With a proliferation of tools, teams often find themselves bogged down by manual tasks, disconnected data, and an overwhelming number of apps to manage customer relationships. This can lead to a reduction in productivity, team alignment, and ultimately, business growth. What’s the solution? Automation!
Welcome to Part 2 of our Teamwork + HubSpot No-Code Automations series! If you’re looking to fine-tune project management using both Teamwork and HubSpot or simply want to learn more about how this dynamic duo can level up your existing project management workflows – this, friends, is the place to be.
In Part 1, we explored how custom automations in Teamwork + HubSpot can supercharge team alignment and collaboration. Did you miss it? You’re in luck - click here to read the blog.
This time around, we’re exploring something more specific and adding one more powerful tool into the mix: Zapier.
Short on time? If you’d rather watch than read, get to the finish line first, and check out the second installment of our 3-part Teamwork + HubSpot Automation Training series.
Focusing on the Zapier-powered Teamwork + HubSpot automation, we’ll dive into the fundamentals of how you can enhance your clients’ post-sale experience by building a Zap that automatically creates projects and task lists in Teamwork when a deal’s status is updated to “Closed/Won” in HubSpot. This simple “when this, then that” automation empowers internal teams to cohesively work together and make progress towards one goal = customer happiness.
Let’s get started.
Why Teamwork + HubSpot are must-haves for your project management automation toolkit
Automating key aspects of your client work and project management efforts—and having them run seamlessly in the background, with little-to-no extra effort from you or your team—is essential to achieving all of the benefits mentioned above.
But for that to happen, you need a robust set of tools. The key to a good automation toolkit? Your tools have to be able to talk to each other so you can do more things at once, instead of wasting time and money adding on pieces to cobble together a barely functioning workflow.
That’s why we’re so excited about the two-way project management automations made possible by connecting Teamwork and HubSpot! We use HubSpot + Teamwork daily at Digital Reach to power our team.
It’s not just the platforms, but their respective apps seamlessly integrate with each other. This integration is what gives us the ability to build complex processes. Our fully remote team relies on these HubSpot + Teamwork-powered project management solutions to add value to the work we do for our clients.
We can easily customize each of the platforms' respective functionalities as our needs change, whether we need to add a new step or remove an existing one - making it easy for us to automate our existing project management processes without having to code anything ourselves.
How does Zapier fit in the picture?
Zapier’s Zaps are the automated workflows that connect your apps and services together. Supporting 5000+ apps, we can use Zaps to build workflows that trigger certain actions when specific conditions are met, move data between one HubSpot to Teamwork, or add new levels of automation to existing workflows.
How do HubSpot + Teamwork + Zapier automations work for project management?
HubSpot, Teamwork, and Zapier are the perfect, symbiotic solution for your project management needs. The vast amounts of automations you can craft are only limited to your imagination. With these three powerful tools at your disposal, you can automate entire workflows from lead generation to lead management to project planning and everything in between.
That said, automation in project management (and other aspects of your business) isn't about automating everything. It's about concentrating your efforts, being strategic with your solutions, and delegating the rest so you can get back to the most important thing: actually doing the work that matters.
For this post, let’s drill down into a specific Zap-powered Teamwork + HubSpot automation that focuses on:
When a "Deal" in HubSpot is updated to the "Closed/Won" status.
Once Zapier detects this event, it automatically creates a project in Teamwork with task lists specific to the customer’s purchase from the line items uploaded in your HubSpot product library. Task lists are an effective way to break down a larger project into smaller, more manageable tasks.
What’s so exciting about this automation is that it’s a great starting point for you to see all the cool stuff Teamwork and HubSpot can do, and if you haven’t started creating multi-step Zaps in Zapier just yet, let this automation be your playground.
Let’s break it down.
Imagine you're a salesperson who has just won a deal. Congratulations! The customer is all set for using the product or service you’re offering. And because you’re using HubSpot, the system automatically updates the status of that deal to “Closed/Won”.
But what happens when those deals are won? How do you effectively manage the client relationship post-sale? How can you automatically distribute to relevant team members their individual tasks to achieve the customer’s end goal? How can you ensure your team is playing from the same sheet of music? More importantly, how can you provide a smooth, hiccup-free customer experience?
This automation ensures that sales teams can quickly and easily hand off the new customer to the project management team, who can then begin working on the project right away. It’s especially helpful for businesses with multiple moving parts, where teams often have to quickly come together in order to deliver on your promises.
While it can seem daunting or complicated, the steps you need to take here will take only about an hour or two of your time:
1. Create Deal properties in HubSpot, with specific workflows to run the Zap.
2. Build a Zap in Zapier that is triggered when Deal is updated to “Closed/Won” + pulls the Company data from HubSpot: project end date, start date, deal activity, deal information (company name, company domain).
3. The Zap then sends the Company to Teamwork.
4. Teamwork automatically builds out a Project in Teamwork with a task list based on the service purchased. The task lists show assigned team members for the project, start date/due date, estimated time for completion, etc.
New to Teamwork? Still making sense of HubSpot?
Take advantage of best-in-class solutions for both platforms from our team of Teamwork gurus and HubSpot experts. Whether you’re happy to work with just HubSpot for now or want to explore Teamwork + HubSpot, you can always reach out for a quick, no-commitment call.
Close the loop: Let automations drive smoother project management & better customer experiences
Today's customers have higher expectations for customer experience than ever before. But as a company matures and grows the client book, it understandably becomes increasingly difficult to maintain an agile, customer-centric mindset.
Project management is an area where this challenge is particularly acute. It's easy for project management leaders to get bogged down in the daily details of their work and lose sight of the bigger picture: how can teams align to serve customers better? After all, the sale never ends at the point of purchase, it only marks the beginning of nurturing a good relationship with your clients and an opportunity for all team members to work together towards that singular goal.
Automated workflows in Teamwork, HubSpot, and Zapier help make the post-sale process as smooth as possible by using triggers and actionable alerts, offering granular insight that leads the way to the bigger picture. By combining the power of these three tools, there's no limit to the number of ways you can use automation to improve the way your team works.