Leverage The HubSpot Projects Productivity Tool

Do you need to organize your inbound sales and marketing efforts? Then you're in the right spot. In this video, we're going to talk about how to use HubSpot to stay organized. Assign your team members, the campaign tasks as needed. And so, so much more. Hey, you know what time it is.

About the Expert

George B. Thomas

George B. Thomas is an Inbound Marketing Marketer, Video Jedi and HubSpot Certified Trainer with more than 25 years of sales and marketing experience. He leads the Impulse Creative crew in HubSpot certifications with 19 including Inbound, Email, Contextual, and Content Marketing.


George utilizes his love of teaching and learning to help companies find their way to growth via workshops, speaking engagements, business audits, and of course, Sprocket Talk.

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Full Transcript

Do you need to organize your inbound sales and marketing efforts? Then you're in the right spot. In this video, we're going to talk about how to use HubSpot to stay organized. Assign your team members, the campaign tasks as needed. And so, so much more. Hey, you know what time it is.

Are you a HubSpot user looking for fun and interactive education that helps you be better at HubSpot? Then welcome to Sprocket Talk!

That's right. It's your boy George B. Thomas from sprockettalk.com, where you get another HubSpot educational video brought to you by the amazing team at Impulse Creative.

If you're a sales marketing or service professional looking to learn more about HubSpot and inbound strategies to help your business grow, guess what? That's right; you're in the right spot.

Make sure you subscribe to keep learning more and use the comments section below. Yes, that comment section below to ask us all the inbound and HubSpot questions that you may have. Today we're going to talk about the HubSpot projects tool. Now I get it; you might be wondering, what is HubSpot projects?

Well, in its simplest form, it's a simple, easy to use productivity tool right where you're already working, you know, inside your HubSpot Marketing Hub. HubSpot projects help you get high-level and granular views of tasks, deadlines, and resources so you and your team can get more done faster. In other words, it helps you with velocity and scalability. The two things that almost every business would agree are vitally important to their success.

That's right, no more separate tools, spreadsheets, or task lists. Manage your projects in the same place you do all your other sales, marketing, and service work. Listen, let the HubSpot projects to be the one place for all your tasks, files, and communication. Hey, enough is enough let's dive in and look at how easy HubSpot projects is to use.

Here we are in HubSpot projects. But first of all, how the heck did we get here? Well, you go up to the marketing menu in the main navigation and then go to planning and strategy and then to projects. Projects are an area where you can well hold your projects, stay organized and task people, and discuss all sorts of things that we're going to talk about in this video. But as you can see, when in projects, you do have all tasks, and then all tasks, you can look at individual projects that you have available.

You can look at who they are assigned to in your team. Or HubSpot users, as well as the status of complete, incomplete. Or all of the tasks and even on do time overdue this month this week. So you can see that with all the tasks that will be filled in here from all of your projects that you can easily filter out and find out what you need. The magic is where the projects are. So we can go to all projects, and you're going to see on the left-hand side the projects that will be in place now we've put a lot in this sidebar so that you can kind of get an idea of what might be possible to have in here.

The idea is that each project then has a section of task subtasks and other things that we'll talk about in one second. But before we do that, there are also project templates. And that's right, the people at HubSpot have given us a way to look through author through tags or language on different projects, they're already built out.

If there's something you're thinking about doing, and want to see if there's an essential roadmap for you to get started, then heading into the HubSpot project templates might be an excellent idea for you. Now let's go back to all projects, and let's talk about how to work with the project's tool. You're going to see when I am in any project that it's going to load up a title and a set of tasks, subtasks, and other hidden information that we will uncover here in a minute. But when I click on this, I can also easily click on the title and then start to adjust or add to that title.

You're going to see that too add a task, I come down here and type in my new task. And when I hit enter, you should know that it's going to go to the bottom. Now you can click and drag these around. So, for instance, if we wanted this to come to the top, we can click and drag it up there, and we are good to go.

Now once you have your task created, you're going to be able to click on any white space or even this little icon over here to open a side tray. You're going to see that you can click up here to either edit or modify the title.

Or you can also click in here and notice that blinking cursor, you could start to type over here as well. No matter what you want to do as far as typing, it can be here, or in this area, they are linked together, as you can see.

You can also assign this to somebody on your team. You can give it a date when you get the nice calendar picker, and then you can give it a description. In the description, you can have links bold, italicize bullets, so you can flesh it out to what you want it to be. As an example, here's one that you can see, add your team members as users. It gives some explanation; it shows you where you can do it. And you can read in-depth knowledge articles about it here. So you can fill these out these description areas to be very useful for your team.

In some cases, you might have to design a PDF, an example, something a screenshot that you've taken that you want to attach a file for somebody to have as a reference. So you can attach those, and then one of my favorite parts of the project's tool is to have discussions, and you can add mention people.

If I was to add mention, let's say Remington bag, I could then leave him a message and hit send, and the conversation will be specific to that task. Now, speaking of that task, what if there are multiple things that I needed to do with that task? Well, we can come in here. We can add a subtask.

You see, by typing in sub-task one and hitting Enter, I get all of the tools from the main task in the subtasks. So you can get as granular as you want with these. Notice, you will see the attachment and the discussion icons here. If you do have a discussion or any discussions or attachments, those won't be grayed out. They will be more of a darker color, so you'll be able to see and reference that yes, that is in there. So once you've accomplished the task, what do you do? Well, you can tick it off. So we can do the subtask. And we can add a new task, but oh my goodness, what if you need to go back and see the descriptions or do those things or read or learn more about it?

We'll never fear down at the bottom. In your projects, you'll see that we are hiding completed tasks, but we can check that off. And we'll see these tasks are right here, ready for us to go ahead and check those if we want to turn that back on. It's like nothing ever happened, and we can dive back into these. So it's easy again, to hide them or to show them.

A little bit deeper in your project section you are going to see over here show project details. If we click on that, we can see that there's a place to assign the project, a due date for the project, and the description for the overarching project. But then down here, we've got project actions. And this is where you can create a template from this project. So if it's repeatable, repeatable, reusable, if you will, you can turn it into a template and then have it in the project templates area that we showed earlier, to pull and grab and use.

Maybe it's a blog process; maybe it's a campaign process, maybe it's just a general process that you use in your company. You can have a template here; you can also archive the project if you're doing it. Or this is where you can also delete the project if you need it, but one of the things we didn't show is how you can create a new project, and to do that, you'll hit this button here, Create New Project.

You'll give the project a name, and you'll hit Create. And there you go. You have the blank new project that you can start creating, and then it can turn into a template. Put into the project template area and be more efficient with your team using the HubSpot projects tool.

As you can see, the power is amazing, and the possibilities for use cases. Well, they're endless. Don't waste time or effort reinventing the wheel digging through emails logging into another platform. You get what I'm saying quit wasting time use the HubSpot projects tool and help you and your team be more efficient today.

Hey, Sprocketeers did you like this video then make sure you subscribe to the channel and hit that bell for instant notifications so that we know that you're part of the Sprocket Talk community. And of course, make sure you head over to sprockettalk.com for more actionable and tactical HubSpot user resources. It's been an absolute pleasure, but until next time when we meet in the next video, make sure you're focused on being a happy, helpful, humble, human, and as always make sure you're doing some happy HubSpotting.