Got Hubspot? Manage sales better using this framework.

Hubspot’s a fantastic tool.

And when used well, it’s crank your revenue from the sales team.

The problem is, no one actually shows you how it should be setup – especially for agencies.

Luckily, I’m here to help 🙂

[Here is a guide] to do exactly that.

This will give you a good feel for the logic/Hubspot architecture I recommend to accelerate your sales success.

Whilst the above is not the ONLY way to do it, I highly recommend this methodology. 

It’s been tried and tested, it’s built to scale and is designed specifically for high-growth B2B businesses where building a high-performance sales & marketing team is a core focus.

Now, let’s jump into using Hubspot dashboards to manage your sales team.

1. Create a Sales Team dashboard

As you refine this dashboard, clone this to create individual views for each sales rep.
Pay special attention to the below reports for follow-ups. This is critical to maximising conversion rates, and minimizing leads or opportunities going “cold”.

Below are screenshots of key reports to look at:

Deals not contacted > 7 days:

This should be under 5, on any given day.

MQLs not contacted > 3 days:

This should be under 5, on any given day. These are MQLs that have been contacted initially, but not followed up for more than 3 days since.

MQLs not contacted (at all)  report:

This should be zero on any given day. All MQLs must be contacted within the hour.

Deals won by month:

Keep an eye on this to see how each BDM is faring vs their target. Keep monthly targets in mind, and see how we are faring week on week, and if we’re on track to hit the monthly targets.

Pipeline created by month vs goal:

Even if a BDM has hit his deals won KPI – ensure they are still building 4x their monthly target in the new pipeline every single month. 

Keep an eye on this to ensure we are building enough new pipelines every month, that we can close in the following months.

Failure to do so will lead to us missing targets for future months.

Constant review of the above key reports:

Click on each report to see more details.  Clicking in, you will see more, with links to a list of contacts or deals. You can click on this to see further details. View the activity timeline to see the most recent communication, tasks, notes, meetings, and other related activities to inform your messaging/follow-up with the sales team.

Note – the person the sales manager reports to (eg: founder) needs to use this dashboard to hold the Sales Manager accountable – and equally the Sales Manager needs to follow the above principles to hold their team responsible too.

Doing the above alone, consistently, will typically increase your deals won by 20-30% per month – this is an essential function of revenue success.

2. Set up daily dashboards

Email this daily to key individuals. 

The team leader & the founder/GM should receive the above dashboard (this has already been done) – others can be added as needed.

BDMs can have an individual version of this created – and this should be set up to be emailed to the BDMs daily

Here’s a link on how to schedule dashboards to be automatically emailed to people

Note – this is to ensure we avoid excuses like “I didn’t know/I wasn’t aware of XXX on my dashboard” – this is the first thing everyone should look at in the morning to ensure they conduct the necessary follow-ups required. This is to be a basic expectation from every member of the sales team.

3. Maximising MQL & Deal won 

Now that the dashboard has been created, and the Sales team is across it, it’s time to use this data, to ensure we’re maximizing MQL and deal conversion.

Remember to send daily reminders to the team – manually. It’s critical for them to know this data is being watched closely, and equally for them to understand why.

Founders/CEOs must do this daily for their sales leaders, and sales leaders to do this daily for their teams.

Note – make it very clear why we do this. It isn’t “micromanagement” – we are helping them close as many deals as possible.