HubSpot CRM Skills: 4 Wildly Powerful Mindsets for HubSpot Super Admins

Howdy, howdy! If you're here, you're ready to embark on the exciting journey of becoming a true HubSpot Super Admin. Now, let’s be real—mastering HubSpot is so much more than just clicking buttons and knowing where things are hidden in the menus. It's about developing the right mindsets that allow you to harness the full potential of this beast of a platform.

But why should these mindsets matter to you? Isn't understanding HubSpot as a software enough to pave your way to ultimate inbound success?

The answer is no, your success story as a HubSpot Super Admin begins by understanding your growth path extends far beyond the mere boundaries of the technology itself. And embracing these mindsets will keep you sharp, proactive, and always ready to handle whatever HubSpot throws your way. You'll catch issues before they escalate, use data to make informed decisions, and keep your HubSpot portal running smoothly and efficiently.

🚀 Learn More: Check Out Our 12-Week HubSpot Super Admin Training Program

By the end of this article, you'll have the practical insights you need to navigate HubSpot confidently, delivering real results for your business. Not only will you become the go-to HubSpot expert your team relies on, but you'll also position yourself as a real asset and a hero within your organization, driving success and making a tangible impact. Let’s jump in and start mastering these key mindsets together.

Continuous Learning + Improvement Mindset

If you’re ready to make the most out of HubSpot and boost both your personal growth and CRM skills, then embracing a continuous learning and improvement mindset is your golden ticket. HubSpot is always rolling out cool new features that can make your life easier and your workflows smoother. But staying sharp with these updates isn’t just a nice-to-have—it’s a must.

And, to be honest, it's become more challenging to do so in recent years, as the HubSpot platform has radically expanded the solution sets it offers inbound organizations to solve their most pressing growth challenges.

🔎 Dig Deeper Into HubSpot Changes:

• HubSpot Is Now a Customer Platform, But What Does That Mean?
• How Has HubSpot Evolved as a Platform? with Kyle Jepson of HubSpot
• What's Changed with Inbound and HubSpot? with George B. Thomas

Now, you might be thinking, "How do I keep up with all of this?"

Here’s the plan, and it's a very simple one:

• Every day, make it a habit to explore one HubSpot feature, even if it’s just playing around with a new dashboard widget, a new HubSpot workflow, or trying out a different email template.

• Every week, dive deeper—attend a HubSpot webinar, listen to a podcast like HubHeroes, or take part in training sessions.

• And every month, set clear learning goals and review what you’ve learned.

This approach isn’t just about staying current—it’s about pushing yourself to discover new ways to engage with your team and customers, using HubSpot to do it.

Develop a Proactive Problem-Solving Approach

As a HubSpot Super Admin, your job is about way more than fixing what’s broken. It’s about sniffing out potential issues before they blow up and getting creative with solutions that not only patch things up but also improve them for the long haul. This mindset is a game-changer because it’s about being one step ahead—always scanning the horizon for what might go wrong and nipping that sucker in the bud as soon as possible.

🔎 Go Deeper: George's Totally Dope Insider's Guide to HubSpot Reporting + Dashboards

Start each day with a quick review of your HubSpot dashboards and reports. Look for any red flags in performance metrics or feedback that might indicate a problem is brewing. Don’t just wait for issues to arise—be proactive in your quest to keep HubSpot humming along smoothly. 

You can even go the extra mile and ask questions like:

• What are the most time-consuming tasks you perform in HubSpot? This helps identify areas where automation or process improvements could be implemented.

• Are there any tools or features in HubSpot that you find difficult to use or understand? This can uncover training needs or areas where additional resources might be helpful.

• What types of reports or data insights do you feel are missing or could be more accessible? This helps ensure that the team has the necessary data to make informed decisions.

• Have you noticed any recurring issues or glitches in HubSpot that slow down your work? This allows you to address technical problems that might be affecting productivity.

• Are there any processes within HubSpot that you think could be streamlined or improved? This encourages team members to think critically about efficiency and workflow optimization.

• How well does the current setup in HubSpot align with your daily workflow? This helps assess if the platform is supporting or hindering the team's work processes.

• Do you feel confident using HubSpot to its full potential? If not, what areas would you like more training or support in? This identifies gaps in knowledge and areas for professional development.

• What specific challenges do you encounter when trying to find or manage data in HubSpot? This can highlight issues with data organization, accessibility, or cleanliness.

• Are there any features in HubSpot that you don’t currently use but think could be beneficial to your role? This encourages team members to explore new tools and features that could enhance their work.

• What would make your experience with HubSpot smoother or more efficient? This open-ended question allows team members to voice any concerns or suggestions that haven’t been covered by the previous questions.

Gather feedback from your team, pay attention to their frustrations, and think about how you can solve these issues creatively. Whether it’s automating a manual process or streamlining a clunky workflow, proactive problem-solving is about transforming challenges into opportunities to make your HubSpot environment more robust.

Cultivate Data Mastery for Informed Decision-Making

The number of HubSpot humans who I’ve talked to who feel like reporting and data hygiene are their top Achilles' heels is astronomical. But here’s the thing, folks. Embracing a data mastery mindset isn’t just about keeping your data neat and tidy. It’s about leveraging that data to make smarter decisions, driving your business strategies, and unlocking insights that can propel your team forward.

🚀 We Can Help: HubSpot Portal Audits + Data Hygiene Support from Sidekick Strategies

Make it a daily habit to incorporate routine checks for data anomalies or inconsistencies. Weekly, dedicate time for deeper data audits, like cleaning up duplicate contacts or verifying key data fields in recent leads. And monthly, step back and analyze the overall health of your data.

Common HubSpot data hygiene anomalies and issues can include:

• Duplicate records, or multiple entries for the same contact or company, which can lead to confusion and inaccurate reporting.

• Incomplete data fields might include missing critical information such as email addresses, phone numbers, or company names, which can impact communication and analysis.

• Inconsistent data formats occur when there are variations in data entry formats, such as different date formats (MM/DD/YYYY vs. DD/MM/YYYY) or inconsistent capitalization in names and titles.

• Inaccurate data entries that refer to incorrect information, such as wrong email addresses, outdated job titles, or invalid phone numbers, which can lead to failed communications.

• Mismatched properties happen when fields that should be aligned are not, such as a contact’s lifecycle stage not matching their deal stage or company industry not aligning with the contact’s role.

• Old or stale data involves records that haven't been updated in a long time, indicating they may no longer be relevant or accurate.

• Unsubscribed contacts still in marketing lists are a problem when contacts who have opted out of communications are still included in active marketing lists, which could lead to compliance issues.

• Incorrect associations can be identified when contacts are associated with the wrong company, deals are linked to incorrect contacts, or tickets are assigned to the wrong user.

• Misaligned custom properties occur when custom fields are not used consistently across records, leading to fragmented or incomplete data insights.

• Empty or null values in required fields are problematic when fields that are critical to business processes are left blank or filled with placeholder text like "N/A" or "Unknown."

• Unexpected data trends involve sudden drops or spikes in data points like lead scoring, conversion rates, or email open rates that don't align with expected patterns.

Generate reports to assess data quality and completeness, and discuss these findings with your team. By integrating a data mastery mindset into your routine, you’re not just managing data—you’re mastering it, using it to drive continuous improvement across all your activities.

Achieve Organizational Mastery in HubSpot

Ready to keep your HubSpot environment as neat as a squeaky-clean, new portal? Then it’s time to adopt the organizational mastery mindset. This mindset isn’t just about having a tidy workspace—it’s about strategically organizing your HubSpot portal to enhance usability, efficiency, and overall performance.

🔎 Go Deeper: Mastering Data Hygiene in HubSpot (the Ultimate Guide from George)

Make it part of your daily routine to keep an eye on new entries and updates in HubSpot. Ensure that every new piece of data finds its proper place, whether it’s saving new contacts in the correct list or filing emails in the right folder. Weekly, review and clean up your database.

Look at archived landing pages or drafts that never got created. Monthly, be strategic—assess the effectiveness of your organizational systems and make adjustments where necessary. By adopting this mindset, you’re treating your HubSpot portal like the powerful tool it is, keeping it finely tuned and well-organized to maximize its potential.

Your Job Is About Way More Than Software

The journey to becoming a HubSpot Super Admin is about more than just knowing the software. It’s about adopting the right mindsets—continuous learning, proactive problem-solving, data mastery, and organizational mastery. These mindsets will help you not only stay ahead of the game but also drive your business forward.

So, ask yourself:

What mindsets do you need to embrace as a HubSpot Super Admin? What actions can you take to implement these strategies in your daily, weekly, and monthly routines? Remember, mastering HubSpot is about more than just using it—it’s about using it to its fullest potential.

Let’s get out there and make our HubSpot experience truly spectacular by embracing these super admin mindsets. And if you’re ready to dive even deeper, consider joining us for the Super Admin Training program to continue your growth and mastery of HubSpot.