How to Get the Most Out of Hubspot Operations Hub in 2024

Sep 24, 2024

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How to Get the Most Out of Hubspot Operations Hub in 2024

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Business operations can feel chaotic at times. Take, for example, the issue of inaccurate data. When you don’t have a reliable source of information to guide your decision-making, you risk making costly mistakes that could set your organization back significantly. The Hubspot operations hub helps address this issue by syncing data from your existing tools to create a central operations hub. This article will explore the inner workings of Hubspot Help Desk Software, from its seamless automation tools to its advanced data tracking capabilities. You'll also discover how ChatBee's AI customer support solution can work with HubSpot operations hub to help you fully optimize your business operations.

With the Chatbees, achieving your operations goals for 2024 will be a breeze. Whatever the size of your business, AI customer support can help you automate mundane tasks so you can focus on improving your bottom line.

What is the Hubspot Operations Hub?

HubSpot Operations Hub is an all-in-one platform for managing operational tasks. Its purpose is to align business processes and streamline operations. The software integrates data, automates processes, and syncs customer information across different tools.

Customer data is one of your business’s most valuable assets. Understanding when and how a customer interacts with your company provides useful insights into operations and improves customer experience. Visibility into the customer’s journey, from prospect to lead to closed sale, optimizes those efforts, showing where leads fall out of the pipeline and what messages resonate the best.

Overview of HubSpot Operations Hub Features and Benefits

At many companies, these operations and the customer data each department collects, remain in siloes, limiting the benefits this data can provide. This is the problem RevOps seeks to remedy. Simply put, RevOps unifies the customer-facing income-generating aspects of the business: the marketing, sales and customer service departments.

In late 2021, HubSpot unveiled a RevOps tool, Operations Hub, another service offering in its customer relationship management (CRM) platform. Operations Hub, sometimes called Ops Hub, seeks to align customer data into a single user interface for endless integration and automation possibilities. This post will cover the core features of HubSpot Operations Hub, how it works, and examples of how it can help your day-to-day business operations. Let’s dive in!

What is the Operations Hub?

HubSpot Operations Hub is a data management tool designed to optimize the use of your customer’s data by providing a centralized platform where you clean, curate and sync data for better integrations and more straightforward automation. Its objective is to create a unified view of every customer interaction, a single source of truth for all your customer data, opening the door for greater efficiency and deeper business insights.

Here’s the official word from HubSpot

Operations Hub provides a unified toolset that connects apps, cleans and curates customer data, and automates business processes under one central CRM platform. The result? An efficient, aligned, and adaptable business that delivers a friction-free customer experience.”

Like HubSpot’s other customer relationship management CRM, Hub offerings, marketing, sales, and customer services, hub companies pay a monthly subscription fee based on usage. They can opt for one of four tiers:

Free

Starter

Professional

Enterprise

Operations Hub is part of HubSpot’s efforts to bring everything within the business-customer relationship under one roof. Marketing, sales, customer service, and now data can be managed within a single platform, helping eliminate the silos that form between departments, different platforms and applications.

Ticket Deflection

Reduce Support Tickets

Automate Support

Scaling Customer Support

Ticket Analysis

Ticket Queue Management

What Does the Operations Hub Do?

Sync or Swim: The Lowdown on HubSpot Operations Hub Data Sync

Operations Hub's data sync feature keeps your business data in constant contact with HubSpot, so you don’t have to waste time manually updating customer records in multiple places. With data sync, you can connect your HubSpot account to more than 90 apps, including:

Google Contacts

Mailchimp

Microsoft Dynamics

To automatically sync customer information to keep all your records up to date.

Code Breaker: Automate Complex Processes with Programmable Automation

Programmable automation allows you to execute code directly within HubSpot workflows. With this new feature, you can create custom workflow actions using JavaScript or Python to build advanced automations that meet your precise business needs.

Data Doctor: How to Automatically Clean Your HubSpot Data

Data quality automation helps you eliminate dirty data in your HubSpot account. With this new feature, you can create workflows that automatically format and clean your data properties to ensure your records are accurate.

Datasets: Organizing Your HubSpot Operations Data

As your business scales, your data proliferates. More objects, more fields, more metrics. It gets harder and harder for business users to build meaningful reports. Too often, they must lean on ops teams and analysts to answer one-off reporting requests.

The result is slow, inconsistent, and often ad-libbed reporting for business users, and a reactive ops team needs help to stay afloat. With datasets, ops teams can curate data into clean and reusable tables downstream users can use to create reports. This saves ops teams time and gives them more control over their data, giving their downstream business users faster, easier, and more consistent insights.

HubSpot’s new Snowflake data share integration makes it easy to access your HubSpot data in Snowflake. For all the technical details, read through the technical documentation.

How Much Does The Operations Hub Cost?

Although some of its features, such as data syncs, standard field mapping, and heatmaps within (limited) emails, are included in the free HubSpot package, the first official version of the Operations Hub is the Starter, which costs $45 per month.

The Starter tier adds custom field mapping, up to 1,000 customizable properties (versus 10 in the free version) per object, and 25 active targeting lists (plus another 1,000 static).

Free Tier: What You Get with Hubspot Operations Hub for Free

The free tier serves as an entry point for businesses to experience the basic functionality of HubSpot Operations Hub. It offers limited access to data syncing and unifying capabilities, allowing users to start consolidating their operational data.

Starter Tier: Operations Hub for Small Businesses

The Starter tier is designed for small businesses looking to optimize their operations. It provides enhanced features, including expanded data syncing and unifying capabilities and basic automation and workflow functionalities.

Professional Tier: Operations Hub for Growing Businesses

The Professional tier is ideal for growing businesses with more complex operational needs. It

offers advanced data syncing and unifying features, robust automation and workflow capabilities, and powerful reporting and analytics tools. This tier enables organizations to streamline processes, gain deeper insights, and drive operational efficiency.

Enterprise Tier: Operations Hub for Large Organizations

Operations Hub Enterprise is designed for large-scale organizations with sophisticated operations. It offers the most comprehensive features, including advanced data syncing and unifying capabilities, highly customizable automation and workflows, and advanced reporting and analytics functionalities. This tier empowers enterprises to optimize their operations at scale and make data-driven decisions.

Hubspot Ticketing System

Ticketing Tools

Service Hub Hubspot

Hubspot Notion Integration

Hubspot Help Desk

Hubspot Tickets

Call Center Ticketing System

Best Ticketing Apps

The Benefits of Using HubSpot Operations Hub

1. Streamlined Operations

HubSpot Operations Hub helps businesses streamline their operations by centralizing data, automating workflows, and integrating systems. This leads to increased efficiency, reduced manual effort, and improved productivity. Businesses can eliminate data silos and achieve a unified view of their operations, enabling smoother processes and better decision-making.

2. Improved Data Accuracy and Insights

With data management and centralization features, HubSpot Operations Hub enhances data accuracy and integrity. Businesses can ensure that their operational data is up-to-date and reliable, enabling them to make informed decisions based on accurate insights. Reliable data fosters a deeper understanding of:

Operations

Identifies trends

Enables proactive actions

3. Enhanced Collaboration and Communication

HubSpot Operations Hub's task and project management capabilities facilitate effective team collaboration and communication. Businesses can assign tasks, track progress, and promote transparency and accountability. This leads to:

Better coordination

Improved teamwork

Timely completion of projects

Fostering a positive operational environment

4. Data-driven Decision-making

The reporting and dashboard features of HubSpot Operations Hub provide businesses with actionable insights into operational performance. Key metrics, visualizations, and customized reports enable data-driven decision-making. Businesses can:

Identify areas of improvement

Measure operational efficiency

Optimize processes for better outcomes

5. Scalability and Adaptability

HubSpot Operations Hub offers scalable solutions that grow with businesses. Whether businesses are starting small or expanding rapidly, the platform can accommodate changing operational needs. As operations evolve, HubSpot Operations Hub adapts to support businesses' requirements, ensuring long-term scalability and flexibility.

Pros and Cons of the Hubspot Operations Hub

HubSpot Operations Hub offers tools to help businesses optimize internal processes for improved efficiency. The platform’s automation features enable companies to eliminate repetitive tasks and create streamlined workflows that promote better productivity.

For example, businesses can automate ticketing processes in customer service to enhance operational efficiency and improve customer experience.

Say Goodbye to Data Silos with HubSpot Operations Hub

HubSpot Operations Hub helps businesses centralize their data for better management and decision-making. The platform allows you to merge and organize your data from various sources, giving you a unified view of customer and operational data.

This helps eliminate data silos, so every department can access accurate, real-time data to optimize their performance.

Improve Reporting and Task Management with Operations Hub

HubSpot Operations Hub includes robust reporting and task management features to help businesses track performance and optimize their operations. The reporting tools enable you to create customized dashboards to visualize key metrics that align with your business goals.

You can also create, assign, and manage operational tasks within the platform to improve team productivity and operational performance.

Automate Business Processes with Operations Hub Workflows

Operations hub lets you create automated workflows that reduce the need for manual tasks and improve business efficiency. As you define your operational processes, you can identify repetitive tasks that can be automated with Operations Hub workflows to make your operations run smoothly.

HubSpot Operations Hub Scales with Your Business

As your business grows, you may need to adapt and evolve your operations to meet changing demands. HubSpot Operations Hub is a scalable solution that can support your business as you grow to ensure you have the tools to maintain operational efficiency, regardless of size.

Pros

Streamlined Operations

HubSpot Operations Hub helps businesses optimize and automate their internal processes, leading to increased operational efficiency and streamlined workflows.

Data Management and Centralization

The platform allows businesses to centralize and manage their data from various sources, providing a unified view of customer and operational data for better decision-making.

Automation and Workflows

HubSpot Operations Hub offers automation features that enable businesses to automate repetitive tasks and streamline workflows, saving time and reducing manual effort.

System Integration and Syncing

The platform integrates with various systems and tools, allowing businesses to connect and sync data across platforms, eliminating data silos and ensuring smooth data flow.

Reporting and Dashboards

HubSpot Operations Hub provides robust reporting and dashboard features, empowering businesses to track key metrics, measure performance, and gain valuable insights into their operations.

Task and Project Management

The platform includes task and project management features, allowing businesses to assign, track, and collaborate on tasks and projects, promoting transparency and efficient teamwork.

Custom Objects and Fields

HubSpot Operations Hub enables businesses to create custom objects and fields to capture and store specific data unique to their operations, enhancing customization and data accuracy.

Scalable Solutions

The platform offers scalable solutions for businesses of all sizes, allowing them to adapt and grow their operations as their business expands.

Data Privacy and Security

HubSpot Operations Hub prioritizes data privacy and security, adhering to industry-leading standards and implementing measures to protect sensitive information.

Integration with Other HubSpot Hubs

Operations Hub seamlessly integrates with other HubSpot Hubs, such as CRM, Marketing Hub, and Service Hub, ensuring alignment and collaboration across different departments.

Cons

Focused on HubSpot Only

This can be an obvious disadvantage, but it is still important to recognize that the tool’s features are useful if you have the HubSpot CRM. Otherwise, it does not make sense for you to purchase this service.

Learning Curve

While HubSpot Operations Hub is user-friendly, new users may need time to familiarize themselves with all the platform's features and functionalities.

Limited Customization

Some users may find the level of customization options in certain platform areas to be limited, which may restrict their ability to tailor the operations experience to their specific needs.

Pricing for Advanced Features

Advanced features and capabilities require higher-tier plans, which could disadvantage businesses with budget constraints or specific feature requirements.

Integration Challenges

While HubSpot integrates with many popular tools, some users may experience difficulties integrating with specific third-party applications or custom systems.

Reporting Limitations

While the reporting features are robust, some users may find certain capabilities limited in terms of customization or data granularity.

Advanced Workflow Complexity

Depending on their complexity, creating complex workflows with specific conditional logic may require technical expertise or assistance from the HubSpot support team.

Multilingual Support Limitations

The platform's multilingual capabilities may not be as extensive as other dedicated multilingual operations tools, which can be a limitation for businesses targeting diverse language audiences.

Offline Operations Support

HubSpot Operations Hub's capabilities for offline operations management, such as physical asset management or offline inventory tracking, may be limited compared to dedicated offline support systems.

Limited HR and Employee Management Features

While HubSpot Operations Hub offers operational management features, it may not provide comprehensive HR and employee management capabilities, which could be a limitation for businesses with specific HR requirements.

Complexity for Large-scale Operations

Managing large-scale operations with extensive data and complex processes may require additional technical expertise or the assistance of HubSpot's support team to ensure optimal performance.

How to Integrate Hubspot Operations Hub Into Existing Workflows

Preparing for Implementation: The Foundation for Success

Operational Assessment

Before implementing HubSpot Operations Hub, thoroughly assess your operational needs. Identify pain points, bottlenecks, and areas for streamlined operations. Conduct a comprehensive assessment to understand how HubSpot Operations Hub can add value to your business.

Strategic Planning

Create a strategic implementation plan with clear objectives, goals, and KPIs to align everyone involved. This roadmap ensures success in integrating HubSpot Operations Hub.

Assemble Your Implementation Team

Form a cross-functional team including operations managers, data analysts, IT specialists, and department heads. Each member should understand their roles and responsibilities for effective collaboration and communication during the HubSpot Operations Hub implementation.

Establish SMART Goals

Set SMART goals to measure the effectiveness of your HubSpot Operations Hub implementation and align it with your business objectives.

Allocate Resources and Budget

Allocate resources and budget carefully to ensure a smooth and successful implementation of HubSpot Operations Hub. Consider all expenses, including subscription fees, training, customization, and integration costs, to prevent financial constraints from hindering the process.

Getting Started with HubSpot Operations Hub: The Basics

Setting Up Your HubSpot Account

Access the HubSpot Portal

Start by opening your web browser and visiting the HubSpot website at https://www.hubspot.com/.

Look for the "Log In" or "Get Started" button at the top right corner of the page.

You can log in using an existing HubSpot account or create a new one.

Account Configuration

Complete the necessary information to create your HubSpot Operations Hub account. This typically includes details such as:

Your name

Email address

Company name

Password

Following the initial registration, HubSpot will guide you through a brief setup process. During this process, you'll be prompted to provide additional information about your company and your specific objectives for utilizing the HubSpot Operations Hub.

Understanding HubSpot's User Interface

Dashboard overview

Once you've completed the setup, you'll find yourself on the HubSpot dashboard, your central command center for managing and optimizing your operations. The dashboard overviews your operational performance, including key metrics, data insights, and recent activities. You can personalize the dashboard by adding widgets displaying the specific operational data and metrics most relevant to your business.

Navigating the HubSpot Dashboard

On the left-hand side, you'll discover the main navigation menu, granting access to various tools and features such as:

Operations

Automation

Data Quality

And more

Clicking on Operations will lead you to a submenu to explore data syncing, automation workflows, and data quality management features.

Automation allows you to set up and manage automated processes to streamline your operations efficiently. Take your time to navigate the HubSpot Operations Hub interface, and don't hesitate to explore the various sections and features. Understanding the layout and functionality will be essential as you begin your journey to optimize and streamline your business operations with HubSpot Operations Hub.

Configuring HubSpot for Your Business: The Crucial Next Step

Configuring HubSpot for your business is a pivotal step in unlocking the full potential of HubSpot Operations Hub. This section will guide you through essential steps to set up your operations effectively, including data management, workflow customization, integration with other tools, and optimization for maximum efficiency.

Set Up Your Data Management

Import Data

Begin by importing your existing data into HubSpot Operations Hub. Follow these steps:

Navigate to the "Operations" section in the main menu.

Select "Data Sync" and follow the prompts to import your data.

Customize Data Properties

HubSpot allows you to customize data properties to align with your business requirements. Customize properties such as:

Data source

Data type

Data quality standards

To do this:

Go to "Settings" and choose "Data Properties."

Click "Create a Data Property" to define new data properties or modify existing ones.

Configure Workflow Automation

Design Workflows

Leverage the power of automation by designing custom workflows to streamline your operations. Create workflows for data validation, task assignments, and notifications. Follow these steps:

Go to "Operations" and select "Automation."

Click "Create Workflow" to create custom automation flows tailored to your operational needs.

Data Validation

Implement data validation workflows to ensure the accuracy and consistency of your data. Define rules and actions to maintain data quality standards.

Optimize Your Operational Processes

Continuous Improvement

Establish a culture of continuous improvement within your operations. Regularly assess your operational workflows and data management practices to identify areas for optimization and enhancement.

Training and Support

Invest in training and support for your operations team to ensure they can effectively use HubSpot Operations Hub. HubSpot provides resources and training materials to help your team get the most out of the platform.

Integrate with Other HubSpot Hubs

HubSpot offers integrations with various tools and platforms to enhance your marketing efforts:

In the HubSpot dashboard, navigate to Settings and select Integrations.

Browse and select integrations that align with your business needs, such as CRM systems, email marketing platforms, or analytics tools.

Additional Hubs include:

HubSpot Sales Hub

HubSpot Service Hub

HubSpot Content Hub

HubSpot Marketing Hub

HubSpot Commerce Hub

Follow the integration setup instructions provided for each tool.

Using HubSpot Operations Hub: The Next Steps

Once you've configured HubSpot Operations Hub to suit your business needs, it's time to harness its powerful tools and features to optimize and streamline your operational processes. This section will explore how to efficiently manage data, automate tasks, improve data quality, and continuously enhance your operations with HubSpot Operations Hub.

Data Management and Maintenance

Data Import and Synchronization

HubSpot Operations Hub simplifies data management by allowing you to import and synchronize your data seamlessly. Follow these steps:

Navigate to "Operations" and select "Data Sync."

Set up data sync connections to ensure that your data sources are integrated and up to date.

Customize mapping to ensure data fields align accurately with your HubSpot properties.

Data Quality Automation

HubSpot Operations Hub provides powerful tools to maintain clean and accurate data. Implement data quality automation to:

Deduplicate and merge records to eliminate data redundancy.

Standardize and enrich data to ensure consistency. Set up data quality rules to prevent erroneous data from entering your system.

Customization of Data Properties

Tailor your data properties in HubSpot Operations Hub to meet your specific operational needs. Customize properties such as data source, type, and quality standards to ensure your data is organized and relevant.

Workflow Automation

Automated task management

Streamline task management within your operations using HubSpot Operations Hub's workflow automation. Create automated processes for:

Task assignments: Automatically assign tasks to the right team members based on predefined criteria.

Task notifications: Set up notifications to inform your team about task updates and deadlines.

Data validation workflows: Implement data validation workflows to maintain data accuracy and consistency. Define rules and actions to validate and correct real-time data, reducing errors and improving operational efficiency.

Lead routing and assignment: Automate lead routing and assignment to ensure leads are distributed to the appropriate teams or individuals. Set up rules and criteria to determine lead ownership based on location or lead source characteristics.

Continuous Improvement and Optimization

Regular training and updates

Participate in regular training sessions and explore updates to stay informed about HubSpot Operations Hub's evolving features and capabilities. This ensures that your team remains proficient and maximizes the platform's potential.

Continuously refine your operational processes based on performance data and evolving business needs. Use HubSpot's analytics tools to identify bottlenecks, inefficiencies, and areas for improvement.

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8 Ideas for Using HubSpot Operations Hub to Improve Workflows, Data, and Reports

1. The 3 P's of Operations: Platform, Process, and Perspective

HubSpot Operations Hub helps businesses optimize their operations by focusing on the 3 P's:

Platform: The first P, Platform, refers to how Ops Hub connects data across apps and helps teams get the information they need to do their jobs.

Process: The second P, Process, refers to how Ops Hub helps organize and automate business processes so they run smoothly.

Perspective: The third P, Perspective, involves using the data collected and organized by Ops Hub to drive better business intelligence and decision-making.

Keeping the 3 P's in mind as you work to improve your operations will help you identify the biggest opportunities for optimization and how HubSpot can help.

2. Get Supercharged with HubSpot Operations Hub

HubSpot Operations Hub helps businesses manage data to supercharge their operations. The tools within Ops Hub make it easier for teams to move, organize, and use business data, so they can spend less time on tedious data tasks and more time on improving business performance. The smoother your operations run, the better the customer experience.

3. Integrate with 100+ Apps Using Data Sync

Ops Hub makes it easy to integrate with over 100 applications to help you sync and organize your business data. Using the Data Sync feature, you can set up two-way syncs with other apps and customize how the information transfers between HubSpot and the other software.

This helps eliminate data silos, reduce duplication, and improve your overall reporting to help you make better business decisions.

4. Explore the HubSpot App Marketplace

HubSpot’s Operations Hub gives you access to the HubSpot App Marketplace, which houses all available HubSpot integrations (over 1,000+!). You can access it through your HubSpot account, explore, and see if there’s an integration you want to try or didn’t realize existed.

You may discover something new or even gain more connectivity between your data and team alignment. Most integrations are accessible (and free) to set up. The best part? Once you’ve set one up, you can easily set them all up.

5. Unlock Custom Code Actions

In HubSpot Marketing Hub, you’ve always been able to create automated email campaigns and chat flows using bots, but you've been limited to a pre-determined menu of things to automate. With Ops Hub, you have ultra flexibility, using advanced automation features.

With custom code actions, you can write and deploy any code from within a workflow or bot action. This flexibility solves for almost anything a standard workflow action can’t and can be used for:

Data management (deletion, deduplication, object association, merging contacts)

Advanced lead rotation (e.g., based on ZIP codes stored elsewhere, capacity, etc.)

Data enrichment (pull from a third-party database, such as Zillow or Clearbit)

Closing a deal of a specific size triggers a Domino’s pizza delivery to the sales rep. A high customer survey score triggers Spotify to play a specific high-energy song over the company’s intercom system. And so much more. Simply put, if it has an API, allowing two separate software systems to exchange data, you can now automate it. The world is your oyster! Want more ideas of custom actions you can automate? See this Programmable Automation Use Case Library.

6. Use Workflow Triggers for Recurring Events

Workflows have always been elaborate if/then statements:

If a specific trigger happens

Then, execute a particular set of actions

With Ops Hub, triggers are not driven by something specific (a contact completing a form, for instance). Instead, you can use a planned schedule to drive the action.

In other words, recurring events are triggered automatically. Use cases include:

Task creation

Email newsletters

Custom integrations

Data cleanup

Using the newsletter as an example, an email goes out weekly with an industry roundup, product news, updated raw material pricing, etc., whatever the target would gain knowledge from receiving.

7. Clean Up Using Data Quality Automation

Dirty data in a CRM costs time and money. Ops Hub helps clean it up and format it properly. Use cases include:

Text string formatting

Date formatting

Add white space before and after the text

Name capitalization

Add/subtract time

Simple arithmetic

8. Turbo-Boost Your Reporting With Datasets

Everyone should be able to access insights in their CRM. Ops Hub adds capability and simplicity for anyone who handles reports in HubSpot. Reusable tables, known as Datasets, save time and enable fast, consistent reporting by allowing for advanced data prep. The Datasets feature does two critical things:

Calculation

Curation

It creates the ability to perform advanced calculations in reports and fully customize source data. Curation is narrowing down data into a smaller Dataset that everyone else can use to build a report. The graphic below that Ari shared is helpful to understand the relationship between the CRM data, the Dataset, and the end-user report:

Datasets-Reporting

Use cases for Dataset calculations and curation are nearly endless: Calculate custom KPIs, such as the number of days between MQL and SQL. Customize property names, such as merge/truncate text. Use functions to manipulate data, such as:

Commissions

Margins

Ticketing Management System

Ticket Management Tools

Most Popular Ticketing Systems

Hubspot Autoresponder

Smart Ticketing System

Ticketing Automation

Hubspot Ticket Automation

Helpdesk Integrations

Best Help Desk Tools

Automated Ticket Routing

5 Pro Tips for Maintaining Data Quality on HubSpot Operations Hub

1. Conduct Routine Data Audits: Schedule Regular Reviews of Your HubSpot Database

Make data cleansing a regular part of your operations. Schedule monthly or quarterly reviews of your HubSpot database. This helps in catching inaccuracies, outdated records, or missing fields.

2. Maximize Datasets: Use the Datasets Feature to Recognize Patterns and Anomalies in Your Data

The Datasets feature isn’t just for organizations. By ensuring data is grouped logically, you can more easily recognize patterns, anomalies, or gaps in your data.

3. Eradicate Duplicates: Use HubSpot’s Deduplication Tool to Maintain Clean Data

HubSpot’s deduplication tool is invaluable. Not only merge duplicate contacts but routinely monitor for new duplicates. This ensures every entry in your database is unique and avoids overlapping communications.

4. Controlled Data Access: Limit User Permissions to Keep Data Accurate

Using HubSpot’s user roles, be selective about who can add or alter data. This minimizes the risk of unintentional changes or deletions, which can affect data quality.

5. Monitor Integration Health: Check for Issues with Connected Tools

If you’ve connected other tools to HubSpot, ensure those integrations are consistently operational. Broken or lagging integrations can lead to data discrepancies.

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