1. Neglecting CRM Data Hygiene
Over time, duplicates, outdated records, and incomplete fields can pile up. Left unchecked, these issues lead to inaccurate reporting, poor segmentation, and wasted marketing spend.
How to avoid it: Schedule regular data cleanup, use HubSpot’s duplicate management tool, and set required fields for key properties.
2. Leaving Lead Scoring Static
Your initial lead scoring model was based on assumptions. Once you have real campaign data, it’s time to refine it.
How to avoid it: Review your lead-to-customer conversion rates and adjust your scoring model every quarter.
3. Over-Automating Without Oversight
Workflows are powerful — but they’re not “set and forget.” Without reviews, outdated triggers can lead to irrelevant or even embarrassing messages.
How to avoid it: Audit workflows quarterly to ensure relevance, accuracy, and alignment with your sales process.
4. Skipping Documentation for Custom Properties
Custom fields without context create confusion for new team members and make reporting harder.
How to avoid it: Maintain a simple property dictionary with each custom property’s purpose, format, and owner.
5. Neglecting Marketing-to-Sales Handoffs
If MQL-to-SQL criteria aren’t reviewed, leads may get stuck in the funnel.
How to avoid it: Meet monthly with sales to review lead quality and adjust your lifecycle stage definitions as needed.
6. Failing to Segment Lists Properly
Sending all campaigns to one big master list results in low engagement and higher unsubscribe rates.
How to avoid it: Use behavioral, demographic, and lifecycle stage criteria to build targeted lists.
7. Ignoring Dashboard Customization
Default dashboards rarely match your KPIs.
How to avoid it: Build role-specific dashboards so each team sees the metrics that matter to them.
8. Forgetting to Sync New Integrations
Adding new tools without configuring syncs leads to data gaps.
How to avoid it: After connecting a new integration, map fields and test data flow right away.
9. Not Training New Team Members
When new hires aren’t trained in your HubSpot processes, data entry and campaign execution become inconsistent.
How to avoid it: Create a quick-start HubSpot training guide for new employees.
10. Skipping Portal Health Checks
Outdated forms, broken CTAs, and expired landing pages erode your credibility.
How to avoid it: Conduct a portal audit at least twice a year.
