How to Use HubSpot Tasks More Effectively

HubSpot tasks are a great way to manage your team's workload, but only if they're used correctly. In this blog post, we will help you do just that!

In the fast-paced world of business, time is indeed money. Success hinges on maximising efficiency and unlocking the full potential of your team. One way to achieve this is by harnessing the power of HubSpot Tasks, a robust and versatile tool designed to manage your team's workload and keep everyone on track. However, to truly reap the benefits of this feature, it's essential to utilise it effectively and optimise it for peak performance.

In this blog post, we'll dive deep into the world of HubSpot Tasks, providing expert insights and guidance on how to streamline your workflows, boost productivity, and ensure your team operates like a well-oiled machine. Get ready to revolutionise your daily operations and propel your business to new heights with HubSpot Tasks.

What are HubSpot Tasks?

HubSpot Tasks are a powerful feature within the HubSpot platform, designed to help manage and organise the workload of marketing, sales, and customer service teams. This versatile tool enables users to create, assign, and track tasks, ensuring that deadlines are met and projects progress smoothly.

Users of HubSpot Tasks typically include marketing professionals, sales representatives, account managers, and customer service agents. The tool is particularly beneficial for those who need to manage numerous projects or clients simultaneously, as it helps to streamline workflows and increase overall efficiency.

By utilising HubSpot Tasks, team members can easily collaborate, delegate responsibilities, and monitor the progress of various tasks in real-time. This not only helps to keep everyone informed about ongoing projects but also ensures accountability within the team.

In summary, HubSpot Tasks is an invaluable productivity tool for marketing, sales, and customer service professionals, offering a comprehensive solution to manage workloads, enhance collaboration, and optimise team efficiency.

Tips for using HubSpot Tasks

Maximising the potential of HubSpot Tasks is crucial to improving productivity and ensuring your team stays on track. Here's an expanded and improved list of expert tips to help you make the most of this powerful tool:

Delegate appropriately:
Ensure that tasks are assigned to the right team members based on their expertise, workload, and capacity, promoting a balanced distribution of responsibilities.

Use the "My Tasks" filter:
This feature allows users to focus on their individual tasks, enabling them to prioritise and manage their workload efficiently.

Organise tasks using task lists:
Group related tasks together by creating custom task lists. This facilitates better project management and simplifies tracking progress.

Assign tasks to specific people:
Specify the individual responsible for each task to ensure accountability and improve communication within the team.

Set due dates and reminders:
Establish deadlines for tasks and set up reminders to help team members stay on schedule and avoid last-minute scrambles.

Add details and notes:
Provide comprehensive information for each task, including relevant notes, links, or files, to ensure clarity and minimise confusion.

@Mention other users in tasks:
Use the @Mention feature to tag team members in task comments or descriptions, fostering collaboration and keeping everyone in the loop.

Convert emails into tasks:
Turn important emails into actionable tasks directly within HubSpot to streamline your workflow and avoid missing critical follow-ups.

Connect tasks to deals or projects:
Link tasks to relevant deals, contacts, or projects, ensuring all information is easily accessible and well-organised.

Use the "Tasks" report:
Analyse task performance by generating reports, helping you identify areas for improvement and optimise team efficiency.

Track task history:
Monitor the progress of tasks by reviewing their history, providing insights into how tasks are completed and identifying potential bottlenecks.

Save time with templates:
Create task templates for recurring tasks or standardised processes to save time and maintain consistency across the team.

Use automations:
Leverage HubSpot's automation capabilities to streamline routine tasks, such as assigning tasks based on specific triggers or updating the status of tasks when certain conditions are met.

By implementing these expert tips, you'll be well on your way to maximising the efficiency and productivity of your team using HubSpot Tasks.

HubSpot Tasks 1

5 Step Guide on using HubSpot Tasks

1. Assign tasks to the right people

The first step to optimising HubSpot tasks is to make sure you're assigning them to the right people. If you have a team of three people, there's no sense in assigning all of the tasks to one person. That person will quickly become overwhelmed and won't be able to complete all of the tasks promptly. Instead, spread the tasks out among your team members so that everyone has a manageable workload.

2. Set clear deadlines

The second step to optimising HubSpot tasks is to set clear deadlines. If you don't set a deadline, your team members will likely take their time completing the task. But if you set a clear deadline, they'll be more likely to complete the task promptly. When setting deadlines, make sure they're realistic and that your team members have the time they need to complete the task.

3. Provide adequate resources

The third step to optimising HubSpot tasks is to provide adequate resources. If you assign a task but don't provide the resources needed to complete it, your team member will likely struggle to complete the task. Make sure you provide all of the necessary resources upfront so that your team members can complete the task quickly and efficiently.

4. Give feedback regularly

The fourth step to optimising HubSpot tasks is to give feedback regularly. If you wait until the end of a project to give feedback, your team members will likely have already forgotten about the task. But if you give feedback regularly, they'll be more likely to remember the task and complete it promptly. Feedback doesn't have to be negative, but it should be honest and helpful so that your team members can learn from their mistakes and improve their performance.

5. Be flexible

The fifth and final step to optimising HubSpot tasks is to be flexible. Things change all the time in business, and sometimes tasks need to be changed or added at the last minute. If you're too rigid with your tasks, you'll likely frustrate your team members and cause them to fall behind. Instead, be flexible and allow your team members to make changes as needed.

By following these five steps, you can optimise HubSpot tasks for efficiency and get the most out of your team. If you have any questions about HubSpot tasks or how to use them effectively, feel free to contact us. We're always happy to help!

HubSpot Tasks Index Page-1

How to setup HubSpot Tasks

Getting started with HubSpot Tasks is simple and straightforward. Follow these easy steps to create and manage tasks efficiently:

Access HubSpot Tasks:
Log in to your HubSpot account, navigate to the main menu, and click on the "Tasks" option under the "Sales" or "Service" tab, depending on your account setup.

Explore the HubSpot Tasks dashboard:
Once you're on the HubSpot Tasks dashboard, you'll see an index page displaying any existing tasks. You can filter, sort, and search for specific tasks using the available options.

Initiate task creation:
To create a new task, click the "Create Task" button, typically located in the upper right corner of the dashboard.

Provide task details:
In the task creation window, fill out the necessary information, such as task name, description, and type. Fields marked with an asterisk (*) are mandatory and must be completed.

Assign the task:
Specify the team member responsible for the task by selecting their name from the "Assigned to" dropdown menu. If you're creating the task for yourself, simply choose your own name.

Set a due date:
To help keep track of deadlines, select a due date for the task by clicking on the calendar icon in the "Due Date" field.

Link the task to relevant records:
If applicable, associate the task with specific deals, contacts, or companies by using the "Associated with" field. This ensures all relevant information is easily accessible and organised.

Add any additional details:
Utilise the "Notes" section to include any supplementary information, files, or links that may be helpful for the assigned team member to complete the task.

Confirm task creation:
Once you've entered all the necessary information, click the "Create Task" button to finalise the process. The newly created task will now appear in the assigned team member's task list, as well as on the main Tasks dashboard.

By following this step-by-step guide, you can efficiently create and manage tasks within HubSpot, ensuring that your team stays organised and on track with their responsibilities.

HubSpot Tasks 3 Create

Monitor Task Performance

This section shows you how you've been performing your tasks. The graph will display tasks that have a due date of today and the next two days. Tasks outside of this date range will not display.


This tab gives you an overview of your past performance with tasks. 


This shows you the number of calls and meetings you've completed this past week. Only meetings in HubSpot with the outcome set to completed will be counted. This section shows you your activity in the past week compared to the previous week. This includes calls, emails, and meetings.


Select Deals to view the number of deals you created this past week.


This tab shows you your activity feed. Click Filters and use the dropdown menus to filter based on specific activity types, sequence enrollment, or lifecycle stages. Once you've selected your filters, click Apply.


This tab shows you a timeline of the events you have in your connected calendar for that day. Private calendar events will not be shown. You can click Today to view today's timeline and click the left and right arrows to move from day to day.

HubSpot Task Types

What are some best practices for using HubSpot Tasks?

1. When creating a task, be sure to include all relevant information such as due date, priority, and any instructions.
2. Assign tasks to specific people rather than leaving them unassigned.
3. Use task lists to organise your tasks and make it easier to see what needs to be done.
4. Set due dates and reminders for tasks so that nothing falls through the cracks.
5. Connect tasks to HubSpot deals or projects so that you can track progress easily.
6. Use the "Tasks" report to get an overview of all the tasks in your account and see how well your team is doing.
7. Save time by using templates for common tasks that need to be completed regularly.
8. Use automation to automate repetitive tasks.

HubSpot Tasks Contact Record

Sync tasks to your Google or Outlook Calendar

1. To get started, go to your settings and select "HubSpot Tasks" from the left-hand menu.
2. Once you're on the HubSpot Tasks settings page, click on the "General- Calendar" tab.
3. The next option is whether or not you want to sync tasks to your Outlook or Google Calendar

Once you've selected all of the options that you want, click "Save." That's it! You're now ready to start syncing tasks to your Google and Outlook Calendars.

Synch Tasks to to Gmail Outlook Calender

Task queues

1. To get started, go to your settings and select "HubSpot Tasks" from the left-hand menu.

2. Once you're on the HubSpot Tasks settings page, click on the "Add Queue" button.

Tasks Queue

3. On the Task Queues page, you'll see a few different options that you can choose from.

4. The first option is to select which users on your team will have access to task queues.

5. The final option is whether or not you want to use the "My Tasks" filter. This filter allows you to see only the tasks that are assigned to you. If you decide that you do want to use the "My Tasks" filter, then you'll need to select which users on your team will have access to it.

Once you've selected all of the options that you want, click "Save." That's it! You're now ready to start using task queues.

Assign tasks to a queue

HubSpot Task Queue



In conclusion, HubSpot Tasks is a game-changing tool that holds the key to transforming the way your marketing, sales, and customer service teams operate. By embracing the powerful features, streamlined workflows, and collaborative capabilities offered by this versatile tool, your team can experience a significant boost in productivity, efficiency, and overall performance.

As we've outlined in this blog post, the key to unlocking the full potential of HubSpot Tasks lies in understanding its capabilities and implementing best practices. By following our expert tips and continually refining your task management processes, you'll empower your team to excel in their respective roles and achieve greater success.

Don't let disorganisation and inefficiencies hold your team back any longer. Embrace HubSpot Tasks and embark on a journey towards a more productive and efficient future for your business. Remember, when your team thrives, so does your bottom line.

If you want to learn more about HubSpot Marketing, see our guide to HubSpot Sales Hub

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