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HubSpot Optimisations Package
If you're not getting the most out of HubSpot, this service was built specifically for you
Frustrated you’re not getting the most out of your HubSpot Investment?
So, you bought HubSpot, you were sold the dream but now you’re underwhelmed, overpaying and wondering how you’re going to fix it.
Maybe you weren’t setup with HubSpot properly to begin with – or – it’s no ones fault, HubSpot has just morphed into a beast over time.
Whatever the case, our HubSpot Optimisation service is designed to get your portal back on track and returning a ROI.
This package is perfect for you if your team is already set up on HubSpot and you’re looking to optimise, clean up and perfect your team’s HubSpot experience.
We find HubSpot Optimisations is best suited for companies with bigger teams and multiple departments that are using HubSpot. For instance you have a sales team, marketing department, service/customer success team etc.
But, what exactly is included in our HubSpot Optimisations package, and more importantly, what isn’t included?
On this page, you will find about:
- What’s included in the HubSpot Optimisations Package?
- What is not included in the HubSpot Optimisations Package?
- How long does HubSpot Optimisations take?
- HubSpot Optimisations through HubSpot vs through an agency
- What is the cost of HubSpot Optimisations through RedPandas?
- How to get started with HubSpot Optimisations
What is a HubSpot Optimisation?
A HubSpot Optimisation is a service where an accredited HubSpot partner audits an existing setup of HubSpot, then recommends and implements structural changes to maximise functionality usage. The objective is to generate a higher ROI from your HubSpot investment.
In short, we fix your HubSpot to get it working as it ought to.
This is different to setting up a brand new portal which is known as HubSpot Onboarding. More on our HubSpot Onboarding service for new portals here.
What’s included in HubSpot Optimisations?
With HubSpot Optimisations, there are a number of key inclusions:
- Functional/Technical Scoping: Meeting with 2-3 stakeholder groups to understand their needs and bring them on the journey. Can include Sales, Marketing, Customer Service, Finance etc.
- Discovery Workshop: This is conducted to get an understanding of your business goals, challenges and customer journey.
- Customer Journey Map: This is most crucial component of your HubSpot Onboarding program and provides the strategy for everything we will build during your onboarding.
- Portal Audit: Before implementing anything, we need to do a deep dive audit into your entire HubSpot portal to get a complete understanding of what’s what.
- Implementation: This is custom for every client but can include a combination of creating/fixing workflows, reporting dashboards, contact properties, cleaning up data, integrations, sequences, templates and anything else that needs to be done to get your portal optimised.
- Training & Coaching: The project is only a success if you can autonomously take over from us after we’re done. To this end, we train and coach you on everything we did and how we did it.
Let’s take a look at the discovery workshop, the audit, and the implementation process in more detail.
Functional/Technical Scoping Sessions
For most HubSpot Optimisations there are common things we find always need attention such as Dashboards, Reporting, Workflow clean-up.
But every single HubSpot portal is different.
Ultimately, they all want one thing: Getting it working as it aught to and deliver a ROI.
So to ensure the project is aligned to the right strategic objectives and tactical execution, we conduct a 2-3 scoping sessions with separate stakeholder groups in your business to ensure:
- Everyone is on the same page in regards to the deliverables
- Everyone is brought on this journey of change
- Everyone has the opportunity to contribute to the scope of delivery
- The project doesn’t over promise and under deliver
We will hold separate scoping sessions with key stakeholders at your business. Often the project owner/s will attend all sessions.
We recommend holding a maximum of 3 stakeholder sessions with seperate departments. They can include:
- Sales
- Marketing
- Customer Service
- Operations
- Finance
The idea isn’t to guarantee everything everyone says will be done. The idea is to hear everyone out and then make a recommendation of the most impactful items that should be included in the three month sprint.
From there, the project owner (and/or project sponsor) can sign off on the scope and away we go!
Discovery Workshop
A HubSpot Discovery Workshop helps us understand your goals, your business, what success looks like, and how your sales and marketing process works.
Below you can see a snippet of our agenda for a discovery workshop.
Auditing your Current HubSpot Portal
It’s very important to run an audit of your current HubSpot Portal so that we can get an understanding of strengths and opportunities in your current setup.
If your portal has some things that are already working really well, we won’t necessarily want to change that. On top of this, it’s essential to get to know what objects (and potentially what custom objects) and properties you’re using.
Once we know exactly how your portal is set up and what needs you have we can start working through the implementation process.
Implementation of HubSpot
The implementation process can include a combination of the below (but is not limited to):
- HubSpot Technical Items:
- Checking the connection with your email sending domain
- Auditing & configuring portal settings
- Auditing your HubSpot tracking code
- Filter IP Addresses
- Add relevant paid tracking pixels: Facebook, Google, Bing
- Connecting HubSpot to Google Ads
- Connecting HubSpot to Meta Ads
- HubSpot Tools:
- Find / create a newsletter template
- Connect social accounts to HubSpot
- Forms for the website to be created in HubSpot and replace on website
- Confirm the different email types we will be sending
- Set-up auto responder contact workflows when lead completes a form
- Set-up internal system workflows of movement of lead status
- Lead status definition and mapping to lifecycle stages
- Implement live / ‘lag’ chat
- Contacts:
- Set-up clean up list of contacts
- Create standard contact lists: new leads, new leads in 24 hours, dying leads
- Sales Enablement:
- Sales enablement meeting
- Understand pipeline, identify and map deal stages
- Provide workshop/training on how to use HubSpot for sales
- Implement the approved suggestions from the sales enablement findings
- In-depth consulting on how reps spend their day
- Automating core rep and process tasks using Workflows
- Creation of sales content for sales team
- Outsourced sales development
- Reporting
- Lagging indicators: revenue, sales numbers, historical data that shows a result
- Leading indicators: data that leads to sales e.g. activity reports
- Attribution: where are leads and deals coming from
- Marketing Dashboard
- Sales Dashboard
- Integrations:
- Auditing required integrations and setting them up if in scope
Training & Coaching
Training the team is as important as the work completed in a HubSpot Optimisation – if not more important. As we progress through our Optimisation milestones, clients tend to get trained on what is being completed or assigned to them during their work in progress meetings.
In addition, we like to formalise at least (2) formal training sessions:
- Sales Training
- Marketing Training
These will happen on separate occasions. Often the main client POC (point of contact) will attend both sessions for Marketing and Sales to get their head around what the teams are going through even if they won’t directly be ‘on the tools’ themselves.
Although there are (2) formal training sessions allocated this can vary according to the client. For instance, when we are onboarding enterprise sales teams, we’ll break training sessions down into groups and also scope in follow-up support sessions.
What is not included in HubSpot Optimisations?
- Custom coding
- Integrations (can be scoped separately)
- Written content (we may recommend content)
- Video content (we may recommend videos)
How long does do HubSpot Optimisations take?
A HubSpot Optimisation project is a 3-month sprint in total.. This covers the discovery, audit, implementation & training phases of your project.
Even if a project is expected to run longer, we like to start with a Phase 1, three-month sprint. The goal is to complete the most impactful milestones within that period—focusing on what will truly move the needle for lead generation and sales.
Sometimes this timeline may be longer, especially if your current HubSpot portal is very complex. Again, the goal should be to develop an initial three-month sprint.
HubSpot Optimisations with an agency vs support through HubSpot direct
HubSpot until recently, offered professional and technical consulting services. These however are being wound down. In other words, HubSpot is no longer focused on the services side of HubSpot and more on the platform and SaaS side.
This reflects a moving focus towards utilising partners, like us, to do this work for you.
This also makes sense as agencies are in client portals more than HubSpot is, getting their hands dirty building, onboarding and training.
For the most up to date developments re direct consulting at HubSpot, visit this page: https://www.hubspot.com/services and their terms of service whilst they exist, visit this page here.
Cost of HubSpot Optimisations
While all of the execution items included in this package are the same as those included in the HubSpot Onboarding packages, the cost of HubSpot Optimisations is more expensive.
Optimisation starts from $20,000 for Professional Hubs and $38,000 for Enterprise Hubs.
This fee is broken up into two components:
- Technical/Functional Scoping paid first: $1,500+gst
- HubSpot Optimisation exection: $18,500+gst
Why does a HubSpot Optimisation cost more than a HubSpot Onboarding (new portal setup)?
When we’re setting up a HubSpot portal from scratch, while there is a lot of work involved, but we can set everything up as best practice. That means there’s no clean up, no deciphering of existing complications, workflows, setup items etc – we can follow our systems and best practice processes without running into any issues.
When we’re working in an already existing HubSpot portal, we have to first audit the portal, which is where we understand how the portal has been set up, which takes considerable time in and of itself. We then have to be conscious of the current setup when we’re implementing our execution items. This slows down the implementation process considerably, hence the increased time commitment for HubSpot Optimisations.
To sum up, HubSpot Optimisations is a package for teams who are already set up on HubSpot but who would like to optimise and improve their experience. We follow the same process as our HubSpot Onboarding packages without the coaching, but we spend far more time on this package due to the nature of it.
How to get started with HubSpot Optimisations
If you want to get started with HubSpot Optimisations through RedPandas, you can contact us today.
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