Overview of Tasks

1. What Are Tasks in HubSpot?

In simple terms, a Task is a to-do item you create in HubSpot—think of it as a digital reminder. Unlike a note, which is static information stored on a record, a task has:

1. Due Date & Time: You can specify when a task should be completed, and HubSpot can notify you when it’s coming due.
2. Association: Tasks can be linked to Contacts, Companies, Deals, or Tickets. This ensures you know which client, project, or conversation the task relates to.
3. Status: Tasks can be marked as Not Started, In Progress, or Completed, letting you track your progress.

2. Why Use Tasks?

1. Keep Your CRM Action-Oriented: Instead of just storing data, HubSpot helps you act on it. Tasks let you systematically plan follow-ups.
2. Prevent Missed Opportunities: A well-timed task reminder ensures you won’t forget to send that proposal, follow up after a meeting, or check in with a dormant lead.
3. Improve Productivity: With tasks in place, you spend less mental energy remembering next steps, and more time on high-value activities.
4. Centralized Workflow: Because tasks link directly to records, you’ll never have to hunt through emails or separate to-do apps to recall what needs doing for a particular contact or deal.

3. Creating Tasks in HubSpot

3.1 Manually Creating a Task

1. Open a Record: Go to a Contact, Company, or Deal.
2. Look for “Create task”: Often in the right-hand sidebar or beneath the timeline, click Create task.
3. Fill in Details: Title of the task (e.g., “Follow up on proposal”), due date/time, any notes, and assign it to yourself (or a team member, if applicable).
4. Save/Assign: The task now appears in your tasks list and on the associated record’s timeline.

3.2 Bulk Task Creation (Optional)

• If you have multiple contacts needing the same follow-up, you can create tasks in bulk by selecting their records in a list, then choosing a bulk action to create tasks.
• This is useful after a conference or event, for example, if you have the same follow-up steps.

4. Viewing & Managing Tasks

4.1 The Tasks Dashboard

1. Navigate to Sales > Tasks (or simply Tasks depending on your HubSpot setup).
2. You’ll see a list (or board view) of your tasks, with filters for Due Date, Status, and Priority.
3. You can mark tasks as Completed directly in this view, or click in to add more details.

4.2 Associating Tasks with Multiple Objects

• A task can be linked to more than one record (e.g., both a Deal and a Contact) if it involves multiple aspects.
• This ensures the task appears in the timeline for each associated record, keeping everyone (or you, if you’re solo) on the same page.

4.3 Using the Calendar View (If Desired)

• Some HubSpot tiers or integrations let you sync tasks to a calendar, so you have a daily/weekly view of upcoming tasks.
• This can be especially helpful if you prefer a schedule-based approach to your to-dos.

5. Automating Tasks (If You Have Workflows)

1. Workflow-Based Task Creation
   • In paid versions of HubSpot, you can create workflows that automatically generate tasks. For example:
     • If a deal moves to “Proposal Sent,” a task is created to follow up within 3 days.
     • If a contact submits a form requesting info, a task is created to call them within 1 day.
2. Benefits
   • Ensures consistency and prevents you from forgetting the next step.
   • Scales well if you have recurring processes (like an onboarding checklist for new clients).

6. Best Practices for Tasks

1. Keep Task Titles Action-Oriented: Instead of “Check on client,” write “Email Sarah about project timeline.” This clarity helps you jump right in.
2. Set Realistic Due Dates: Don’t overload yourself with tasks all due on the same day. Space them out based on priority.
3. Prioritize: If certain tasks are urgent or important, mark them so in HubSpot. You can filter your tasks to see high-priority items first.
4. Close or Complete Old Tasks: If a task is no longer relevant, mark it as completed or delete it. This keeps your list fresh.
5. Use Reminders: HubSpot can send you an email or in-app notification when tasks are due. Enable these to ensure you don’t overlook deadlines.

7. Examples for Independent Consultants

• Post-Meeting Follow-Up: After a discovery call, create a task: “Email proposal by Friday” associated with the prospective client’s Deal.
• Client Check-Ins: Set a recurring monthly task for each retainer client: “Monthly check-in call.”
• Networking Events: After an event, create tasks for each new contact to send a personalized follow-up note.
• Renewal Reminders: If you have a retainer ending in two months, create a task to discuss renewal terms in a few weeks.