Remington: How do you know?
George: Because when I go and I do HubSpot portal assessments, people be leaving their underwear laying on the floor, they're not dusting their coffee table. Like it is crazy. So we are talking about, we're talking about staying organized in HubSpot. Why don't you jump off and get us started?
Remington: Yeah, so when we're thinking about organization, there's literally a million different ways that you could go. But organization of the HubSpot portal, I know that you could probably share. You've found a couple of HubSpot portals that are just downright trashed.
Remington: And I don't think anybody actually does that on purpose, as much as they don't realize what's about to happen as they start building upon new landing pages or new workflows or all of these things. It doesn't help that HubSpot changes the UI on you, too. In a good way, of course.
George: Yeah. Yeah, I mean change is always good. But here's the thing. I'm just going to jump into the deep end.
Remington: Do it.
George: So first of all, with staying organized inside of HubSpot, if you are not right now using HubSpot Projects, you may want to do that. Now I get it, you may be using something like Teamworks, you may be using something like Asana. You may have a tool that is for just your general, but maybe not. Like if you're listening to this, watching this right now, and you're like, "I don't have any of those tools, George," then go into the HubSpot Projects, because there's prebuilt projects that help you stay organized in the building of the things. Then there's customizable projects for you to kind of set up your own systems and processes. What I'm talking about here, is being able to have projects that keep you organized in your time.
George: Because Remington, going back to what you started to say is, there's these changes that we get busy, and it's because we're not organizing our time that the stuff that we're about to talk about for this episode in Sprocket Talk Unpacked happens, because we're not optimizing the time, we're not paying attention to these other things. So HubSpot Projects, if you're not doing that and you don't have another management tool, then do that. What about you Remington, what's next?
Remington: So for me, I'm a big fan of naming conventions. Of course, I'm usually on the nerdier side of the tool, so in the design manager, or in certain areas of the tool that we don't necessarily have as much folder structure. But the cool thing is, is we're starting to get those things.
Remington: When I think naming conventions, as an agency, and if you are working with an agency, you should be able to differentiate between whether an agency created it or not. So for us, anything that we create across the board is going to be tagged with a dash I-C at the end, or the square brackets with the I-C, for impulse creative for the record.
Remington: Then there's can be other naming conventions that we work on with a client, whether it's stage in funnel and that kind of thing. But when you start getting into the actual files and everything, it's really good to be able to know that you can dig in and understand where this was sourced and where it came from. So having some kind of a Google doc that's like true north is going to be the beginning of that.
George: Yeah, absolutely, absolutely. So here's the thing. I want to drill down, because I want this to be super tactical, actionable for you. You should use naming conventions all over the place, right? All over the place. But there are three main places that they call for all that is holy above for you to use naming conventions, if you use them nowhere else. That is workflows, CTAs, and popup forms, because those are the three islands inside of Hublandia that have yet to really understand that they're supposed to have folder structures.
Remington: Getting there.
George: Come on, come on, HubSpot. Come on. All right, so-
Remington: Yeah, for sure.
George: ... here's the other thing. You have to keep your content organized, right? When I think about organizing content, I think of the new SEO tool. Well, I say new, because it's a new name. It's not a new tool, although they are making upgrades to it, which is amazing. But being able to have that pillar page and a sprocket of content or blog articles around it and keeping that organized is super dope. Also at a campaign level, being able to organize your content.
George: Then kind of a pro tip is also making sure that the name you give your campaign dictates how all associate assets should be named. This can make it super helpful, user understandable, the proper assets and association to those campaigns that you're creating. So make sure that SEO too, campaign.
George: Then here's one that most people don't think about, Remington, is you can also organize your content around teams in HubSpot.
Remington: That's true.
George: So you can have a set of two, three, five, seven, 13 people. I don't think you're going to have 13 people on a team, but maybe, maybe.
Remington: You might.
George: You might. Enterprise, baby. If you're an enterpriser and you're watching this, give us a call. We love that. No, I'm just kidding. That's not what this show is about, now what this show is about. But SEO tool, campaign, and team when you're thinking about, "How do I organize my content," that it's easy to get into HubSpot, easy to understand, easy to use.
Remington: Yeah, so I want to bring you back to workflows for a second, because have you ever created a workflow and you're like, "What the heck was this thing supposed to be triggered from?"
Remington: Or, "What is the purpose of this workflow?" Like I admit, it's happened to me before. Like I have workflows that are still running from two years ago in our HubSpot portal.
Remington: So write good notes. The cool thing about workflows is there's a description area that you can put in the workflow, where you can actually say, "This workflow is to be triggered from said page to go and qualify people." It allows for you to get a little bit more context so that if you're sick one day, that someone else can help you.
George: Yeah, yeah. Okay, so let's do this. This is a live broadcast in a group of people that we love. If you're watching this live or watching the recording, I need you to do me a favor. Leave a comment, leave a question. But more importantly, I'm about to take a poll, Remington.
George: I'm about to take a poll of-
Remington: Here we go.
George: ... everybody that watches this, everybody that watches. And you have to be honest, you have to be honest. I see you. I see you.
Remington: We see you.
George: Yeah, we see you. We see you. So here's the poll. Right now, if your portal is absolutely clean, neat, and tidy, I want you to put the on-fire emoji, the flame emoji in the comment section right now. "Yeah, my portal is on fire, because it's awesome."
George: If not, if not, hang on. It's a poll. There's two possibilities. There's two possibilities, Remington. Hang on. If not, we see you, put that poop emoji in the comments right now. You're either on fire or your portal is poopy. I need to know. Remington, what's up?
Remington: Yeah, so fire would be like if your mom looked at the portal and said, "Wow, you have a really clean room," back when you were a kid. Like that clean.
George: Oh, we just took it next level. That's next level clean.
Remington: And poop is not okay by your mom.
George: Yeah, it's probably not okay by anybody. Like somebody peeks their head in the door, and like "Woo."
Remington: Oh, we got a poop emoji.
George: Oh, snap.
Remington: What about in between? Can we do a little bit of both,-
George: I don't, I don't-
Remington: ... or does it default poop emoji.
George: I think it's just, are you on fire and are you poopy? There might be a middle ground, but here's the thing. If you're on the fence, if you're in middle ground, it's not a good place. You got to go one way. Don't go the other. Nobody likes poopy.
Remington: But keep going in the right direction.
George: Yeah, keep going in ... What's next, Remington? How else can people stay organized?
Remington: All right. So the big part and where HubSpot has been listening to you from Hublandia is really start digging into the marketing folder structure that you can do in the marketing tool. So in lists, and you can have subfolders, too, which is kind of fun. So I know like we'll use list structure for like defining stages in the funnel, or specific smart lists, or active lists as they're called now, keying it so those are connected to reporting or external tools. Using your naming conventions that way.
Remington: You can also do it with campaigns, like you mentioned before. But in the lists, like you could break up your list by campaign. Because ultimately, you want to nurture people down a funnel, you should probably be identifying those. So you could do the folders and those naming conventions and combine them, and you get a really, really compelling area where it's easy for anyone to know what's going on in them.
George: Yeah, yeah, yeah.
Remington: The others-
Remington: Yeah, go ahead.
George: Go ahead. No, go ahead, go ahead, go ahead.
Remington: The other part of the list is like as you start going into forms, and I know you mentioned that the ... you know, on our last episode when we dug into forms, that you want to be able to have some more of that organization. So you can also do the folder structure. I think you can only do one level of the folders in the forms though, versus the lists. I don't know. I could be wrong.
George: I think forms you can do two levels, I think, I think.
George: Go check it out. Not right now, but after the show. Go check it out.
Remington: Yeah, we'll check it out.
Remington: All right. What else, George?
George: So here's the thing. What's fun about that is you've got to get creative with your folder structure, right? One of the things I love to talk about, Remington you know this, is how are we measuring if people are informationally qualified? There should be a set of folders for that. How are we, if they're engagement qualified? There should be a list for that. Our personas, instead of being strong upon lists, there should be a folder structure for that. It's easy to talk about how folder structures ... By the way, by the way, you're watching this. Go to lists, are you using folders? Go to emails, are you using folders? Go to forms, are you using folders? Go to the thank you page and landing page, or landing page and thank you page tool. Isn't that weird how that didn't feel right saying it backwards? Anyway, it's the same tool. It doesn't matter. Are you using folders? If you're not using folder structures in all of those ... By the way, you should have then just put a poop emoji a couple seconds ago when I did the poll.
George: But here's what's fun. People, they inherently just think of the marketing tool when it's the folder structures. But I will implore anybody that is using the full set of tools, even the free tools that come along for the ride, the sales folder structure is so important as well. I start to think about things like snippets and templates and documents and sequences. There's folder structures in every single one of those tools that you can use. There's multiple ways that you can attack this, but one thing that I really love doing, especially with like snippets, is I'll do it by person, by platform, by problem, by process. Let me repeat that.
Remington: Say that one more time.
George: By person, by platform, by problem, by process, right? So if I'm doing snippets and I'm thinking about micro-pieces of communication that I want or there's certain people or personas that I'm going to talk to in a certain way, there should be a snippet for that. Are there certain platforms? Like I'm going to use it in chat, I'm going to use it email, I'm going to use it in notes, as internal. That's the platform, the piece of the platform, I'm going to want to have certain snippets for that.
George: The problem ... like that's what we do all day, by the way, is we fix people's problems. We're legitimately inbound marketing and sales firefighters. That's what we do. We're putting out the fires. What are the problems? I should have snippets that deal with each one of those. If I'm super dope smart, those snippets also have links to videos that I've created, so they can go watch a video as well.
George: Then the process, meaning almost a more of an internal thing like, "Hey, I want to create a snippet that I can just grab and paste in that lets Remington know that I did this training with this client on this day," and I just saved myself a butt ton of time. Right? So think about that. The person-
Remington: I got one more P for you.
George: Oh, ah, snap.
Remington: The product.
George: Oh, yeah. You could do that.
Remington: Right? So like if you got info on a product, you could be breaking it down by product, so it's super easy for others on your team to get access to.
George: Oh, yeah. I like that.
Remington: [inaudible 00:13:02]
George: All right, so now, that's not everywhere though. So let's just use another example, which by the way, I'm basically saying to everybody, we're saying to everybody, use flexibility in the way that you do this, but know that every tool should use folders, and you should have some type of folder structure for that tool.
George: Now, when I go into sequences, I think about this a little bit differently when I'm thinking about being organized in HubSpot. I think about how I want a sequence that gets somebody at awareness and drives them to where I want them to be. I think about how I have a folder of consideration sequences, depending on if it's a different product or a different service, right? So it takes them from consideration, and it moves them to decision. So think of these micro-journeys and having my micro-journeys organized in the portal. And decision, obviously it's like, I'm just straight-up sales ninja at that point.
George: But then, everybody forgets about this last part, right? You should have an onboarding or a delight sequence or a folder with a set of sequences in there. For you as a sales rep, sure, it might be over, but how delightful is it before they leave you and move on to the team that's actually taking care of the fulfillment or the product or the thing for to get one last word of gratitude and thankfulness, and you can have a sequence that does that or checks in on them after the first 30 days. Because you fired a sequence that, A, thanks them, B, checks on them later, and then C, whatever you want to do. Whatever, but you get the idea. Awareness, consideration, decision, onboarding for sequences.
George: What else do we have? Where else can we stay organized, Remington?
Remington: Yes, so you wrote a note to me a while back about competitors. You actually asked in the channel-
George: I did.
Remington: ... whether anyone's even been in the competitor's tool.
George: I did.
Remington: So I'm one of the people that hasn't.
Remington: Of course, I'm focused on going forward, not necessarily worrying about competitors. But honestly, I didn't even know it was still there. So talk to me about what's in the competitor tool and how you can stay organized there.
George: Well, so the idea of this one is, and again it's thinking out the box and using 100%, just squeezing the juice out of HubSpot, right? It's keeping your competitors organized, not in like keeping their junk organized. But you knowing this week, two weeks from now, 30 days from now you can go back and you can be like, "They've grown in these areas. They've shrunk in these areas. Their score is this," right?
Remington: That's a great point.
George: So you have the landscape of the competition organized in a very visual representative way that month over month over month you can see the landscape very easily, and you're not kind of hunting and pecking or wishing and wondering. Because when you're wishing and wondering in your business, oh man, that's when things start to go wrong. So definitely I would say, remember that in ... By the way, it's in a dumb area. In the analytics tools at the bottom left hand corner, there's this little button that says competitors. You can go in and use that and measure where they're at, whether they're doing compared to you and your marketing.
Remington: I'll have to update that. So then we got the social media tool. This one's kind of a beast. You've got the ability for the content calendar, and I really love the content calendar view, especially if you have multiple people who are integrated into your team that are a part of that content that you're putting out. You can filter, which is fun, the different platforms that are in there. You can also drop in and adjust. So if you're like, "Wow, on Tuesdays, we have way too many things going out on Facebook," you can click and drag a couple and move them to other days. It's really cool to see that.
Remington: One of my favorite pro tips if you're an agency is literally screenshotting that and sending that to clients every once in a while to let them know, "Oh, by the way, we've done a whole heck of a lot of work," because otherwise, they just think social media is magic, when there's actually a magician behind there actually doing the work. So that was the big one.
Remington: Then the social media file folders. Talk to me about that, George.
George: Yeah, so we're going to talk more about your main file folder core area, but I wanted to mention in here that you should have a folder that is for social media images that you're going to share or use over time. If you want to get back to certain ones, you'll know where they're at. I might even suggest that you're smart enough to have socia media images, and then in there, there's Facebook, there's Instagram, there's Twitter, because these images are created in a size that makes sense for the actual platform that you're sharing them on.
George: Now, I'm going to dip into a super crazy pro user tip when we're talking about size and images and HubSpot. By a show of hands which, by the way, a show of hands in this is right now put a trophy emoji in the comments, a trophy emoji in the comments if you know or knew what I'm about to say. If you didn't know what I'm about to do or say, then I want you to put ... What's a good ... not a poop emoji. What's another emoji? Put the smiley face with sunglasses. Okay, so if you knew what I'm about to say, trophy. If you didn't know what I was about to say, it's the smiley face with the sunglasses.
George: You can create Facebook-size, Twitter-size, Instagram-size images inside of your HubSpot portal. Have you used their image editor yet? That's my question to you, because that's another whole piece of being organized. You can throw one image into HubSpot. You can then clone it or make a new version of it two or three times. You could then resize it for Facebook, resize it for Twitter, resize it for Instagram. By the way, now that junk ain't on your desktop that you need to clean anyway, because it's a hot mess with a bunch of icons that you're tired of looking at all the time. And you just stayed organized not only in HubSpot, but you stayed organized on your desktop, which makes you feel better as a person, as a human being.
George: Now, I'm going to go one step further, then I'm going to step back and let your roll. The other places that you should always be organized in your inbox when it comes to social media, so that have a folder or a label that is social media ideas that you can throw in there and go and be able to pull that into the ideation or creation of what you're going to do in your HubSpot portal.
Remington: So you're saying actually do that in like your Gmail tool or like your email inbox in regards to like kind of pulling. That's awesome. That's awesome. So not necessarily in HubSpot, but definitely a great way of getting stuff in there.
Remington: So we all know that I'm kind of nerdy, and I really like spreadsheets. Just a little bit. But one of my favorite things, especially now as it's opened up, is the ability to do a bunch of bulk-scheduled tweets or social media engagement-type posts. It works especially well if you're going into conferences. So HubSpot has a template that you can use if you're going to bulk schedule. Just search for the bulk schedule button there.
Remington: Then from there, you can bulk update these tweets if you know how they're going to go, and then reorganize them in that calendar we were talking about if you really need to. So you can use the bulk scheduler to get the content in, and then very easily, you can transfer that over to other dates and stuff, or clone or do that kind of stuff. But the bulk schedule feature is, especially when we go to conferences or like if George is going to go speak at Social Media Marketing World next year, we're going to go and drop in like a whole bunch of stuff in regards to like five minutes into his presentation, we know he's going to be talking about this.
George: Oh, yeah.
Remington: You can literally [inaudible 00:20:55] those all out and make them happen. So a little pro tip there, as well as that bulk scheduler's like a pot of gold.
George: Without a doubt. I'm going to list another set of tools. There is really the setup, the pre-HubSpot things that you want to pay attention to. When I think of social, it's something like Wunderlist or Trello to actually be able to take the, from idea to creation process, right? So inbox, hold all your stuff. Bring the stuff that you really like into that tool, kind of get it fleshed out, boom, get it into the HubSpot, do your creation, do your sending, do your reporting, all that good stuff with social.
George: You know, here's the most poopiest of poopy places in your HubSpot portal. I got to be honest with you. The most poopiest of poopy places in your HubSpot portal is your main file folder. Some of you guys got images laying around for like 54 pages, and it's image 57632 and it's like 3200 pixels by 1600 pixels, it's not optimized for the web. You don't know where it is. You got 32 versions of your logo. You know who you are. You know who you are. So I want to talk about the main file folder.
George: Remington, before I do that, though, before I do that, I was doing some research for this episode, and I stumbled across this HubSpot pro tip. I don't think I ever believed this, but I read it. You know what they say about what you find on the internet. It's true.
George: It's just true. I'm afraid to test it, but maybe we should test it. But I'm going to say that HubSpot has where it says pro tip, "If you're afraid of the idea of moving images file into new folders will impact the URL of the images resulting in a broken image, have no fear. The HubSpot tool automatically takes care of the redirect for any URL changes to ensure your images or domains will render properly."
Remington: That sounds like magic.
George: I hope it's true. We're going to test it. Just doing the research on this-
Remington: We'll test it.
George: We're going to test it,-
Remington: We'll test it, and we'll let everyone know.
George: ... and we'll let you know. We'll let you know if it should be a poop emoji in the comment section or not.
George: But one of things that I do want to talk about is you should have a file structure when you get started or move your stuff into a file structure. This is things simply like downloads, right? So your e-books, your guides, your checklists. They all live in a folder. Maybe it's downloads, and inside downloads, it's e-books, guides, checklists. You get the idea. Your website core, right? So like images that are your background images or your blog hero images, or whatever. Then like campaigns, right? There's page assets, email assets, social assets. Remember, we talked about social, social images. So there's certain images that are on certain pages. Well, I want to be able to find those easily. Or there's images that were on blogs. I want to find those easily. So I want to go to blog images, I want to go to page images, I want to go to email images, social images, getting that granular.
George: Here's why it's important, Remington, because some people might be like, "Yeah, no. That's just crazy." What we're talking about here, the whole reason that we're having this conversation today, is because we're trying to help you be able to do things, find things in 10 seconds instead of 10 minutes.
George: Right? Because if you can optimize your time from 10 minutes to 10 seconds, then the day just got a whole lot better, got a whole lot better.
George: What's another way that maybe they can think about organizing the main file folder, Remington?
Remington: Yeah, so my favorite thing about the main file folder is you have to have a thank you page folder, and I'm getting specific here. An actual thank you page folder that only has assets for things that would be thank you page related. So you could have your offers, but if you're actually providing a link to a PDF or something, you don't want those things being willy-nilly all over the place, because you want to be able to know where they're at. I know we've jumped into a bunch of portals, and we'll do portal cleanups for people, and we get to a thank you page, and we're like, "This is a broken link."
Remington: Can you imagine? You filled out a form, and you get to the download, you press the link, and it says, "File not found." So when we start looking for it, let's hope it's named right. But then, beyond that, we don't know where to go. I'm a big fan of like, thank you pages, you have a thank you folder, and then you could break down those sub-items into whatever's needed.
Remington: Then another one is from an agency point of view. So as an agency when we come in, a lot of times, we'll create our own folders, system files, and assets and things that we use that might be different than everyone else, especially if there's hundreds of other people in. So going back to that I-C, right? We'll have an impulse folder structure. But making sure that you just got those big areas and that you can get everything kind of broken down is really huge, especially once you start uploading hundreds of images.
George: Yeah, yeah. Listen people, e-book 5472-final does nothing for nobody, does nothing for nobody. But it might help if you did do it by some type of content type, right? So I listed a little bit of structure above. Remington just talked about what he talked about. Content type, so maybe you have a folder for infographics, maybe you have a folder for videos. Maybe in that video folder, you actually have a folder that's awareness, consideration, decision, so you actually know what video is trying to do what job, because you paid attention to file structure as you built it. Maybe you also have a file folder that's webinar or case study, maybe, maybe, maybe.
George: You know what? Remington, what's crazy, there's so many things, so many places, we got four minutes, four minutes to talk on this Sprocket Talk Unpacked, and we haven't even touched the CMS, the design manager, things that you can do there. We haven't even talked about contacts. I want to dive into contacts real quick.
Remington: Yeah, go for it.
George: Yeah, so here's the thing. If you're not using filters and favorites, please, by all that is holy, filters and favorites. Look, in contacts, you can do lists. I get it. In lists, you can do customized list columns. I get it. And you can have customized contact records for your contacts. I get it. However, there is on that left hand side, for a reason, a filters tool. You can save filters into an entire filter dashboard. In that same filter dashboard, there's what? You can have favorites. When I think about this, I think about companies, and I definitely think about the prospecting tool as well, which by the way, might be in the same boat as the competitors tool, because it's in the same dumb location that nobody can find it.
George: Here's the thing. You want to know a funny story, Remington? I'm in HubSpot all the time. I was like, "Where the heck is this prospecting tool," because I had to teach one of our clients about it. I was doing a training on it.
Remington: It moved.
George: I literally Googled, I Googled HubSpot prospecting tool. You know what I found? I found a video of George B. Thomas showing me how to get to the prospecting tool, and I reminded myself that it was in a dumb location and got to it and was able to train our clients. Now, is that a crazy story or what? But pay attention to filters and favorites.
George: Remington, as we close out, we've got two minutes. By the way, folks, poop emoji, sunglass emoji, fire emoji, use your emojis in the comment section as you're watching this. We want to see it. If you have questions, we want to hear them. Also, we want to know what topic you would like us to unpack in the next couple episodes moving forward. We're starting to flesh these out and kind of get our groove as far as we're going.
George: But what are some other just pro tip in areas that people could stay organized inside of HubSpot?
Remington: So the CMS and design manager has had a major overhaul this past, it's pretty much 18 months. But for instance, you could not rename a custom module if it was used in some other page before. Now, with the new design manager two, you can actually rename those custom modules. So if you named it 123test and then you deployed it and then it got cloned on a couple layouts, you were doomed to ever change the name of that module. Now you can. So HubSpot's using the ID, so it won't break anything. But you also get the options of the folder and sub-folder structure similar to what you would expect in like your file manager on your computer. So you can have different templates. You could have all your thank you pages, all your landing pages. Or when we deploy an entire new website for people on the CMS, we actually have impulse website 2019, and we break down all the different layouts by name and by use, and we use those naming conventions and we use those folders for the different intents and the types. So it can be really great for those files.
George: There you go, there you go.
Remington: Cleanliness [crosstalk 00:30:34]
George: Yeah. Remington was trying to make up a new word on the spot in Sprocket Talk Unpacked. Hey, here's the thing. It's been 30 minutes. We've unpacked a crap ton of ways that you could stay organized in HubSpot. If we were going to go over the 30-minute mark, we would talk to you about how you should trash it or archive it when the campaign sucks. Why are you leaving stuff lay around that nobody's even converting on or even seeing anymore.
George: We'd talk to you about how you should clean up your database, and the seven ways that you could do database cleansing. We do that for all of our potential clients when they come in and say, "Hey, can we do that?" Yes, we can do that. And we would even talk to you about something that we talked about on last episode, have you watched last episode where we talked about forms? And that is, one last tip to talk about staying organized, and that is contact property groups, so you can keep all of those little micro-pieces of the forms that you're building organized in groups-
Remington: For sure.
George: ... for the reason that you're creating them.
George: Remington, any closing thoughts at 5:01 today on a Thursday?
Remington: Whether you have the trophy emoji or the poop emoji, get started. Just start with your next campaign. Start with your next landing page you create. Start with your next list you build, and throw some context into those lists. You will be glad you did two months from now when you're like, "What the heck is this?" Or, "Where the heck did it go?"
George: Without a doubt. Hey, he's Remington Begg, I'm your boy, George B. Thomas. This has been Sprocket Talk Unpacked. Now, go forth, stay organized, and while you're being organized, do some happy HubSpotting.
Remington: Boom sauce.