Prospecting

About HubSpot Prospecting Tool

Watch HubSpot’s Prospecting Video

Best Practices

Step-by-Step Instructions on How to Use HubSpot’s Prospecting Tool

About HubSpot Prospecting Tool

The Prospecting feature in HubSpot acts as a centralized workspace for managing daily recruitment and outreach tasks. This tool is designed to keep outreach teams focused and on-task, helping them make the most of each day and reach prospective students more effectively. The best part is that staff members can handle everything within one space. You don’t need to juggle multiple apps or windows, and you can view tasks, contact leads, and manage emails within HubSpot.

Here’s how it can help:

Focused Task View Team members have a streamlined view of their daily priorities, allowing them to stay on track without distractions. This includes clear reminders about tasks, follow-ups, and any leads needing attention. Open

Lead Follow-Up Team members can see which prospective students or leads they must follow up with. They get a list of people to contact, making prioritizing communication easy and increasing engagement with prospective students. Open

Suggested Activities HubSpot suggests activities to help manage outreach efforts efficiently. For instance, it might suggest following up on an email from a prospective student or researching new leads before engaging them further. It can also recommend enrolling students in automatic email flows for consistent engagement. Open

Integrated Calendar The built-in calendar provides a quick look at upcoming events, meetings, or reminders directly within HubSpot, making it easier to plan the day without switching between multiple tools. Open

Watch HubSpot’s Video on Using the Prospecting Workspace

Best Practices

Define Your Sales Process Before Implementation

• Map out your existing sales stages, workflows, and prospecting goals.

• Identify how tasks, meetings, and outreach align with your sales pipeline.

• Ensure alignment between your team’s goals and HubSpot’s tools.

Customize the Workspace for Your Team

• Configure lead stages and pipelines to match your sales cycle.

• Set up task queues for calls, emails, and follow-ups to streamline your workflow.

• Tailor properties (e.g., lead source, priority level) to meet your team's tracking and reporting needs.

• Provide hands-on training to help team members understand how to:

  • Log calls, tasks, and meetings.

  • Use sequences and email templates effectively.

  • Prioritize leads using HubSpot’s insights.

Leverage Automation for Efficiency

• Implement sequences to automate follow-up emails and reminders.

• Use workflows to assign leads to the right team members automatically.

• Automate task creation based on prospect engagement (e.g., form submissions or email ope

Prioritize Leads Strategically

• Set clear criteria for lead follow-up and ensure tasks are consistently completed.

Monitor, Analyze, and Adjust

• Regularly review performance metrics in HubSpot (e.g., completed tasks, response rates, lead progress).

• Use dashboards to visualize team productivity and pipeline health.

• Adjust your workflows, sequences, or outreach strategy based on performance data.

• Gather feedback from users on what’s working well and what needs improvement. Based on this feedback, optimize the setup and processes.

Step-by-Step Instructions on How to Use HubSpot’s Prospecting Tool