Tasks are one of the most fundamental features inside HubSpot CRM, and when used correctly, they become a powerful tool for keeping your team on track. In this tutorial, we’ll walk you through the basics of HubSpot tasks, including how to create them manually and automatically, as well as how to utilize task queues to streamline productivity.
Automating Tasks with Workflows
Tasks become even more powerful when paired with workflows. For instance, when someone fills out a “Request a Quote” form, a workflow can automatically:
Using personalization tokens (such as first name, last name, and company name) makes these tasks even more helpful by giving context directly in the task details.
Organizing Work with Task Queues
Task queues let you group related tasks into categories such as “Prospecting” or “Client Onboarding.” This is valuable for both managers, who want visibility into their team’s workload, and for team members who need to collaborate, reassign tasks, or cover for each other.
Staying Productive with “Start Tasks”
HubSpot’s “Start Tasks” feature makes it easy to focus. Instead of bouncing around the CRM, you can work through tasks one by one - whether it’s sending an email, making a call, or completing a to-do. This approach is perfect for blocking out time to focus on prospecting or client follow-up.
Why HubSpot Tasks Matter
By controlling how tasks are created, assigned, and completed, you ensure consistent follow-up across your sales and service teams. Instead of relying on inboxes or sticky notes, everything funnels into HubSpot - giving you a structured and reliable way to manage client touchpoints.
Pro Tip from CJ:
Always include key information (like contact name and company) inside task notes so the assignee doesn’t have to dig through the CRM.
Final Thoughts
Tasks may seem simple, but when combined with workflows and queues, they become one of the most effective tools for productivity in HubSpot. If your team isn’t fully using tasks today, now’s the time to set them up and build better follow-up habits.
Ready to Put HubSpot to Work for You?
At The Gist Inbound, we help businesses set up HubSpot the right way, from automation like this to full CRM builds and inbound marketing strategies. If you want to scale your growth without adding more to your plate, let’s talk.
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