HubSpot Best Practices for 2025

HubSpot is surely one of the best, if not the best CRM there is.

But, it has a lot of features. And since it has a lot of features, it is sometimes a little difficult to get the most out of HubSpot. This is why we have decided to write this blog about HubSpot best practices based on our experience as a HubSpot Gold Partner.

In this blog, we have mostly focused on HubSpot Marketing Hub Professional as it is the most popular out of all the HubSpot products. So, let’s take a look at the HubSpot best practices:

1. Have Your Data Formatted The Right Way

Data formatting is a crucial part of CRMs. HubSpot has a lot of functionalities, but at the core, they are just database management software. And, if this data isn’t formatted properly, it will create a lot of issues for everyone involved. The way data is stored and presented can significantly impact your ability to analyze, interpret, and draw meaningful conclusions.

There are mostly three types of data you need to be careful about:

1. Phone Numbers
2. Date/Times
3. Any type of numbers

Phone numbers are extremely important to be formatted correctly, especially if you use HubSpot calling or a calling software. Wrongfully formatted, or non-formatted numbers can cause issues with the softwares, and it is really difficult to find which numbers are bad if you look at them manually.

But, we have a solution to this problem. We have developed an app: Smart Phone Number Formatter. This app works as an action in your HubSpot workflows and solves your formatting problems. You can also use this app to check for issues in your HubSpot workflows!

2. Keep Your Data Clean

Keeping your data clean is necessary for some very obvious reasons. It enables you to market and sell effectively. You have to make sure that the information in your HubSpot is accurate and you can rely on the information.

You can generate accurate and meaningful reports with HubSpot data if your HubSpot data is clean. You can also use precise data to target specific customers and prospects. You can also provide personalised service and address customer needs more effectively with clean data.

Here are some key steps you can take:

• Regularly clean and update your HubSpot data
• Delete old data, and bounced contacts and suppression lists
• Use data validation rules to ensure that data entered into your CRM is accurate and complete.
• Use automation tools to clean data and reduce manual errors.
• Train your team on data quality and maintaining clean data.

If your data is clean, you can rely on your data, which is nice to have, but it is really painful to not have. And since a lot of companies rely on CRMs, having your data accurate and to the point can be really game changing.

3. Track All Customer Interactions

Tracking all customer interactions, like website traffic data, email tracking data, and phone call tracking data, will help you understand how visitors interact with your business in general and identify areas for improvement. HubSpot also allows you to create reports and use automation with interaction data. 

Here are some key website metrics you can and should track with HubSpot:

• Website Traffic
• Traffic sources
• Pageviews
• Bounce rate
• Time on site
• Conversion rate

And here are some other metrics you should track with HubSpot:

• Email open rate (Not reliable for Mac and iphone users)
• Email click rate
• Calling success rate (How many times you have successfully called the contact)
• Live chat interaction

With the data you get from tracking, you can launch pageview-specific or interaction-specific marketing campaigns, you can optimise your business process, or simply understand your audience better. There is absolutely no scenario where you don’t win by putting the tracking code into your website!

4. Use Automation for Repetitive Tasks

Automation can help you save time, reduce errors, and improve efficiency. Automation is often a massive selling point of HubSpot, because of the massive amount of time and money you can save by automating your tasks. If purchasing a HubSpot subscription ultimately lets you not hire data entry operators, then that itself becomes a massive time-money saver.

There are three major types of automation usually seen in a typical HubSpot portal:

• Data entry (Record creation, update)
• Lead assignment and task automation
• Email marketing (Follow-up emails, nurturing leads)

There are a ton of cases where automation saves a company more than thousands of hours worth of work. You can visit our portfolio for examples!

5. Segment Your Lists

Segmenting your contact lists is kind of a given in HubSpot, but it’s still shocking how many people forget to do it, which is why it gets a place in our blog. Segmentation allows you to target specific groups of people, increasing engagement and conversions. 

Here is how you can segment your lists:

• Demographics (age, gender, location)
• Interests (interests, hobbies)
• Behaviour (previous purchases, website visits, email engagement)
• Lifecycle stage (leads, MQLs, or customers)

HubSpot lists are a great way to do this. You can use these lists in Workflows as well, and simply create a system where you can send specific marketing to specific people and clearly see who is getting what messaging. 

This will also be a massive cost saver for you as you only have to target smaller groups of people instead of larger groups, and it will generally be more efficient if you do it this way.

6. Use Landing Pages

Landing pages are dedicated pages designed to capture leads and track conversions. If you have HubSpot Marketing Hub Pro, chances are you also have Content Hub Starter, which is a small subscription they will provide you with. With Content Hub Starter, you will get to build 30 landing pages on HubSpot.

You should absolutely have at least 2-5 landing pages based on the number of services or products you provide. Landing pages will help you:

• Capture more leads with a clear and focused message.
• Track the effectiveness of your campaigns by tracking conversions.
• Improve user experience.
• A/B tests different landing page elements to identify what works best.
• Segment your audience.

If you can, always try to design your landing pages properly and have relevant sections. User experience is a big point of landing pages, so always make sure you are spot on with your UX.

We design landing pages the right way! If you want, you can schedule a meeting with us to talk about landing pages!

7. Optimise HubSpot Forms

This section assumes you are using HubSpot forms.

If you are not, use them!

And if you are, here are some tips on how you can get the best out of this superb feature!

• If possible, custom-design your forms with HTML code. 
• Keep forms short and focused. Use enrichment for further data if necessary.
• Make sure your form fields are easy to understand.
• Use tooltips to provide additional context or instructions for specific fields.
• Experiment with different form layouts and designs.

If you have a Marketing Hub Professional, you can also do the following with forms:

• Custom Email Validation
• AI Spam Detection
• Custom Targeting
• Smart Field

And after everything, always keep an eye on the data. HubSpot will give you a serious amount of information on form submissions, so always look at them, and see how your forms are converting.

8. Use HubSpot’s Reporting Dashboards

HubSpot's reporting dashboard gives you real time information on your marketing and sales performance and activities. The reports will allow you to track your progress, identify trends, and measure the effectiveness of your campaigns. 

Here are some key features of the reporting dashboard:

• Customizable dashboards and reports
• A solid number of pre-built reports
• A massive amount of visualisation options
• Data export

With HubSpot reporting, the biggest benefit you get is once you build a report, the data will be updated every single time you go back to the dashboard. You can also set up automated exports where you get the reports in an email!

9. Integrate HubSpot with Other Tools

HubSpot is not a standalone application or software. It truly shines, when you integrate your HubSPot with everything related to your tech stack. Not to mention the increased data flow from all other software and media will make your HubSpot work better, and the automation functionalities will make the other systems run better as well.

Integrating your HubSpot with other tools will improve efficiency, give you a high-level view of the entire business’s data structure, and it will help you make better decisions. Largely, there are 4 types of tools you will generally integrate your HubSpot with:

• Email Marketing Platforms (If you don’t have HubSpot Marketing Hub)
• Accounting Softwares
• Customer Support (If you don’t have HubSpot Service Hub. Zendesk offers built-in capabilities for customer support)
• Social Media Platforms

There are also more types of softwares, like billing, shipping, and tons more you can integrate with your HubSpot, and all of them will significantly increase the general usefulness of your HubSpot!

10. A/B Test Your Campaigns

A/B testing is almost a necessity in the current day and age. It allows you to compare different versions of your marketing materials to identify what works best. 

A/B testing allows you to test the market before you push a specific marketing campaign. It shows you real-life data on what works and what doesn’t. You can also use  A/B testing to continuously improve your campaigns, and get better with trends.

Here are five elements you can A/B test:

• Subject lines
• Call to action, or CTAs.
• Email content
• Landing pages
• Website elements, like headlines or images.

But remember, do not test more than one element at a time. If you are testing headlines or subject lines, do not test with images. There can be a lot of factors for changing outcomes. The fewer elements you change, the easier it will be to make decisions.

What Now?

By following these HubSpot best practices, you can maximise the benefits of HubSpot and achieve your marketing goals.

And, to help you, we have developed an app, called Smart Phone Number Formatter!

You can check the quality of your numbers from within HubSpot Workflows, and you can format them as well!

Click on the button below to try the app for yourself!