At some point within your company, you must have already faced the challenge of managing activities for your team. Whatever your business idea, let's agree that creating, organizing and monitoring so many activities is not an easy task and can take a lot of time.
The big question here is: how have you been doing it? Having good software at your disposal can greatly speed up this process, in addition to, of course, facilitating the organization of your tasks.
The good news is that, to make the marketing process agile, today, we have access to one of the biggest CRM systems: a Hubspot!
In fact, software can be a great ally when it comes to managing your team. The platform that arrived to help structure your activities makes it possible to strategically integrate your marketing, sales, and service teams in one place.
If you still don't use the software within your company, know that you may be missing the chance to optimize activity management and make your work even more productive.
What you will see in today’s content
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What HubSpot is and how it connects marketing, sales, and service in the same environment.
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Benefits of the activity manager and the centralization of contact data and relationship history.
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How to create tasks in CRM > Tasks, setting owner, queue, due date, reminders, and notes.
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How to create tasks from a contact, company, or deal, keeping the follow-up linked to the right record.
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How to organize tasks by queues, such as Calls, Follow-up, and Post-sale, working one queue at a time.
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How to track tasks using views and filters, with views like Overdue, Future, and Due today.
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How to use the projects tool to plan campaigns, distribute tasks, and track deliveries by status, owner, and due date.
Want to know how? Continue with us and discover the benefits of Hubspot and how to manage tasks using the platform.
Before we teach you how to create and manage your activities, it's important that you understand what is hubspot.
After all, to implement a new tool in your task management, you need to know it in practice. Next, we will talk more about it and present the advantages of the platform.
Good reading!
HubSpot for managing tasks and activities
HubSpot is a CRM-based customer platform that connects marketing, sales, and service in the same environment. It helps organize team data and activities, reducing rework and making next actions clearer within HubSpot’s Smart CRM. With centralized contact information and relationship history, the team can organize follow-ups, track leads, and improve support. Among its benefits, the activity manager makes it easier to create, organize, and track tasks, keeping priorities and deadlines more visible.
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Go to CRM > Tasks to create a task and set the owner, queue, due date, and reminders in the same panel.
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Create tasks from a contact, company, or deal record to keep the follow-up linked to the right record.
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Organize by queues, such as Calls, Follow-up, and Post-sale, and work one queue at a time to reduce context switching.
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Track tasks with views like All, Completed, Due today, Overdue, and Future, saving filters as views.
Hubspot: what is it and what are its benefits?
HubSpot is a customer platform built on a CRM that connects marketing, sales, and service in one place. It helps teams keep customer data and follow-up activities organized, reducing rework and making next steps clearer inside HubSpot Smart CRM.
HubSpot was founded in 2006 by Brian Halligan and Dharmesh Shah and has grown into a CRM platform that supports marketing, sales, and customer service. With products and integrations that scale with your business, it keeps data and processes connected.
HubSpot is built around the inbound marketing methodology, which focuses on attracting, engaging, and delighting customers through valuable content and relationships. In practice, this translates into tools to track interactions, organize follow-ups, and measure results more consistently across the customer journey.
Among the benefits of the platform is the activity manager, through which your company has the possibility of organizing tasks and optimizing various processes. Another big advantage of Hubspot is that you have all your contact information on a single platform.
That's right, within the CRM software, your company can centralize all the necessary information, organize user service, improve your customer's experience, record relationship history, monitor your lead and obtain data control.
In addition, through interaction tools, the software also directly contributes to a better relationship with your customer.
With HubSpot, marketing, sales, and service teams can work from centralized data and connected processes, reducing silos across the organization. This makes it easier to align priorities and track follow-ups within the HubSpot customer platform.
Now that you've understood in depth what Hubspot is and you know its advantages, let's go to practice?
Continue reading this post and find out, below, how to start creating activities within the platform.
Image: HubSpot helps your team organize and track tasks in one place.
How to create tasks in Hubspot?
If you've made it this far and are looking to improve your task management, HubSpot can help!
In this section, we'll explain step-by-step how to create and manage your tasks in practice.
To move faster day to day, group tasks by context into queues, such as Calls, Follow-up, and Post-sale, and work one queue at a time. This reduces context switching and helps you stay focused with task queues.
Let's get started?
Creating tasks in HubSpot Sales from the desktop
To create and manage tasks for your team, there are no secrets! Just open the Hubspot page on your computer or download the mobile version on your Smartphone and click on the "Sales" tab, which is at the top of your dashboard, at the beginning of the Hubspot menu.
In HubSpot, the most reliable place to access tasks is CRM > Tasks. From that screen, you can create a task and set the assignee, queue, due date, and reminders in the same panel.
When you click Create task, fill in the title, assignee, queue, due date and time, reminders, and notes. If it fits your routine, the task can be recurring, but some capabilities depend on specific seats.
Creating tasks from contact and companies record
Within Hubspot, you can even create tasks by directly associating them with a company, contact, or deal.
For example, if you want to add a task to a specific contact, just click on your contacts tab, which is at the top of your panel, and select the desired person.
On a contact, company, or deal record, create a follow-up from the task section so the activity stays associated with the right record. You can also log an activity and create a task for follow-up to ensure it doesn’t get missed.
Just click on create a task and a new tab will appear for you to include details about that activity. If you want to add a task to a company or business, the process is the same, ok?
It is still possible to open activities for more than one contact or company. You just need to check the boxes in the left corner, next to the company or contact name, and tick all those you want to create a task for.
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Hubspot: after all, how can I manage my activities?
To track your tasks, go to CRM > Tasks and use default views such as All, Completed, Due today, Overdue, and Future. When you save filters as views, it’s easier to repeat routines by assignee, queue, and due date using task views.
With a more dynamic and faster view, this model allows you to keep your processes organized in a refined way and provides an overview of the tasks in progress, in which you can follow the progress of your team, define priorities and identify possible difficulties.
If you need to manage follow-ups away from your computer, the mobile app lets you create, view, and complete tasks, including follow-up tasks when logging notes, calls, meetings, or emails. The flow is outlined in Create, view, and complete tasks in the HubSpot mobile app.
Extra tip: How to use Hubspot's project management tool?
Another great benefit of Hubspot is its project management, one of the most complete for companies that have a high demand or a large team.
The tool allows you to do all the processes and organize everything that will be done in one place. Within it, it is possible to plan campaigns, distribute tasks, monitor deliveries and much more.
In addition to being able to organize your entire team on a single platform, with the tool, you can control everything through structured task lists.
HubSpot’s projects tool helps organize campaign work and deliverables through structured task lists. Open it from your account menu, then create a project from scratch or from templates and track progress by status, assignee, and due date.
Within the platform, you can view all tasks and even create new ones, if necessary, just click on the bar in the left corner of the screen, where you will have access to all your company's projects. By clicking on the top menu, you can still filter and check the deadlines and those responsible for the tasks.
After this post, creating and managing your activities will be much easier like Hubspot, won't it? And speaking of the platform, its features do not end here!
Regardless of your company's types of business, Hubspot CRM can bring great benefits to your Digital Marketing strategies, including your customer retention process. Want to know how? If you want to undertake online, find out, in our last post, How Hubspot will help your business with customer retention.
Frequently asked questions about HubSpot and task management
What is HubSpot?
HubSpot is a CRM-based customer platform that connects marketing, sales, and service in the same environment.
What are the main benefits mentioned for managing activities?
The benefits include organizing tasks and optimizing processes with an activity manager, as well as centralizing contact information and relationship history in a single platform.
Where is the most direct place to access tasks in HubSpot?
The most direct access to tasks is via CRM > Tasks.
What do I set when creating a task in CRM > Tasks?
When creating a task, you can set the title, owner, queue, due date and time, reminders, and notes in the same panel.
Can I create tasks from a contact, company, or deal?
Yes, you can create tasks directly associated with a company, contact, or deal to keep the follow-up linked to the right record.
How can I organize tasks to move faster day to day?
One way is to organize tasks by context into queues, such as Calls, Follow-up, and Post-sale, and work one queue at a time.
How can I track tasks and deadlines more clearly?
You can use standard views like All, Completed, Due today, Overdue, and Future, and save filters as views to repeat routines by owner, queue, and deadline.
What does the projects tool allow you to do?
The projects tool allows you to organize processes in one place, including campaign planning, task distribution, and delivery tracking, with structured task lists.
How do I access the projects tool in HubSpot?
To open it, use the account menu and select Projects, then create from scratch or from templates and track by status, owner, and due date.
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