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How to Manage Your HubSpot Account With a Regular HubSpot Portal Audit

HubSpot is a mammoth platform, especially if you’re a Professional or Enterprise user, so it goes without saying it can be a real beast to keep organised and working efficiently. 

Thrive have been HubSpotters for over five years now, so we recently reviewed our own HubSpot portal and conducted a HubSpot audit of all the files, landing pages, emails, templates, coded pages, and whatnot… It was eye-opening.

If you’re at the same place as us it can be heady to make sense of - and easier to ignore, or put off - denial is never the answer though!

Remember when you first moved into your new house - it was bare, ready to be made ‘yours’. If it was a new build it was also oh-so-shiny. 

Your HubSpot account will have been similar. It was oh-so-shiny, empty, new and exciting. If you’ve been HubSpotting for a while that definitely won’t be the case now (rightly so, too). 

We recommend you make a promise for your own sanity and to ensure you don’t lose important files amongst the mess and outdated content, that you audit your portal every 6 months. 

5 ways to get started with a HubSpot spring clean (or HubSpot Portal Audit)

  • Which area is stressing out you - or your team - the most? Is it disorganised or complicated, or been set up by someone else (File Manager and Calls-to-Action are both typically guilty here).
  • Start with one tool and stay on track ensuring you audit this fully first before moving on.
  • Make sure all assets are organised with a naming convention and filing system that is simple and understandable for all.
  • Delete or archive old assets, files and templates, to ensure they don’t gather dust and stop you from easily reaching in-use files, etc.
  • Produce a process that makes sense for all to continue keeping your portal relatively clean and efficient.

6 areas of HubSpot you must audit regularly

If this is your first audit, these areas might be a bit maddening to make sense of, but after the first review, they should be easier to brush up regularly:

  • Emails
  • Contacts
  • Forms
  • File Manager
  • Lists
  • Workflows

3 tips for a successful HubSpot audit

  • Look out for ‘Used in a HubSpot template’ or ‘Used on this page’ as these indicate a file is in use and shouldn’t necessarily be deleted.
  • Make use of the ‘archive’ option which is available for most files, pages and templates, allowing you to not fully delete anything whilst you review it has no wider, negative impact.
  • Document your audit process, along with filing system and naming conventions. Share this document and process with all who use your portal.

If you can’t see where you’re going for old files, outdated templates and reports, it’s time to clear the view, by having a ‘good ol’ clear out’ of your portal and ensuring everything is running effectively and efficiently. 

If you need support with managing HubSpot, in any way, including having a spring cleaning in your portal, reach out to our in-house specialists. Call Johnny, our director, on 01325 778 786 or email hello@thriveability.co.uk

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