Pro tips for using workflows in HubSpot marketing

HubSpot workflows are a game-changer for automating your marketing, nurturing leads, and improving efficiency. But to get the most out of them, you need the right strategy. Here are some expert tips to help you build smarter, more effective marketing workflows.

1️⃣ Map Out Your Workflow Before You Build It

Before jumping into HubSpot, sketch out your workflow logic. Ask yourself:

✅ What action triggers the workflow?

✅ What steps will move a contact through the journey?

✅ What goal am I trying to achieve?

💡 Pro Tip: Use HubSpot’s Goal Feature to measure success—contacts who reach the goal automatically exit the workflow.

2️⃣ Keep Your Workflows Clean & Organised

Don’t let your workflows get messy!

• Use clear naming conventions (e.g., “Lead Nurture - Webinar Attendees”).
• Add notes & labels to keep track of complex workflows.
• Use folders to keep everything structured.

💡Pro Tip: Regularly audit your workflows. Make sure outdated workflows are turned off or removed, avoiding unnecessary automations and avoid duplication.

3️⃣ Segment Your Contacts for Better Personalisation

Not all leads are the same, so don’t treat them the same in your workflows.

• Create separate workflows based on lifecycle stage (e.g., New Leads vs. MQLs).
• Use if/then branches to customise messages based on behaviour.
• Personalise emails using smart content and personalisation tokens.

💡 Pro Tip: Add a delay before sending emails to make automated messages feel more natural.

4️⃣ Use Workflows for More Than Just Emails

HubSpot workflows can automate way more than just email sequences. Try using them for:

Lead Scoring – Automatically assign scores based on contact actions.

Internal Notifications – Alert sales when a lead takes a high-intent action.

Task Assignments – Create follow-up tasks for your team.

💡 Pro Tip: Set up a workflow to rotate leads to sales reps automatically, ensuring fast follow-ups.

5️⃣ Test, Optimise & Scale

Your first workflow won’t be perfect—and that’s okay!

• Run A/B tests on emails within workflows to see what works best.
• Check workflow performance reports to see drop-off points and optimise engagement.
• Clone high-performing workflows and tweak them for different campaigns.

💡 Pro Tip: Use workflow suppression lists to ensure contacts don’t receive multiple automated emails at once.

HubSpot workflows can streamline your marketing, improve engagement, and save time—but only if used strategically. By planning ahead, personalising the experience, and regularly optimising, you’ll create marketing workflows that truly drive results. 🚀