5 Steps To Clean Up Your HubSpot Portal

December 17, 2018

Your mom was right. Keeping your room— or, in this case, your HubSpot portal— clean makes it a whole lot easier to find what you need.
So how do you take your HubSpot portal from chaos to order? We’ve got some tips to you get started.

Why Do An Annual Clean Up Of Your HubSpot Portal?

Let’s assume that you’ve already cleaned up your HubSpot email database after reading part one of this blog series— that’s a good start! But there’s more to HubSpot than email.

Your portal is full of inbound marketing infrastructure like blog posts, CTAs, landing pages, thank you pages, and more. And it’s likely that you’ve got duplicate items, things in draft that you’ll never publish, naming conventions that don’t match your other items, etc.

Failure to organize this stuff will slow down your marketing machine! You’ll be wasting time hunting through lists and pages of things that could have been streamlined with some basic organization.

And if that isn’t motivation enough, there’s the GDPR. If you’re using an outdated lead capture form that isn’t GDPR compliant, you could end up paying hefty fines.

5 Steps To Clean Your HubSpot Portal

The order in which you tidy up your HubSpot portal actually matters. After all, everything in HubSpot is connected— if you start deleting stuff you think is outdated or no longer relevant, you could create an even bigger mess.

Take things one step at a time.

Step 1: Investigate HubSpot Your Integrations

HubSpot has dozens of integrations with apps and web services— maybe you got a little trigger happy when you first started using HubSpot and loaded stuff that you weren’t necessarily going to use. Or maybe you’ve moved away from certain apps, and now you use other platforms to get the same result.

Regardless of the reason, there’s bound to be apps hanging around that you don’t use or don’t need anymore. The last thing you want is to be slowed down by an obsolete integration.

Step 2: Create Naming Convention Guidelines

What’s in a name? Well, a lot, actually. If you’re not using consistent naming conventions, it’s going to be tough to locate your content quickly. Additionally, it’s hard to get reliable and accurate analytics without clear and consistent naming conventions.

Determine a naming convention and share it with the whole team. Whatever you decide upon, be sure that everyone understands that the new rule is law.

Of course, you’ll name anything going forward using these guidelines, but what about the old stuff? You’re going to have to go through and rename it. We know. It’s a pain. But you might be surprised by what you find— maybe a content offer you forgot about!

Step 3: Tidy Up Your HubSpot Forms

Yes, you’ll need to make sure your forms adhere to your new nomenclature guidelines, but you’ll also need to double check that they’re up to date.

You tweaked your logo a few years ago— do all the forms reflect that? What about the checkbox now required by the folks behind the GDPR?

Again, failure to pay close attention to something as simple as a form could spell trouble. An excuse like, “I didn’t feel like cleaning up” didn’t work with your mom, and it certainly won’t work with the folks who enforce GDPR.

Step 4: Update CTAs, Landing Pages, and Thank You Pages

Your inbound marketing infrastructure items are fully optimized, right? Every single one is mobile-friendly (a must in today’s world, where smartphone usage has officially outstripped desktops), properly branded, and optimized to capture your audience’s attention.

the time to take a look at every landing page, thank you page, and call-to-action to see if they’re performing. Delete anything you’re not using.

Test every Landing Page. Ask yourself:

  • Does it still work properly?
  • When I fill out the form do I get a Thank You email or Thank You page?
  • Does it go to the correct content piece?

Step 5: Assess Your Email Workflows

Now that everything’s pared down, it’s time to look over your workflows. Ideally, your workflows help your organization become a well-oiled machine; your processes are automated so you can set them and forget them. But when’s the last time you checked on them?

Maybe it’s time to assess your personas:

  • Are they still relevant to your business goals?
  • Do you need to add any new personas to HubSpot?
  • Do you need to add new details to your existing personas?

Next, examine your email drip campaigns:

  • Are your emails reaching the right audience?
  • Did you take steps to ensure your data is clean?

It’s also a good idea to review your contact list annually and run contacts that have not interacted with your content in last year through a break up workflow to ensure your database is filled with engaged contacts.

Finally, go through your emails and archive any that have already been sent that are NOT automated.

Workflows are only as successful as the information you’ve fed them; it’s up to you to make sure that you’re giving them the right data.

This is a lot of information. And— spoiler alert— we’ve got more coming in part three, when we tackle cleaning up your HubSpot CRM.

Need help? Schedule a 30-minute free consultation to speak to our team of certified HubSpot experts. We’ll help you get your HubSpot portal whipped into shape. Mom would be proud.

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