill with ice, top with club soda and stir.
3. Garnish with a lemon wheel and maraschino cherry (optional).
Recipe Credit: https://www.liquor.com/recipes/tom-collins-2/
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:08):
hey zach, hello, happy to be here again, of
course.
Speaker 2 (00:13):
Uh, it's weird hosting with you, but good,
weird, like it's just differentthan the vibe with caitlin, like
I mean for three.
It was like that for threeyears, so I think it's gonna
take some getting used to yeahit was um, yeah, we kind of you
kind of get into it like and wedon't talk as much, or kind of
that, and you're also not nearby, like I can't talk to you just
face to face, though I will inseptember when I'm down there
(00:34):
for a wedding, we will go out ohyes, that'll be awesome.
I'm looking forward to it.
Yeah, somewhere aroundseptember 12th I don't know, uh,
exactly when we that's when thewedding is, so we'll be there
before and after it.
Um, and it looks like we'reprobably staying in North
Charlotte and an Airbnbsomewhere.
Speaker 1 (00:51):
Oh nice.
Somewhere like fairly close toConcord, but still Charlotte, I
don't remember where that is,but Concord, it's like 30
minutes from me and it's alsokind of like 30 minutes from
Charlotte.
So kind of like 30 minutes fromCharlotte.
So if you're like NorthCharlotte, you're probably in
like a decent area.
Speaker 2 (01:06):
Okay, I don't know.
I'm not in charge of the Airbnb, so I'm not worried about it.
All right, but that's not whatwe're talking about today.
We are talking about how fastcan you realistically get a
HubSpot CRM up and running andhow fast you can set it up.
And how fast we can set it upmight be two different things.
We have done some very, veryfast.
(01:28):
Caitlin and I tag-teamed oneand it was very quick, so we'll
talk about that a little bitlater.
We'll also talk about kind ofwhat the process looks like and
some watchouts that you have ifyou're trying to kind of rush
through that and get it set upreally fast.
Speaker 1 (01:43):
I'm interested to learn about it too.
It's not something that's likesuper, you don't do it, Like
yeah, you don't do onboardings.
Speaker 2 (01:48):
You don't do HubSpot setups.
You assist like there's littlepieces of it that you might do
for people but you're notrunning those.
Speaker 1 (01:57):
I'll be right along with the audience.
Speaker 2 (02:00):
Well, cool and you went.
You went classic with thecocktail.
Today, zach, it's Tom.
Speaker 1 (02:05):
Collins, we hadn't done one of those yet.
Speaker 2 (02:08):
No, we haven't.
Speaker 1 (02:09):
You had the idea for saving it for an episode of
Riley, so we could make it theRiley Collins.
Speaker 2 (02:17):
I think the Riley Collins has to be a different
drink.
Maybe it's not gin, it'ssomething else, it's tequila, or
whatever.
Speaker 1 (02:23):
Maybe I just show him the recipe and say what would
you change about this recipe,and go from there To making
yours.
Yeah, that'd be fun.
Speaker 2 (02:30):
Does the lemon juice become a different juice, like
it could be orange juice?
That'd be different.
Yeah, you know.
There you go.
I don't know.
I think that's a good one.
What is the cocktail?
Tell us about it.
Speaker 1 (02:42):
So it first appeared in the 1876 edition of Jerry
Thomas' Bartender's Guide.
I feel like a lot of theseclassic cocktails that we've
been going through.
They all were in a booksomewhere and that's kind of how
they gained fame, yep.
And it says the type of ginwasn't specified, but it was
most likely Old Tom or HollandGin, which is widely imported.
Speaker 2 (03:05):
Tom Holland needs to pull a Ryan Reynolds and make
Young Tom Holland Gin andthat'll be confusing You'll have
Old Tom Gin, holland Gin andthen you'd have Young Tom
Holland Gin.
Speaker 1 (03:14):
Doesn't he have some kind of new drink, like a Bureau
or something?
I saw it somewhere, I don'tknow what it is.
Speaker 2 (03:20):
I think Tom Holland's sober now.
Maybe it's like a non-alcoholicdrink.
Then it might be.
It might be.
I can look that up, though, andsee yeah.
Speaker 1 (03:30):
But I've never had one of these but I'm sure it'd
be pretty good, like it has allthings that are like pretty
simple in most cocktails that Iwould like.
Speaker 2 (03:41):
Yeah, it's like a step up from a gin and tonic,
basically Okay and a little bitdifferent.
Um yeah, he does have his newnon-alcoholic beer called bureau
b-e-r-o.
Speaker 1 (03:51):
Bureau brewingcom so I literally saw it.
I saw an ad for it and then Iwas in target yesterday and I
saw like a big display for it,but I still didn't know what it
was.
So it's good, oh wow so it's.
Speaker 2 (04:03):
It's an american non-alcoholic beer.
Though it's, it's made inamerica which is weird yeah,
their slogan is born in london,crafted in america.
Very exciting, that's so muchin a in a tom collins.
Um.
So you get two ounces of gin,which you would have in like a
gin and tonic probably, and thenan ounce of lemon juice, which
you wouldn't.
A half ounce of simple syrup,you also wouldn't do that.
(04:24):
And then this is club soda totop it off.
So you do get a little sweetfrom tonic in a gin and tonic
and you can put a little bit oflemon juice in it.
Usually you squeeze a lemon ora lime into it Excuse me, but
yeah and then you garnish with alemon wheel and or a maraschino
cherry.
I really don't like maraschinocherries.
They're, I mean, I sort of doinsert like in a pineapple
(04:45):
upside down cake.
I'll accept it, um, but if I'mdoing a cocktail, I am
absolutely.
I would do a luxardo cherrywith these I know it's a little
bit.
It's a little highbrow for a tomcollins, but I would still do
it.
Um, so yeah, the gym, gym,lemon juice and simple syrup.
Just go into a collins glass.
You fill with ice, top withclub soda and then just stir it
a little bit.
And if you don't have a goodstir, you got to get a good stir
(05:07):
.
They're like huge, they're likesuper long.
Then just, you know, garnish it.
So that's it.
No shaking, no nothing.
Speaker 1 (05:16):
Very simple, super easy.
Speaker 2 (05:17):
And it's light, right , like it's just juice and gin.
It's gin and juice.
Speaker 1 (05:26):
I'm juice and gin.
It's gin and juice.
Well, I'm sure love this.
She loves gin and tonics.
That's like if she was on anepisode like her her teen
spotlight she would have a ginand tonic because that's what
she orders every like, almostevery bar.
But this might be like a newthing for her to try.
Speaker 2 (05:37):
So oh god, we could do, uh, we could do spouse
spotlights.
That'd be wild, that'd be wild.
Speaker 1 (05:42):
That'd be funny.
Speaker 2 (05:44):
Oh, all right, so that's the Tom Collins Um, super
simple, and the initial setupof your HubSpot CRM can be
simple, depending on what youwant to do, um.
So why don't we take a breakand get into that Sound good.
I keep rolling off my desk padlike the floor pad, like it's
(06:12):
glass, um, and it's great toroll around on the carpet, but
then the edge rolls off and I'mlike I went down.
So, anyway, little tangentthere, welcome back.
We're all here, um, and we'regoing to talk about setting up a
hubspot crm.
So, uh, zach, fire away.
What do you want to?
Speaker 1 (06:24):
All right.
So why would a business need toset up a HubSpot CRM quickly?
What are some of the reasonsthat you've encountered?
Where people are like we needto get this done as soon as
possible.
Speaker 2 (06:36):
They're just super impatient.
I mean that could be one, butthat's not the most common one.
The shorter one is kind ofmaximizing their investment.
Like CRMs aren't cheap, um, youknow, hundreds of dollars or
thousands of dollars a month,and so people want to get using
it as fast as possible.
But the biggest one is theydon't want to double pay.
So they've got a contractexpiring with whatever system
(06:58):
they're using previously fortheir CRM.
Um, usually you can ask themand they'll let you end your
contract but go month to month.
You don't have to renew foranother full year.
Some places will lock you infor another full year, which is
ridiculous, but do it.
But most people just want to beout of that.
They want to have this like 30day transition period or two
(07:18):
week transition period or 60days or whatever it is, and then
be done and out and not have todeal with their old CRM.
It's also really weird for yoursalespeople or your marketing
team to be working in twosystems like your old stuff's
over here, but we started newstuff over here, which I've seen
.
People just like set up the newone but not migrate anything
and that's like whoa, no, no, no, no, no, no, no.
(07:42):
The other one that we see is thecritical sales period for them,
like their seasonality isramping up.
I had one of these not too longago and honestly it's it's
pretty difficult because it putsa lot of pressure on everybody.
Ideally, you'd make a softwarechange in your slow season, your
slow time, and then be ready togo for your biggest sales
season and like actually haveused it and understand it.
(08:05):
But we do get people who makethat switch like a few weeks
before.
They're like our critical salesperiod is coming up and you're
like, okay, let's hammer thisout then.
So it's okay to do.
Speaker 1 (08:20):
But you do have to make some compromises and some
decisions if you're going tospeed up a crm setup, especially
hubspot's crm um so ideally,you'd want to like give yourself
like what kind of a time framewould be like ideal, I guess,
for having that kind of atransition period?
Or what would you recommend ifsomeone's like looking for to
(08:41):
like start like oning to HubSpot, but they still have their CRM?
Speaker 2 (08:46):
So I mean it's typically 60 to 90 days,
depending on how much you can doyourself, how much you can
outsource to somebody else andhow much time you can dedicate
it to it.
Right, because the peoplerunning the CRM aren't usually
just running the CRM.
It's like a sales manager, asales leader or a sales
assistant or a marketing manageror marketing director.
(09:06):
It's like it's somebody who'sgot another job and so how much
can you put off from your otherjob?
That's again why you do it inthe slow time, because you're
not so focused on sales ormarketing or whatever.
So HubSpot's standards forservice and sales are 60 days,
and that's meeting with aspecialist like us once a week.
(09:28):
Then you do everything yourself.
You set everything up yourself.
For Marketing Pro, it's 90 daysbecause it's a little more
involved with the drip campaignsand the workflows and some of
those things.
Sales you can get set up in aweek.
If you want to Spoiler, we didone in seven business days and
it was insane.
(09:48):
But we had two people on ourteam dedicated probably 60% of
their day for those seven daysto it.
We had a Slack channel for theclient, so we were getting like
we would ask for something andget it in real time.
It wasn't emails back and forthand figuring that out, and we
had a kickoff meeting with theclient and told them everything
(10:09):
they needed to have before wegot started on this and they
actually, within like 24 hours,had everything pulled together
and were just dumping stuff intoa shared drive for us.
Um, so typically, thoughrealistically, if I were doing a
sales or service hub myself, 30days to get it set up.
It also depends on the size ofyour sales team and service team
(10:35):
, because you can have it set upand ready to go, but you've got
to teach them and get them intoit and using it.
Um, one of the things we'veheard about HubSpot is it's
different from, like we alwayshear.
It's different from our oldsystem and people resist that.
But once they've started usingit, they're like oh my God, it's
so much better.
Like we just transitioned alarge service team Like I think
they're now like 63 or 65 peopleon this service team.
(10:59):
Yeah, and we took it took usabout 60 days to get it set up.
There were some things we had todo and some things we had to
change, but they were greatbecause they picked the cutover
date and time and we had aspecific moment when they would
clear up tickets in their oldsystem and a specific moment
when they would work everythingin the new.
The beauty is it was over aweekend and so they had people
(11:19):
come in on the weekend andactually work all the tickets in
their old system and clear themout on the weekend and actually
work all the tickets in theirold system and clear them out.
So when we hit the groundrunning it was actually on a
Tuesday morning because it was along weekend over Memorial Day.
When we hit the ground runningon Tuesday, um, and everybody
was in the system and we werethere to help them on site.
(11:40):
It was great and, honestly,like we continue to get really
great feedback from them.
It's not perfect, there's stillstuff not quite right, but they
said it's just saving so muchtime over their old system now
and it's so much more organizedand so we've got time to do
those little things now movingforward.
So that was about a 60 day ishin the back end and then we did
(12:01):
a week of training.
We did we did five trainingsessions with their team and
then we ripped the bandaid andour team was there to help them
and walk through.
Their supervisors were alsotrained on it really well, um,
and so we had like six of us oreight of us who were walking
around and helping these reps,like when they had a question or
an issue.
So yeah, so that was a serviceone Sales would be similar.
(12:25):
Those sales is less, I guess,less routine generally and more
unique individuals doing thekind of their own thing with
with HubSpot.
But anyway, long, long answerto a short question.
Speaker 1 (12:38):
But and those were kind of you were just covering
like the standard onboardingtimes, right, but you also
touched on like some of thecustom stuff, because I think,
like the standard stuff is good,but if you have the need for a
custom onboarding, like it'sreally it seems like it's really
customizable to like thebusiness's needs.
So it's like really cool tolike see that.
Speaker 2 (13:00):
And it's the same as everything.
It's do it yourself versus doit for me, like if you're having
windows replaced, you canreplace your windows yourself.
It might take you longer, itmight be harder, you might make
mistakes and it might be moreeffort, but it's going to be
cheaper in the long run becauseyou're not paying that labor.
But if you have somebody elsecome do it, it's obviously like
we had our windows replaced.
It was two business days andthat was it.
They were here for like all thewindows came, we put them in
(13:22):
the garage, like on one day, andthen the crew showed up and
they had every window donewithin two days.
If I had tried that, I probablycouldn't have had one window
done in two days.
So, yeah, I think that's thething that's helpful, especially
if you're like a small team oryou've only got one person who
can dedicate themselves toHubSpot setup.
(13:43):
We have, you know, we have 11people on our staff and at least
half of us can engage inHubSpot setup and we can divide
and conquer.
We've got people who are greatat reports.
We've got people who are greatat imports, we've got people who
are great at workflows, and sowe can spread that out.
None of us has to be great ateverything, versus if you do it
yourself or do it through astandard onboarding.
(14:03):
You've got to set it up.
You'll be guided, but you'vegot to set it up.
No one's going to do it for you.
And we do see standardonboardings that we get into it
like two weeks and they're likewhat's it going to cost for you
to just do this for me and it'slike okay, we can get you a
quote on that.
I mean to the point where wehave like standard quotes like I
(14:23):
could pull a quote on thatright now and have it sent to
you in five minutes, because weknow what needs to be done but
yeah, it's, it's a well-oiledmachine.
Speaker 1 (14:33):
I'm in that Slack channel.
You guys are always.
Yeah, we try on boardings.
Speaker 2 (14:38):
Yeah, we try.
I've got one out there rightnow that needs to book yet, so
hopefully they will.
Speaker 1 (14:44):
I think you might have covered a couple of these,
but, like, what are some of thefactors that affect how fast
like a standard onboarding canhappen, because I know there's
some hiccups sometimes where,like oh, if you're not like on
your game, like actually doinglike the tasks that you need to
do to learn everything and geteverything set up, it can really
start to slow things down.
So I was just curious on that.
Speaker 2 (15:05):
Yeah, I mean, I think one of the number one ones and
I didn't put this in my notes,but I was just thinking about it
is for your old system.
Do you have an expertinternally who knows that system
inside and out?
They know how to export, theyknow how to import, they know
how to change things.
They know where all the bodiesare buried, everything we run
into that with Salesforcesometimes, where, on the
Salesforce side, when you'reintegrating or migrating to
(15:27):
HubSpot, you have to do a bunchof stuff inside of Salesforce
and generally, like we're prettygood with HubSpot, like I would
say we're HubSpot experts.
That's probably fair.
I don't like that word, but Ithink it's fair.
We're not Salesforce experts,and so we have to rely on you
and your team, and sometimeswe've got more of an ad hoc team
doing Salesforce, and that canbe difficult.
(15:50):
So the number one is where'syour data at?
Is it in a spreadsheet?
Is it in multiple spreadsheets?
We had one that it was like oh,it's just in everybody's Google
contacts or Outlook contacts,and it's like, oh great, what's
google contacts or outlookcontacts?
It's like, oh great.
What's funny, though, is hubspothas, uh, an integration right
now that will sync your outlookcontacts or your google contacts
.
The problem you run into ismost people don't want all of
(16:11):
them in there.
It's like, oh no, I only wantthe business ones.
And it's like, well, do youhave them labeled as business?
Like, are they flagged in someway with the tag?
So that's one of the biggest.
And then are you migrating fromanother system?
And then, if you are, that'sgreat, is there an integration
(16:32):
to do that migration?
So like, if you've just beenusing MailChimp for all of your
marketing emails and you want toexpand out and get more robust,
robust features and you'removing it over to HubSpot,
there's actually an integrationthat will bring over those lists
.
It'll bring over those contacts.
It won't bring your email likeyour designed emails.
You'll have to do thoseyourself, but that's one of the
(16:53):
things to look at.
So there's two places.
One, when you go into import inHubSpot, there's an option to
import from an app or sync froman app.
So that's the other thing.
Some apps do an import and someapps sync two ways and keep
syncing two ways if you wantthem to.
And then there's theirmarketplace.
That has a whole, whole bunchof them that you can look at.
(17:18):
There's tons and tons and tonsof those.
Even if it's in a Google Sheet,you can actually pull it from
the Google Sheet without havingto export and then import Nice,
so those are big.
What kinds of data?
So bringing in 10 contactsversus 100,000 contacts isn't a
big deal.
That doesn't change the scopeat all.
(17:38):
We would do the exact samething for those.
It's a matter of if you'rebringing in contacts and
companies and deals and ticketsand notes and emails and you
want all those things associatedwith each other properly, that
becomes more complex.
We typically break it down andwe do contacts and companies
first to get those in there.
Then we'll look at like notesor deals or emails or tickets or
(18:01):
those kinds of things.
Um the uh.
But that's a big factor.
A lot of people are they'relike we're just bringing
contacts and companies, we'rejust starting fresh with deals,
we're not importing anything.
Or they're like and this Ithink will come to uh in another
piece though they're like, yeah, we want to bring in our
historic deals, but we don'treally care, we just want to
(18:22):
start creating some new stuffnow.
We'll bring the history in nextmonth, it's fine.
So that's one of the things ishow much do you need to actually
have running.
Do you really just need theability to receive a lead and
follow up on that lead and trackit through a pipeline and
that's it?
If that's all you need to do,we can set that thing up in like
(18:44):
three days and then get otherstuff done later.
But the more you need up andrunning together, the longer
it's going to take to get theonboarding done.
Still can probably get it donein 60 days.
It's not usually a huge issue,and that's like 60 calendar days
, like two months, um, not 60business days, um, which would
(19:05):
be three months probably.
Yeah, I don't know.
However, that works, um, andthen I think the other one is
how much time can you devote?
So?
And this really is whether youneed a consultant or an agency
or an onboarding specialist orif you're going to do it like
self-serve.
You know onboardings can takeupwards of 30 to 50 man hours,
(19:27):
depending on what you want to do.
So if you can only dedicate twohours a day, that's going to
take you a minimum of, you know,15 business days.
If you've got a light one, ifyou've got a heavy one, it might
take you three months to get toit.
So that's another big one Withus.
A lot of times on a customonboarding, we'll do an upfront
(19:50):
meeting and get a huge dump ofeverything.
We'll talk through strategywhat does your pipeline look
like?
What does your sales processlook like?
What's your customer journey?
All of these things?
Where's your data?
Get that to us, where yourbrand stuff?
Get that to us.
And then we'll go away for twoweeks and won't even talk with
them and we'll get as much doneas we possibly can.
Then we'll do a check in andsync up and adjust what needs
(20:12):
adjusted and that's how we canget them done in like three or
four weeks pretty quickly,because if we get everything up
front, there is zero that weneed from that client.
They can go do their job, dotheir regular job, not worry
about HubSpot, and then we comeback, we show them everything
we've done, get feedback, makeany tweaks, train them on it,
(20:34):
send them off, and then we'reusually there for support as
well for a little while after,depending on the agreement.
Speaker 1 (20:42):
So if you have the time to put into it, then you'll
get what you get put in.
But if you don't have any time,then it's probably better just
to go with the custom route.
So it's like, just let us doour thing because we're the
experts and we can take a lot ofthe headache off of it.
Speaker 2 (20:57):
And we've had some that we talk about how quick.
But we've had some that havetaken almost a year to set up
and it is so painful for us andfor the client, but it's because
they couldn't access their data.
There was an issue with thedata.
They were too busy to get backto us.
We were sitting here on ourhands just waiting to do stuff.
Those clients typically won'tstick with it because you've had
(21:19):
this software for a year, youhaven't been using it, you're
frustrated, it's expensive andyou're just like screw it, we're
just going to be done.
So we try to do them as quicklyas possible because it's a
better situation for everybody,because you can always tweak
later if you need to.
But I'd rather do one in sevendays than have one take seven
months.
That's 100% I can imagine.
Speaker 1 (21:43):
So I think, honestly, you've covered a lot of good
points.
My next question is so wetalked about some of the things
that would basically affect thespeed of how we do these, but
what are the essential thingsthat are really important to
setting up the HubSpot CRM whenyou first get started and what
(22:06):
can wait till later?
Speaker 2 (22:07):
You've covered some of it, but yeah, I wanted to get
more insight into thatHistorical data.
If you don't need it right away, can always wait.
You've got to bring in yourcontacts and companies or you're
not going to have anythingclean.
But you can hold off on somehistorical data if you need to.
I think that the essentialstuff that you need to set up
(22:28):
depends on what you want to do.
So you're probably getting aCRM to organize your data better
, and sometimes we see that'sall people want to do.
I just want my data organized.
I don't want to do anythingwith it, which is weird, but
it's true.
I just want it in one place.
We'll do stuff later and that'sgreat.
I mean, hubspot CRM is free.
You can throw as much in thereas you want.
(22:52):
You just can't do automatedstuff and make your life easier
without paying for one of thepackages.
But if you're doing sales, forinstance, you probably want to
be responding to leads faster,sorting leads, assigning leads,
not doing a lot of that manualwork.
So we always look at what isyour biggest pain point right
now and if it's, I have toassign every lead that comes in
(23:13):
manually to people.
It's like, okay, what are thecriteria on how you do that.
The critical thing for you isgoing to be yes, get the
contacts and companies in thereand then get your team in.
And then the number one thingis going to be a workflow that
does a round robin with yourleads.
That's number one.
So, kind of looking at that lowhanging fruit.
(23:35):
And then what do you do withthose leads?
Okay, the leads come in and ourfirst thing is to try to get a
meeting with them.
We want to demo our product forthem.
Okay, great, we can create asequence which is a linear
workflow that basically justsends out a request for a
meeting and then follows up andtells you hey, they didn't do
anything, so call them For thatone we look at.
(23:56):
Okay, your meetings have to beset up, which means your
calendar and email have to beconnected, which we really try
to get people to do right away,no matter what.
And if those things are set upand you've got a form on your
website that's coming in withthose leads, then we can
actually assign the lead to aperson, send an email that feels
(24:16):
one-on-one from that person,follow up on that email a couple
of times, so your sales repsmay not even have to touch that
lead for like a week, and that'sonly if they don't do anything.
Ideally, we set out that linkand either they reply to the
email and your rep's going toget it and they can do what they
want, or they set up themeeting.
So, really, looking for thatone automation that saves you
(24:40):
the most time and headacheWhether it's chasing down a
meeting, whether it's gatheringinformation we can also like oh,
whenever we get a new lead, weneed to gather these 10 things
from them, and it's always apain in the butt and we do it
via email.
Okay, let's make a form and then, when the lead comes in, we'll
send them a nice email that sayshey, thanks so much for
requesting this.
(25:00):
We just need to gather a littlebit more information to be able
to help you.
You know, please fill out thisform.
And then it'll continue to bugthem unless they fill out the
form.
So I think that's really what'skey.
If you're doing marketing, youshould have an idea of your
(25:20):
customer journey and a dripcampaign of some sort that you
want to do, or an emailnewsletter or something like
that.
That's the most common that wesee is I want to be able to
email these customers and beable to, you know, do stuff with
them.
So those are kind of theessentials.
The short answer is it depends.
Speaker 1 (25:40):
Just a quick last one , because I kind of want to hit
on it.
We've talked about how if youdon't put enough time in, or if
you're not like focused on likeactually doing the things that
you need to do, then it's goingto be a real headache.
But is there any like finalmistakes that people should
avoid that are like, oh yeah,basically like you really want
people to know yeah.
Speaker 2 (26:00):
So there's a few that we always touch on um.
One is um when you go to importyour context not testing with a
few records like one to 10,something that you can easily
delete and try again.
We have had people who justimport 100,000 contacts right
away and don't test it and thenthey're like, oh, these
(26:21):
properties aren't right, thisisn't going in the right place,
and it's like that's a lot toroll back.
I honestly test, usually withtwo contacts, or I find one
contact that has something inevery field we want to capture
info for.
So that's a big one, becausethe number of times we get hired
to just clean up the databaseis wild.
(26:43):
It's wild to me.
Speaker 1 (26:45):
I just threw everything in there and now
they're like we don't know whatwe did.
Please help.
Speaker 2 (26:49):
Yeah, why do we have 10 of the same company?
It's like, well, did you useURLs on your company records?
Are you importing them?
No, okay, yeah, that's why.
But yeah, and having URLs forcompanies even if to manually
put those in is important andhaving an email address for
people, those are reallycritical.
On an import, the other one thatwe see involves custom
(27:12):
properties and even somestandard properties.
So, on standard properties,when you get to a deal as closed
, lost, I have no idea why thisis the case.
I've definitely put it in thecommunity and the ideas forum.
It's just an open text field soyou can type in anything you
want.
Zach was a jerk, zach hated ourprice, you know whatever.
Well, I can't report on thatright, like, it's just going to
(27:33):
be a whole bunch of text.
So the number one thing we doyou can edit a standard property
Most of them, not all of them.
You can change the propertytype.
As long as it's not usedanywhere.
It's not in a workflow, it'snot in a list, no, there's no
data on a contact record on it,anything.
So before you import anything,when everything is clean, we
(27:53):
always recommend going to likethe closed one and closed lost
Anything.
That's an open text field thatyou want to be able to report on
and changing it to like adropdown or a radio button,
whatever you want.
So like closed loss should belike pricing or competition or
feature set, whatever you want.
You can always add to it later,but you really want to have it
(28:15):
be that dropdown, because thenyou can be like okay, we lost
20% of our deals on pricing, welost 30% on this.
You can't do that with a textfield.
So that's one.
And there's a few of those.
Hubsub has been really good atsome of them.
They cleaned up all the phonenumber fields finally, so you
can dictate your formatting onthe phone number field, like are
there parentheses, are therenot, are there dashes, are there
dots, et cetera.
(28:36):
So that's wonderful.
But the big one is trailing off.
That is sloppy.
Custom properties.
So the biggest one we see iseverything is just a text field.
Every single custom propertythey set up it's just a text
field and that's it.
Fine, the data will go in there, but you can't do anything with
it.
So if it's a date and you putit in a text field, HubSpot
(28:59):
doesn't know that's a date.
It just knows that it's somenumbers and slashes.
That's it.
If you make it a date field,you can run calculations off of
it.
You can run workflows off of it, all of those kinds of things.
So like if birth date would bea great one, if you're a retail,
if you've got a birth date inthere in a text field, I can't
trigger a workflow to sendsomebody a sale email on their
birthday or 30 days before theirbirthday or whatever it is.
(29:21):
If it's a date field, I canabsolutely do that.
So making sure you're pickingthe right type of field whether
it's a number or currency ordate for the kind of data that
you're bringing in, and thenalso doing things like
restricting that data.
So we had one.
It was really funny.
I was working with somebody andI was like, oh, like your
(29:43):
postal code should be restrictedto numbers only, which you can
do.
And he's like, yeah, exceptwe're in Canada and our postal
codes are numbers and letters.
And I'm like, okay, never mind,I'm like you could restrict the
number of characters.
But yeah, that's something youhave to think about.
But if you only deal with UScompanies, your postal code will
always be just numbers.
So make sure you keep thatclean.
(30:04):
So, looking at those.
We clean up a lot of those andthe process is basically to
create the right field, thecorrect field, in parallel to
the incorrect field.
Take all the data from theincorrect field and migrate it
over to the correct field andthen wipe out the old field,
change the type of field it isespecially if it's a HubSpot
(30:25):
standard field, because thoseare in reports and things Change
the type of field it is, thenmove all the data back, um and
it's, and we do it via aworkflow, but you still have to
double check it, um, and ifyou've done that with, like you
know, 15 or 20 properties, it'sa nightmare.
So those are the biggest,because you're your own worst
(30:47):
enemy at keeping your data clean, like, and it's all about how
you do it in the beginning, um,and making sure you set those
things up right it's.
It's definitely gonna bite youif you do not have it good in
the beginning, especially if youtry and move to a new crm like
upspot yep I mean, even in ours,like I mean, we've had upspot
almost 10 years at the company Ithink it's been eight years and
(31:09):
we didn't know a whole lot whenwe were setting it up and we
went through a regularonboarding and we used it for a
year before we started, like youknow, working on it with
clients or selling it withclients or any of that.
And I I mean there are sometimes that I'm like, oh God,
like this is a mess, like weshould clean up our own thing.
And we are working to clean up,especially that customer
(31:32):
records.
Because if we want to send agift to every customer like how
do I do that?
I don't know.
I have to have a clean list.
If I need to send a notice thatwe're on a holiday, like that
should be super fast we shouldhave a customer list in there.
We create an email, boom, offit goes, and we say, hey, here's
our holiday schedule for theyear so that you understand when
we're not here.
Here's our holiday schedule forthe year, so that you
understand when we're not here.
But yeah, cleanup is like, justyou know, do yourself a favor
(31:55):
and do it right the first time.
Mm-hmm, you know.
Speaker 1 (31:59):
Wow, I feel like I really learned a lot.
It was mostly just you.
I feel like I just yelled atyou about things that go wrong
in HubSpot.
You covered everything.
Great though I liked it, Ithink that about wraps us up.
Speaker 2 (32:11):
Yeah, I hope it was helpful for folks.
We didn't really have a lot oftangents either, I just was on a
tear going through that.
If you come for the tangents,you've got some good tips with
HubSpot.
If you want tangents, just golisten to a different episode.
There's plenty of tangents.
Speaker 1 (32:30):
We did talk about Biro in the beginning from Tom
Holland, we did, we did.
On Tom Holland, we got at leastone, didn't we?
Speaker 2 (32:36):
Yeah, that's true.
That's true.
All right, so I think that's it.
We do have an episode coming upand it's going to have a guest.
We've got a guest again.
I know we've been working onthis one for a while, so Alex
Waters is going to be with us.
He's a local Sioux City person.
I'm trying to remember.
(32:57):
Is he on the city council or ishe not?
Yeah, yeah, yeah, he is.
He's a fantastic person.
Speaker 1 (33:03):
He's going to be awesome to have, as always.
Yeah, thank you for listening.
You can find our agency atantidote, underscore 71.
If you have a question, you'dlike to send our way head to
ctapodcastlive to share someemail, or you can leave us a
voice message on our hotline atvoice02-718-9971.
Your question might make itinto a future episode of the
podcast.
(33:23):
Mom, if you're listening tothis, you shouldn't be scared.
Speaker 2 (33:26):
Please call in or just email it yeah, his mom had
a question and, uh, she justdidn't want to send it in.
Um, the other thing you can do,like so when you go to cta
podcastlive you can attach anaudio clip to that, so you can
record an audio note on your onyour own phone.
If you don't want to, you know,leave us a message if you want
to like try it and erase it andtry it again.
(33:47):
You could also record a shortvideo and pop it in there too.
It's just attaching a file andthen we can pop your pretty
little face right in here in ourpodcast.
So we'll see if we get anyquestions.
It would be nice and make lifeeasier for Zach on picking
topics, but for now we will justkeep going and we'll be back
(34:07):
next week with Alex Waters.
hey zach, hello, happy to be here again, of
course.
Speaker 2 (00:13):
Uh, it's weird hosting with you, but good,
weird, like it's just differentthan the vibe with caitlin, like
I mean for three.
It was like that for threeyears, so I think it's gonna
take some getting used to yeahit was um, yeah, we kind of you
kind of get into it like and wedon't talk as much, or kind of
that, and you're also not nearby, like I can't talk to you just
face to face, though I will inseptember when I'm down there
(00:34):
for a wedding, we will go out ohyes, that'll be awesome.
I'm looking forward to it.
Yeah, somewhere aroundseptember 12th I don't know, uh,
exactly when we that's when thewedding is, so we'll be there
before and after it.
Um, and it looks like we'reprobably staying in North
Charlotte and an Airbnbsomewhere.
Speaker 1 (00:51):
Oh nice.
Somewhere like fairly close toConcord, but still Charlotte, I
don't remember where that is,but Concord, it's like 30
minutes from me and it's alsokind of like 30 minutes from
Charlotte.
So kind of like 30 minutes fromCharlotte.
So if you're like NorthCharlotte, you're probably in
like a decent area.
Speaker 2 (01:06):
Okay, I don't know.
I'm not in charge of the Airbnb, so I'm not worried about it.
All right, but that's not whatwe're talking about today.
We are talking about how fastcan you realistically get a
HubSpot CRM up and running andhow fast you can set it up.
And how fast we can set it upmight be two different things.
We have done some very, veryfast.
(01:28):
Caitlin and I tag-teamed oneand it was very quick, so we'll
talk about that a little bitlater.
We'll also talk about kind ofwhat the process looks like and
some watchouts that you have ifyou're trying to kind of rush
through that and get it set upreally fast.
Speaker 1 (01:43):
I'm interested to learn about it too.
It's not something that's likesuper, you don't do it, Like
yeah, you don't do onboardings.
Speaker 2 (01:48):
You don't do HubSpot setups.
You assist like there's littlepieces of it that you might do
for people but you're notrunning those.
Speaker 1 (01:57):
I'll be right along with the audience.
Speaker 2 (02:00):
Well, cool and you went.
You went classic with thecocktail.
Today, zach, it's Tom.
Speaker 1 (02:05):
Collins, we hadn't done one of those yet.
Speaker 2 (02:08):
No, we haven't.
Speaker 1 (02:09):
You had the idea for saving it for an episode of
Riley, so we could make it theRiley Collins.
Speaker 2 (02:17):
I think the Riley Collins has to be a different
drink.
Maybe it's not gin, it'ssomething else, it's tequila, or
whatever.
Speaker 1 (02:23):
Maybe I just show him the recipe and say what would
you change about this recipe,and go from there To making
yours.
Yeah, that'd be fun.
Speaker 2 (02:30):
Does the lemon juice become a different juice, like
it could be orange juice?
That'd be different.
Yeah, you know.
There you go.
I don't know.
I think that's a good one.
What is the cocktail?
Tell us about it.
Speaker 1 (02:42):
So it first appeared in the 1876 edition of Jerry
Thomas' Bartender's Guide.
I feel like a lot of theseclassic cocktails that we've
been going through.
They all were in a booksomewhere and that's kind of how
they gained fame, yep.
And it says the type of ginwasn't specified, but it was
most likely Old Tom or HollandGin, which is widely imported.
Speaker 2 (03:05):
Tom Holland needs to pull a Ryan Reynolds and make
Young Tom Holland Gin andthat'll be confusing You'll have
Old Tom Gin, holland Gin andthen you'd have Young Tom
Holland Gin.
Speaker 1 (03:14):
Doesn't he have some kind of new drink, like a Bureau
or something?
I saw it somewhere, I don'tknow what it is.
Speaker 2 (03:20):
I think Tom Holland's sober now.
Maybe it's like a non-alcoholicdrink.
Then it might be.
It might be.
I can look that up, though, andsee yeah.
Speaker 1 (03:30):
But I've never had one of these but I'm sure it'd
be pretty good, like it has allthings that are like pretty
simple in most cocktails that Iwould like.
Speaker 2 (03:41):
Yeah, it's like a step up from a gin and tonic,
basically Okay and a little bitdifferent.
Um yeah, he does have his newnon-alcoholic beer called bureau
b-e-r-o.
Speaker 1 (03:51):
Bureau brewingcom so I literally saw it.
I saw an ad for it and then Iwas in target yesterday and I
saw like a big display for it,but I still didn't know what it
was.
So it's good, oh wow so it's.
Speaker 2 (04:03):
It's an american non-alcoholic beer.
Though it's, it's made inamerica which is weird yeah,
their slogan is born in london,crafted in america.
Very exciting, that's so muchin a in a tom collins.
Um.
So you get two ounces of gin,which you would have in like a
gin and tonic probably, and thenan ounce of lemon juice, which
you wouldn't.
A half ounce of simple syrup,you also wouldn't do that.
(04:24):
And then this is club soda totop it off.
So you do get a little sweetfrom tonic in a gin and tonic
and you can put a little bit oflemon juice in it.
Usually you squeeze a lemon ora lime into it Excuse me, but
yeah and then you garnish with alemon wheel and or a maraschino
cherry.
I really don't like maraschinocherries.
They're, I mean, I sort of doinsert like in a pineapple
(04:45):
upside down cake.
I'll accept it, um, but if I'mdoing a cocktail, I am
absolutely.
I would do a luxardo cherrywith these I know it's a little
bit.
It's a little highbrow for a tomcollins, but I would still do
it.
Um, so yeah, the gym, gym,lemon juice and simple syrup.
Just go into a collins glass.
You fill with ice, top withclub soda and then just stir it
a little bit.
And if you don't have a goodstir, you got to get a good stir
(05:07):
.
They're like huge, they're likesuper long.
Then just, you know, garnish it.
So that's it.
No shaking, no nothing.
Speaker 1 (05:16):
Very simple, super easy.
Speaker 2 (05:17):
And it's light, right , like it's just juice and gin.
It's gin and juice.
Speaker 1 (05:26):
I'm juice and gin.
It's gin and juice.
Well, I'm sure love this.
She loves gin and tonics.
That's like if she was on anepisode like her her teen
spotlight she would have a ginand tonic because that's what
she orders every like, almostevery bar.
But this might be like a newthing for her to try.
Speaker 2 (05:37):
So oh god, we could do, uh, we could do spouse
spotlights.
That'd be wild, that'd be wild.
Speaker 1 (05:42):
That'd be funny.
Speaker 2 (05:44):
Oh, all right, so that's the Tom Collins Um, super
simple, and the initial setupof your HubSpot CRM can be
simple, depending on what youwant to do, um.
So why don't we take a breakand get into that Sound good.
I keep rolling off my desk padlike the floor pad, like it's
(06:12):
glass, um, and it's great toroll around on the carpet, but
then the edge rolls off and I'mlike I went down.
So, anyway, little tangentthere, welcome back.
We're all here, um, and we'regoing to talk about setting up a
hubspot crm.
So, uh, zach, fire away.
What do you want to?
Speaker 1 (06:24):
All right.
So why would a business need toset up a HubSpot CRM quickly?
What are some of the reasonsthat you've encountered?
Where people are like we needto get this done as soon as
possible.
Speaker 2 (06:36):
They're just super impatient.
I mean that could be one, butthat's not the most common one.
The shorter one is kind ofmaximizing their investment.
Like CRMs aren't cheap, um, youknow, hundreds of dollars or
thousands of dollars a month,and so people want to get using
it as fast as possible.
But the biggest one is theydon't want to double pay.
So they've got a contractexpiring with whatever system
(06:58):
they're using previously fortheir CRM.
Um, usually you can ask themand they'll let you end your
contract but go month to month.
You don't have to renew foranother full year.
Some places will lock you infor another full year, which is
ridiculous, but do it.
But most people just want to beout of that.
They want to have this like 30day transition period or two
(07:18):
week transition period or 60days or whatever it is, and then
be done and out and not have todeal with their old CRM.
It's also really weird for yoursalespeople or your marketing
team to be working in twosystems like your old stuff's
over here, but we started newstuff over here, which I've seen
.
People just like set up the newone but not migrate anything
and that's like whoa, no, no, no, no, no, no, no.
(07:42):
The other one that we see is thecritical sales period for them,
like their seasonality isramping up.
I had one of these not too longago and honestly it's it's
pretty difficult because it putsa lot of pressure on everybody.
Ideally, you'd make a softwarechange in your slow season, your
slow time, and then be ready togo for your biggest sales
season and like actually haveused it and understand it.
(08:05):
But we do get people who makethat switch like a few weeks
before.
They're like our critical salesperiod is coming up and you're
like, okay, let's hammer thisout then.
So it's okay to do.
Speaker 1 (08:20):
But you do have to make some compromises and some
decisions if you're going tospeed up a crm setup, especially
hubspot's crm um so ideally,you'd want to like give yourself
like what kind of a time framewould be like ideal, I guess,
for having that kind of atransition period?
Or what would you recommend ifsomeone's like looking for to
(08:41):
like start like oning to HubSpot, but they still have their CRM?
Speaker 2 (08:46):
So I mean it's typically 60 to 90 days,
depending on how much you can doyourself, how much you can
outsource to somebody else andhow much time you can dedicate
it to it.
Right, because the peoplerunning the CRM aren't usually
just running the CRM.
It's like a sales manager, asales leader or a sales
assistant or a marketing manageror marketing director.
(09:06):
It's like it's somebody who'sgot another job and so how much
can you put off from your otherjob?
That's again why you do it inthe slow time, because you're
not so focused on sales ormarketing or whatever.
So HubSpot's standards forservice and sales are 60 days,
and that's meeting with aspecialist like us once a week.
(09:28):
Then you do everything yourself.
You set everything up yourself.
For Marketing Pro, it's 90 daysbecause it's a little more
involved with the drip campaignsand the workflows and some of
those things.
Sales you can get set up in aweek.
If you want to Spoiler, we didone in seven business days and
it was insane.
(09:48):
But we had two people on ourteam dedicated probably 60% of
their day for those seven daysto it.
We had a Slack channel for theclient, so we were getting like
we would ask for something andget it in real time.
It wasn't emails back and forthand figuring that out, and we
had a kickoff meeting with theclient and told them everything
(10:09):
they needed to have before wegot started on this and they
actually, within like 24 hours,had everything pulled together
and were just dumping stuff intoa shared drive for us.
Um, so typically, thoughrealistically, if I were doing a
sales or service hub myself, 30days to get it set up.
It also depends on the size ofyour sales team and service team
(10:35):
, because you can have it set upand ready to go, but you've got
to teach them and get them intoit and using it.
Um, one of the things we'veheard about HubSpot is it's
different from, like we alwayshear.
It's different from our oldsystem and people resist that.
But once they've started usingit, they're like oh my God, it's
so much better.
Like we just transitioned alarge service team Like I think
they're now like 63 or 65 peopleon this service team.
(10:59):
Yeah, and we took it took usabout 60 days to get it set up.
There were some things we had todo and some things we had to
change, but they were greatbecause they picked the cutover
date and time and we had aspecific moment when they would
clear up tickets in their oldsystem and a specific moment
when they would work everythingin the new.
The beauty is it was over aweekend and so they had people
(11:19):
come in on the weekend andactually work all the tickets in
their old system and clear themout on the weekend and actually
work all the tickets in theirold system and clear them out.
So when we hit the groundrunning it was actually on a
Tuesday morning because it was along weekend over Memorial Day.
When we hit the ground runningon Tuesday, um, and everybody
was in the system and we werethere to help them on site.
(11:40):
It was great and, honestly,like we continue to get really
great feedback from them.
It's not perfect, there's stillstuff not quite right, but they
said it's just saving so muchtime over their old system now
and it's so much more organizedand so we've got time to do
those little things now movingforward.
So that was about a 60 day ishin the back end and then we did
(12:01):
a week of training.
We did we did five trainingsessions with their team and
then we ripped the bandaid andour team was there to help them
and walk through.
Their supervisors were alsotrained on it really well, um,
and so we had like six of us oreight of us who were walking
around and helping these reps,like when they had a question or
an issue.
So yeah, so that was a serviceone Sales would be similar.
(12:25):
Those sales is less, I guess,less routine generally and more
unique individuals doing thekind of their own thing with
with HubSpot.
But anyway, long, long answerto a short question.
Speaker 1 (12:38):
But and those were kind of you were just covering
like the standard onboardingtimes, right, but you also
touched on like some of thecustom stuff, because I think,
like the standard stuff is good,but if you have the need for a
custom onboarding, like it'sreally it seems like it's really
customizable to like thebusiness's needs.
So it's like really cool tolike see that.
Speaker 2 (13:00):
And it's the same as everything.
It's do it yourself versus doit for me, like if you're having
windows replaced, you canreplace your windows yourself.
It might take you longer, itmight be harder, you might make
mistakes and it might be moreeffort, but it's going to be
cheaper in the long run becauseyou're not paying that labor.
But if you have somebody elsecome do it, it's obviously like
we had our windows replaced.
It was two business days andthat was it.
They were here for like all thewindows came, we put them in
(13:22):
the garage, like on one day, andthen the crew showed up and
they had every window donewithin two days.
If I had tried that, I probablycouldn't have had one window
done in two days.
So, yeah, I think that's thething that's helpful, especially
if you're like a small team oryou've only got one person who
can dedicate themselves toHubSpot setup.
(13:43):
We have, you know, we have 11people on our staff and at least
half of us can engage inHubSpot setup and we can divide
and conquer.
We've got people who are greatat reports.
We've got people who are greatat imports, we've got people who
are great at workflows, and sowe can spread that out.
None of us has to be great ateverything, versus if you do it
yourself or do it through astandard onboarding.
(14:03):
You've got to set it up.
You'll be guided, but you'vegot to set it up.
No one's going to do it for you.
And we do see standardonboardings that we get into it
like two weeks and they're likewhat's it going to cost for you
to just do this for me and it'slike okay, we can get you a
quote on that.
I mean to the point where wehave like standard quotes like I
(14:23):
could pull a quote on thatright now and have it sent to
you in five minutes, because weknow what needs to be done but
yeah, it's, it's a well-oiledmachine.
Speaker 1 (14:33):
I'm in that Slack channel.
You guys are always.
Yeah, we try on boardings.
Speaker 2 (14:38):
Yeah, we try.
I've got one out there rightnow that needs to book yet, so
hopefully they will.
Speaker 1 (14:44):
I think you might have covered a couple of these,
but, like, what are some of thefactors that affect how fast
like a standard onboarding canhappen, because I know there's
some hiccups sometimes where,like oh, if you're not like on
your game, like actually doinglike the tasks that you need to
do to learn everything and geteverything set up, it can really
start to slow things down.
So I was just curious on that.
Speaker 2 (15:05):
Yeah, I mean, I think one of the number one ones and
I didn't put this in my notes,but I was just thinking about it
is for your old system.
Do you have an expertinternally who knows that system
inside and out?
They know how to export, theyknow how to import, they know
how to change things.
They know where all the bodiesare buried, everything we run
into that with Salesforcesometimes, where, on the
Salesforce side, when you'reintegrating or migrating to
(15:27):
HubSpot, you have to do a bunchof stuff inside of Salesforce
and generally, like we're prettygood with HubSpot, like I would
say we're HubSpot experts.
That's probably fair.
I don't like that word, but Ithink it's fair.
We're not Salesforce experts,and so we have to rely on you
and your team, and sometimeswe've got more of an ad hoc team
doing Salesforce, and that canbe difficult.
(15:50):
So the number one is where'syour data at?
Is it in a spreadsheet?
Is it in multiple spreadsheets?
We had one that it was like oh,it's just in everybody's Google
contacts or Outlook contacts,and it's like, oh great, what's
google contacts or outlookcontacts?
It's like, oh great.
What's funny, though, is hubspothas, uh, an integration right
now that will sync your outlookcontacts or your google contacts
.
The problem you run into ismost people don't want all of
(16:11):
them in there.
It's like, oh no, I only wantthe business ones.
And it's like, well, do youhave them labeled as business?
Like, are they flagged in someway with the tag?
So that's one of the biggest.
And then are you migrating fromanother system?
And then, if you are, that'sgreat, is there an integration
(16:32):
to do that migration?
So like, if you've just beenusing MailChimp for all of your
marketing emails and you want toexpand out and get more robust,
robust features and you'removing it over to HubSpot,
there's actually an integrationthat will bring over those lists
.
It'll bring over those contacts.
It won't bring your email likeyour designed emails.
You'll have to do thoseyourself, but that's one of the
(16:53):
things to look at.
So there's two places.
One, when you go into import inHubSpot, there's an option to
import from an app or sync froman app.
So that's the other thing.
Some apps do an import and someapps sync two ways and keep
syncing two ways if you wantthem to.
And then there's theirmarketplace.
That has a whole, whole bunchof them that you can look at.
(17:18):
There's tons and tons and tonsof those.
Even if it's in a Google Sheet,you can actually pull it from
the Google Sheet without havingto export and then import Nice,
so those are big.
What kinds of data?
So bringing in 10 contactsversus 100,000 contacts isn't a
big deal.
That doesn't change the scopeat all.
(17:38):
We would do the exact samething for those.
It's a matter of if you'rebringing in contacts and
companies and deals and ticketsand notes and emails and you
want all those things associatedwith each other properly, that
becomes more complex.
We typically break it down andwe do contacts and companies
first to get those in there.
Then we'll look at like notesor deals or emails or tickets or
(18:01):
those kinds of things.
Um the uh.
But that's a big factor.
A lot of people are they'relike we're just bringing
contacts and companies, we'rejust starting fresh with deals,
we're not importing anything.
Or they're like and this Ithink will come to uh in another
piece though they're like, yeah, we want to bring in our
historic deals, but we don'treally care, we just want to
(18:22):
start creating some new stuffnow.
We'll bring the history in nextmonth, it's fine.
So that's one of the things ishow much do you need to actually
have running.
Do you really just need theability to receive a lead and
follow up on that lead and trackit through a pipeline and
that's it?
If that's all you need to do,we can set that thing up in like
(18:44):
three days and then get otherstuff done later.
But the more you need up andrunning together, the longer
it's going to take to get theonboarding done.
Still can probably get it donein 60 days.
It's not usually a huge issue,and that's like 60 calendar days
, like two months, um, not 60business days, um, which would
(19:05):
be three months probably.
Yeah, I don't know.
However, that works, um, andthen I think the other one is
how much time can you devote?
So?
And this really is whether youneed a consultant or an agency
or an onboarding specialist orif you're going to do it like
self-serve.
You know onboardings can takeupwards of 30 to 50 man hours,
(19:27):
depending on what you want to do.
So if you can only dedicate twohours a day, that's going to
take you a minimum of, you know,15 business days.
If you've got a light one, ifyou've got a heavy one, it might
take you three months to get toit.
So that's another big one Withus.
A lot of times on a customonboarding, we'll do an upfront
(19:50):
meeting and get a huge dump ofeverything.
We'll talk through strategywhat does your pipeline look
like?
What does your sales processlook like?
What's your customer journey?
All of these things?
Where's your data?
Get that to us, where yourbrand stuff?
Get that to us.
And then we'll go away for twoweeks and won't even talk with
them and we'll get as much doneas we possibly can.
Then we'll do a check in andsync up and adjust what needs
(20:12):
adjusted and that's how we canget them done in like three or
four weeks pretty quickly,because if we get everything up
front, there is zero that weneed from that client.
They can go do their job, dotheir regular job, not worry
about HubSpot, and then we comeback, we show them everything
we've done, get feedback, makeany tweaks, train them on it,
(20:34):
send them off, and then we'reusually there for support as
well for a little while after,depending on the agreement.
Speaker 1 (20:42):
So if you have the time to put into it, then you'll
get what you get put in.
But if you don't have any time,then it's probably better just
to go with the custom route.
So it's like, just let us doour thing because we're the
experts and we can take a lot ofthe headache off of it.
Speaker 2 (20:57):
And we've had some that we talk about how quick.
But we've had some that havetaken almost a year to set up
and it is so painful for us andfor the client, but it's because
they couldn't access their data.
There was an issue with thedata.
They were too busy to get backto us.
We were sitting here on ourhands just waiting to do stuff.
Those clients typically won'tstick with it because you've had
(21:19):
this software for a year, youhaven't been using it, you're
frustrated, it's expensive andyou're just like screw it, we're
just going to be done.
So we try to do them as quicklyas possible because it's a
better situation for everybody,because you can always tweak
later if you need to.
But I'd rather do one in sevendays than have one take seven
months.
That's 100% I can imagine.
Speaker 1 (21:43):
So I think, honestly, you've covered a lot of good
points.
My next question is so wetalked about some of the things
that would basically affect thespeed of how we do these, but
what are the essential thingsthat are really important to
setting up the HubSpot CRM whenyou first get started and what
(22:06):
can wait till later?
Speaker 2 (22:07):
You've covered some of it, but yeah, I wanted to get
more insight into thatHistorical data.
If you don't need it right away, can always wait.
You've got to bring in yourcontacts and companies or you're
not going to have anythingclean.
But you can hold off on somehistorical data if you need to.
I think that the essentialstuff that you need to set up
(22:28):
depends on what you want to do.
So you're probably getting aCRM to organize your data better
, and sometimes we see that'sall people want to do.
I just want my data organized.
I don't want to do anythingwith it, which is weird, but
it's true.
I just want it in one place.
We'll do stuff later and that'sgreat.
I mean, hubspot CRM is free.
You can throw as much in thereas you want.
(22:52):
You just can't do automatedstuff and make your life easier
without paying for one of thepackages.
But if you're doing sales, forinstance, you probably want to
be responding to leads faster,sorting leads, assigning leads,
not doing a lot of that manualwork.
So we always look at what isyour biggest pain point right
now and if it's, I have toassign every lead that comes in
(23:13):
manually to people.
It's like, okay, what are thecriteria on how you do that.
The critical thing for you isgoing to be yes, get the
contacts and companies in thereand then get your team in.
And then the number one thingis going to be a workflow that
does a round robin with yourleads.
That's number one.
So, kind of looking at that lowhanging fruit.
(23:35):
And then what do you do withthose leads?
Okay, the leads come in and ourfirst thing is to try to get a
meeting with them.
We want to demo our product forthem.
Okay, great, we can create asequence which is a linear
workflow that basically justsends out a request for a
meeting and then follows up andtells you hey, they didn't do
anything, so call them For thatone we look at.
(23:56):
Okay, your meetings have to beset up, which means your
calendar and email have to beconnected, which we really try
to get people to do right away,no matter what.
And if those things are set upand you've got a form on your
website that's coming in withthose leads, then we can
actually assign the lead to aperson, send an email that feels
(24:16):
one-on-one from that person,follow up on that email a couple
of times, so your sales repsmay not even have to touch that
lead for like a week, and that'sonly if they don't do anything.
Ideally, we set out that linkand either they reply to the
email and your rep's going toget it and they can do what they
want, or they set up themeeting.
So, really, looking for thatone automation that saves you
(24:40):
the most time and headacheWhether it's chasing down a
meeting, whether it's gatheringinformation we can also like oh,
whenever we get a new lead, weneed to gather these 10 things
from them, and it's always apain in the butt and we do it
via email.
Okay, let's make a form and then, when the lead comes in, we'll
send them a nice email that sayshey, thanks so much for
requesting this.
(25:00):
We just need to gather a littlebit more information to be able
to help you.
You know, please fill out thisform.
And then it'll continue to bugthem unless they fill out the
form.
So I think that's really what'skey.
If you're doing marketing, youshould have an idea of your
(25:20):
customer journey and a dripcampaign of some sort that you
want to do, or an emailnewsletter or something like
that.
That's the most common that wesee is I want to be able to
email these customers and beable to, you know, do stuff with
them.
So those are kind of theessentials.
The short answer is it depends.
Speaker 1 (25:40):
Just a quick last one , because I kind of want to hit
on it.
We've talked about how if youdon't put enough time in, or if
you're not like focused on likeactually doing the things that
you need to do, then it's goingto be a real headache.
But is there any like finalmistakes that people should
avoid that are like, oh yeah,basically like you really want
people to know yeah.
Speaker 2 (26:00):
So there's a few that we always touch on um.
One is um when you go to importyour context not testing with a
few records like one to 10,something that you can easily
delete and try again.
We have had people who justimport 100,000 contacts right
away and don't test it and thenthey're like, oh, these
(26:21):
properties aren't right, thisisn't going in the right place,
and it's like that's a lot toroll back.
I honestly test, usually withtwo contacts, or I find one
contact that has something inevery field we want to capture
info for.
So that's a big one, becausethe number of times we get hired
to just clean up the databaseis wild.
(26:43):
It's wild to me.
Speaker 1 (26:45):
I just threw everything in there and now
they're like we don't know whatwe did.
Please help.
Speaker 2 (26:49):
Yeah, why do we have 10 of the same company?
It's like, well, did you useURLs on your company records?
Are you importing them?
No, okay, yeah, that's why.
But yeah, and having URLs forcompanies even if to manually
put those in is important andhaving an email address for
people, those are reallycritical.
On an import, the other one thatwe see involves custom
(27:12):
properties and even somestandard properties.
So, on standard properties,when you get to a deal as closed
, lost, I have no idea why thisis the case.
I've definitely put it in thecommunity and the ideas forum.
It's just an open text field soyou can type in anything you
want.
Zach was a jerk, zach hated ourprice, you know whatever.
Well, I can't report on thatright, like, it's just going to
(27:33):
be a whole bunch of text.
So the number one thing we doyou can edit a standard property
Most of them, not all of them.
You can change the propertytype.
As long as it's not usedanywhere.
It's not in a workflow, it'snot in a list, no, there's no
data on a contact record on it,anything.
So before you import anything,when everything is clean, we
(27:53):
always recommend going to likethe closed one and closed lost
Anything.
That's an open text field thatyou want to be able to report on
and changing it to like adropdown or a radio button,
whatever you want.
So like closed loss should belike pricing or competition or
feature set, whatever you want.
You can always add to it later,but you really want to have it
(28:15):
be that dropdown, because thenyou can be like okay, we lost
20% of our deals on pricing, welost 30% on this.
You can't do that with a textfield.
So that's one.
And there's a few of those.
Hubsub has been really good atsome of them.
They cleaned up all the phonenumber fields finally, so you
can dictate your formatting onthe phone number field, like are
there parentheses, are therenot, are there dashes, are there
dots, et cetera.
(28:36):
So that's wonderful.
But the big one is trailing off.
That is sloppy.
Custom properties.
So the biggest one we see iseverything is just a text field.
Every single custom propertythey set up it's just a text
field and that's it.
Fine, the data will go in there, but you can't do anything with
it.
So if it's a date and you putit in a text field, HubSpot
(28:59):
doesn't know that's a date.
It just knows that it's somenumbers and slashes.
That's it.
If you make it a date field,you can run calculations off of
it.
You can run workflows off of it, all of those kinds of things.
So like if birth date would bea great one, if you're a retail,
if you've got a birth date inthere in a text field, I can't
trigger a workflow to sendsomebody a sale email on their
birthday or 30 days before theirbirthday or whatever it is.
(29:21):
If it's a date field, I canabsolutely do that.
So making sure you're pickingthe right type of field whether
it's a number or currency ordate for the kind of data that
you're bringing in, and thenalso doing things like
restricting that data.
So we had one.
It was really funny.
I was working with somebody andI was like, oh, like your
(29:43):
postal code should be restrictedto numbers only, which you can
do.
And he's like, yeah, exceptwe're in Canada and our postal
codes are numbers and letters.
And I'm like, okay, never mind,I'm like you could restrict the
number of characters.
But yeah, that's something youhave to think about.
But if you only deal with UScompanies, your postal code will
always be just numbers.
So make sure you keep thatclean.
(30:04):
So, looking at those.
We clean up a lot of those andthe process is basically to
create the right field, thecorrect field, in parallel to
the incorrect field.
Take all the data from theincorrect field and migrate it
over to the correct field andthen wipe out the old field,
change the type of field it isespecially if it's a HubSpot
(30:25):
standard field, because thoseare in reports and things Change
the type of field it is, thenmove all the data back, um and
it's, and we do it via aworkflow, but you still have to
double check it, um, and ifyou've done that with, like you
know, 15 or 20 properties, it'sa nightmare.
So those are the biggest,because you're your own worst
(30:47):
enemy at keeping your data clean, like, and it's all about how
you do it in the beginning, um,and making sure you set those
things up right it's.
It's definitely gonna bite youif you do not have it good in
the beginning, especially if youtry and move to a new crm like
upspot yep I mean, even in ours,like I mean, we've had upspot
almost 10 years at the company Ithink it's been eight years and
(31:09):
we didn't know a whole lot whenwe were setting it up and we
went through a regularonboarding and we used it for a
year before we started, like youknow, working on it with
clients or selling it withclients or any of that.
And I I mean there are sometimes that I'm like, oh God,
like this is a mess, like weshould clean up our own thing.
And we are working to clean up,especially that customer
(31:32):
records.
Because if we want to send agift to every customer like how
do I do that?
I don't know.
I have to have a clean list.
If I need to send a notice thatwe're on a holiday, like that
should be super fast we shouldhave a customer list in there.
We create an email, boom, offit goes, and we say, hey, here's
our holiday schedule for theyear so that you understand when
we're not here.
Here's our holiday schedule forthe year, so that you
understand when we're not here.
But yeah, cleanup is like, justyou know, do yourself a favor
(31:55):
and do it right the first time.
Mm-hmm, you know.
Speaker 1 (31:59):
Wow, I feel like I really learned a lot.
It was mostly just you.
I feel like I just yelled atyou about things that go wrong
in HubSpot.
You covered everything.
Great though I liked it, Ithink that about wraps us up.
Speaker 2 (32:11):
Yeah, I hope it was helpful for folks.
We didn't really have a lot oftangents either, I just was on a
tear going through that.
If you come for the tangents,you've got some good tips with
HubSpot.
If you want tangents, just golisten to a different episode.
There's plenty of tangents.
Speaker 1 (32:30):
We did talk about Biro in the beginning from Tom
Holland, we did, we did.
On Tom Holland, we got at leastone, didn't we?
Speaker 2 (32:36):
Yeah, that's true.
That's true.
All right, so I think that's it.
We do have an episode coming upand it's going to have a guest.
We've got a guest again.
I know we've been working onthis one for a while, so Alex
Waters is going to be with us.
He's a local Sioux City person.
I'm trying to remember.
(32:57):
Is he on the city council or ishe not?
Yeah, yeah, yeah, he is.
He's a fantastic person.
Speaker 1 (33:03):
He's going to be awesome to have, as always.
Yeah, thank you for listening.
You can find our agency atantidote, underscore 71.
If you have a question, you'dlike to send our way head to
ctapodcastlive to share someemail, or you can leave us a
voice message on our hotline atvoice02-718-9971.
Your question might make itinto a future episode of the
podcast.
(33:23):
Mom, if you're listening tothis, you shouldn't be scared.
Speaker 2 (33:26):
Please call in or just email it yeah, his mom had
a question and, uh, she justdidn't want to send it in.
Um, the other thing you can do,like so when you go to cta
podcastlive you can attach anaudio clip to that, so you can
record an audio note on your onyour own phone.
If you don't want to, you know,leave us a message if you want
to like try it and erase it andtry it again.
(33:47):
You could also record a shortvideo and pop it in there too.
It's just attaching a file andthen we can pop your pretty
little face right in here in ourpodcast.
So we'll see if we get anyquestions.
It would be nice and make lifeeasier for Zach on picking
topics, but for now we will justkeep going and we'll be back
(34:07):
next week with Alex Waters.
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