Making HubSpot Work for Your Projects

If you’re wondering if HubSpot can really be your go-to for project management, you’ve hit the jackpot. Like many, you might already be using HubSpot for your CRM, sales, or marketing and are now thinking, “Can it pull double duty for projects too?” And honestly, that’s a smart question! The good news is, while HubSpot isn’t a dedicated, full-blown project management software in the same vein as some specialized tools out there, it absolutely offers a powerful suite of features that you can adapt and leverage to manage your projects effectively. For small to medium-sized teams, or those already deeply embedded in the HubSpot ecosystem, repurposing its robust CRM, automation, and communication tools can streamline workflows, keep everyone on the same page, and even save you from juggling a separate, costly project management platform. We’ll explore how you can craft a powerful HubSpot project management template by creatively using its built-in features and strategic integrations, making your project lifecycle smoother and more efficient from start to finish.

Let’s be real, when you think of HubSpot, “project management” might not be the first thing that springs to mind. Usually, it’s all about CRM, sales pipelines, and marketing automation, right? But here’s the cool part: HubSpot is super flexible, and with a little creativity and understanding of its core functionalities, you can totally bend it to your will for project management. It’s especially handy if you’re already paying for HubSpot and want to keep your tech stack lean.

Think of it this way: HubSpot is your central hub for customer data. Projects, at their heart, are often customer-centric, whether you’re onboarding a new client, delivering a service, or launching a marketing campaign for them. So, having your project details living alongside your customer data makes a lot of sense. It keeps everything unified, cutting down on that annoying back-and-forth between different platforms.

Does HubSpot Have Project Management Capabilities?

Let’s clear this up first. Yes, HubSpot does have a native feature called HubSpot Projects. It’s usually available with Professional and Enterprise subscriptions and it’s essentially a task management tool.

With HubSpot Projects, you can:

• Create and assign tasks: You can list out all the steps needed for a project, give them to specific team members, and set due dates.
• Track progress: You can see what’s completed, what’s still in progress, and identify any roadblocks.
• Share information: Attach documents, leave comments, and use @mentions to loop in team members, fostering better collaboration.
• Utilize templates: HubSpot even provides some pre-built project templates, though many are geared more towards marketing campaigns.

However, and this is a big “however,” many users and experts will tell you that HubSpot Projects, on its own, is pretty basic. It’s great for startups or small marketing firms needing something straightforward for task management. But if you’re looking for more advanced features like native Gantt charts, detailed time tracking, or comprehensive resource allocation, you might find it falls short. It wasn’t built from the ground up to be a full-fledged project management tool, so it naturally lacks some of those specialized functionalities.

But don’t despair! This is where the magic of adapting other HubSpot features and strategic integrations comes in.

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Leveraging HubSpot CRM for Project Management

This is where things get really interesting. Instead of relying solely on the “Projects” tool, you can get super creative and use other parts of HubSpot to build out a robust project management system.

1. Repurposing Deal Pipelines as Project Frameworks

One of the cleverest ways to use HubSpot for project management is to repurpose your deal pipelines. You know how you track leads from “New Prospect” to “Closed Won”? You can do the same for projects!

• Create a “Project Management” Pipeline: Instead of deal stages, think project stages. You could have stages like:
  • New Project Request: When a client signs a contract, a “project deal” automatically enters this stage.
  • Planning & Discovery: Team gathers requirements, sets scope.
  • In Progress: The core work is happening.
  • Client Review: Deliverables are shared for feedback.
  • Revisions: Implementing feedback.
  • Completed: Project is delivered and signed off.
  • Archived: For finished projects you still want to keep records of.
• Each “Deal” is a “Project”: Now, instead of tracking a sales deal, each entry in this pipeline represents an actual project. You can associate it with the relevant company, contacts, and even the original sales deal.

This visual pipeline makes it easy to see where every project stands at a glance, much like a Kanban board.

2. Supercharging Task Management with HubSpot Tasks

The native task feature in HubSpot is more versatile than just in the “Projects” section. You can create tasks directly on company or deal records.

• Assign and Prioritize: Assign tasks to specific team members, set due dates, and give them a priority level high, medium, low.
• Link to Records: Always link tasks back to the relevant “project deal” or company/contact so everyone knows what the task is for.
• Subtasks: For larger tasks, you can even break them down into smaller subtasks for more granular tracking.

This keeps project-related to-dos right where your team is already working, cutting down on context switching. What Exactly is HubSpot Pipeline Management?

3. Automating with Workflows for Project Efficiency

HubSpot’s Workflows are a must for project management. This is where you really start to build out a powerful HubSpot project management template that hums along efficiently. Workflows allow you to automate repetitive tasks based on specific triggers.

Here are some ways you can use workflows for projects:

• Automated Task Creation: When a “project deal” moves to the “Planning & Discovery” stage, a workflow can automatically create a set of tasks: “Schedule Kick-off Meeting,” “Create Project Brief,” “Assign Project Lead.”
• Notifications and Reminders: Send automated internal notifications to team members when a task is due, overdue, or a project moves to a new stage. You can also set up email automation to send reminders or follow-ups to keep projects on track.
• Status Updates: Automatically update a custom “Project Status” property on your “project deal” based on task completion or stage changes.
• Team Assignment: Automatically assign a project manager or a specific team when a project is created or reaches a certain stage.
• Email Communication: Use workflows to send standardized client onboarding emails or project update emails more on email templates below!.
• Data Formatting: Ensure consistent data entry across project fields.

By automating these steps, you reduce manual effort, minimize human error, and ensure consistent project processes. It’s estimated that automation can significantly boost team productivity, with some sources suggesting a reduction in manual tasks by up to 80% when properly implemented.

4. Custom Objects: The Ultimate Project Management Template Hack Enterprise Only

This is a more advanced move, and it’s available for HubSpot Enterprise users, but it’s incredibly powerful if you want to create a truly bespoke HubSpot project management template system. Custom objects allow you to track information that doesn’t fit into HubSpot’s standard “Contacts,” “Companies,” or “Deals”.

You can create custom objects specifically for project management, such as: Pipedrive vs hubspot vs zoho

• “Project” Object: This would be your main project record. You could include properties like: Project Name, Client, Project Manager, Start Date, End Date, Budget, Project Status dropdown: On Track, At Risk, Delayed, Completed, Project Type e.g., Marketing Campaign, Website Build, Product Launch, Contract Value, etc.
• “Project Milestone” Object: If your projects have distinct milestones, you can create a separate object for these, with properties like Milestone Name, Due Date, Completion Status, Associated Project.
• “Project Deliverable” Object: Track individual deliverables with properties like Deliverable Name, Owner, Due Date, Approval Status.
• “Delivery Team” Object: Link specific teams or roles to projects.

The Power of Associations: The real magic happens when you associate these custom objects with your standard HubSpot objects Companies, Contacts, Deals and even other custom objects. For example, a “Project” object can be associated with:

• The “Company” record for the client.
• Multiple “Contact” records for the client stakeholders.
• The “Deal” record that closed the project.
• Multiple “Project Milestone” records.
• Multiple “Project Task” records.

This creates a super rich, interconnected web of project data right within HubSpot. You can even create custom pipelines Kanban boards! for your custom objects, just like you would for deals or tickets.

5. Dashboards and Reporting for Project Visibility

Once you’ve got your projects set up, you’ll want to track their performance. HubSpot’s custom dashboards and reporting tools can give you visibility into your project’s progress.

You can create reports and dashboards to track:

• Task Completion Rates: See how many tasks are being completed on time by each team member or across projects.
• Project Status Overview: A quick view of all active projects and their current status e.g., “On Track,” “At Risk”.
• Milestone Progress: Track progress against key project milestones.
• Team Workload: See who has too many tasks assigned and who might have capacity for more.

While HubSpot’s reporting is often geared towards sales and marketing metrics, you can get creative with custom reports using your project deal properties or custom object data. Pipedrive vs HubSpot CRM: Which One Powers Your Business Better?

Creating a “Template” in HubSpot: A Practical Approach

Since HubSpot doesn’t have a single “project management template” button that gives you everything, you’re essentially building your own using its features. Here’s a quick guide to setting up your own functional template:

1. Map Out Your Project Process: Before touching HubSpot, sit down and map out the typical stages, tasks, and deliverables for your recurring projects. What information do you always need to track?
2. Define Your “Project” Object or Deal:
   • For Enterprise users: Create a “Project” custom object with all the specific properties you identified in step 1 e.g., Project Start Date, Project End Date, Project Budget, Client POC, Project Type. Set up a pipeline for it e.g., “Initiation,” “Planning,” “Execution,” “Closure”.
   • For Professional users without Custom Objects: Decide how you’ll repurpose a “Deal” object. Create a new “Project Management” pipeline within your Sales Hub and customize the deal properties to reflect project-specific information e.g., instead of “Deal Amount,” use “Project Budget”.
3. Build Core Tasks: In the native “Projects” tool under Marketing > Planning & Strategy > Projects, create a new project. Instead of making it live, use it as your base.
   • List all standard tasks and subtasks for your project type.
   • Add descriptions, attachments, and associate them with placeholder project details.
   • Once you have a good structure, you can “Create a template from this project”. This saves you tons of time for future projects. HubSpot also offers free downloadable project management templates outside the platform, like for project plans or status trackers, which can guide your in-platform setup.
4. Develop Workflows: Go to Automation > Workflows and start building workflows based on your project stages and tasks.
   • Enrollment Trigger: When a “Project” custom object or “Project Deal” is created or enters a specific stage.
   • Actions: Automatically create tasks using your saved project template tasks, send internal notifications, update project properties, or enroll contacts in specific email sequences.
5. Create Email Templates: For consistent communication with clients or internal teams, create reusable email templates. HubSpot’s email template builder allows you to include personalization tokens like {{contact.firstname}} to make them feel personal.
   • Examples: “Project Kick-off Confirmation,” “Weekly Project Update,” “Client Feedback Request,” “Milestone Completion Notification.”
6. Set Up Dashboards: Design custom dashboards to monitor project health, task completion, and deadlines. This gives you and your team a clear overview.

By thoughtfully combining these features, you effectively create a powerful and adaptable HubSpot project management template that fits your unique needs.

HubSpot Project Management Integrations: Expanding Your Capabilities

Let’s face it, sometimes you need the best of both worlds. While HubSpot can do a lot, dedicated project management tools often have features that HubSpot doesn’t, like advanced Gantt charts, more robust time tracking, or deeper resource management capabilities. This is where integrations come in handy! Pipedrive vs HubSpot vs Salesforce: Picking Your CRM Champion

Integrating your HubSpot CRM with a specialized project management tool means you get to keep all your customer data in HubSpot while managing complex projects with the perfect tool for the job. Many integrations offer a two-way sync, ensuring data consistency across both platforms.

Here are some popular project management tools that integrate well with HubSpot:

• Asana: Great for task-based project management, allowing teams to organize work in list, timeline, or board views. Integrations often create tasks in Asana based on HubSpot triggers e.g., a new deal closing.
• Trello: Known for its visual Kanban boards, Trello is simple and flexible. You can automate processes between HubSpot and Trello, like creating a Trello card when a new deal stage is reached.
• ClickUp: A versatile project management tool with a wide range of features. While some features might require external syncs like Zapier, it offers decent project management capabilities.
• Monday.com: Offers customizable workflows and visual project tracking. It’s strong for sales and project management, particularly with its CRM offerings.
• Teamwork: A comprehensive project management platform that integrates with HubSpot to streamline workflows and data sharing.
• Wrike: An enterprise-grade project management software with robust features that can integrate with HubSpot.
• Scoro: An all-in-one work management solution, especially for professional service firms, offering native HubSpot integration for seamless data sync, invoicing, and time tracking.
• Jotform: While not a full PM solution, its custom forms can be used for data collection important to project teams, with data populating directly into HubSpot.
• Slack: Enhances team communication for projects by allowing you to create HubSpot tasks or deals directly within Slack and receive cross-app notifications.

When choosing an integration, look for features like data synchronization, real-time updates, workload management, and task automation capabilities. The goal is to avoid manual data entry and ensure that everyone has access to the most up-to-date information, no matter which tool they’re using.

Best Practices for Using HubSpot for Project Management

To really get the most out of using HubSpot for your projects, keep these tips in mind: Understanding HubSpot Sales Hub Pricing: Your Complete Guide

1. Start Simple: Don’t try to implement everything at once. Begin with basic task management and a simple project pipeline. Once your team is comfortable, gradually introduce more complex workflows or custom objects.
2. Standardize Naming Conventions: Use consistent naming for your project “deals,” custom objects, tasks, and properties e.g., “ClientName – ProjectType – Q4 2025”. This makes searching and reporting much easier.
3. Train Your Team: This is crucial. Ensure everyone understands how to use the “Projects” tool, how to log tasks, update project statuses, and use communication features. A well-trained team is a productive team.
4. Review and Optimize Regularly: Hold weekly or bi-weekly check-ins to review project progress, identify bottlenecks, and update tasks. Use your HubSpot reports to spot trends and areas for improvement. Your “template” isn’t set in stone. it should evolve with your team’s needs.
5. Leverage Templates: For recurring projects, invest time in creating robust project templates either using the native Projects feature or by replicating a “Project Deal” structure to save time and ensure consistency.
6. Communicate Effectively: Use HubSpot’s communication tools. Beyond email templates, encourage team members to use comments on tasks and deals for updates and discussions. Integrate with communication tools like Slack if that’s where your team lives.
7. Don’t Force It: If your projects are highly complex, require intricate dependencies, or demand advanced resource management that HubSpot and its integrations can’t provide without significant workarounds, it might be more efficient to invest in a dedicated, enterprise-level project management solution. HubSpot is powerful, but it’s not always a one-size-fits-all solution.

By following these best practices, you can turn HubSpot into a surprisingly effective hub for managing your projects, keeping your team productive, and ensuring your client work stays on track.

Frequently Asked Questions

What exactly is HubSpot Projects?

HubSpot Projects is a native feature within HubSpot available with Professional and Enterprise subscriptions that primarily serves as a task management tool. It lets you create, assign, and track tasks and subtasks, set due dates, and collaborate with team members by sharing files and comments. It also offers some pre-built templates, mainly focused on marketing and sales campaigns.

Can I use HubSpot as my primary project management software?

For smaller teams or businesses already using HubSpot for CRM, sales, or marketing, HubSpot can be effectively adapted for project management, especially for managing task-based projects and client-facing work. However, it typically lacks advanced features found in dedicated PM tools, such as native Gantt charts, detailed time tracking, or comprehensive resource allocation. For complex projects, an integrated solution with a specialized PM tool is often recommended. Pipedrive vs. HubSpot: Real Talk from G2 Users

How can I create a project management “template” in HubSpot?

You can create a project management “template” in HubSpot in a few ways:

1. Using HubSpot Projects: Create a project, add all your standard tasks and subtasks, then save it as a template from within the Projects tool.
2. Repurposing Deal Pipelines: Create a new “Project Management” pipeline in your Sales Hub and customize its stages to reflect your project lifecycle. Each “deal” then represents a project.
3. Using Custom Objects Enterprise: Define a “Project” custom object with specific properties and a pipeline for project stages. This offers the most tailored “template” experience within HubSpot.

What are HubSpot Workflows and how do they help with project management?

HubSpot Workflows are automation tools that allow you to streamline repetitive tasks based on specific triggers. For project management, they can automatically: create and assign tasks when a project starts or moves to a new stage, send notifications and reminders to team members, update project statuses, and even trigger automated email communications with clients or internal teams.

What kind of integrations are available for HubSpot project management?

HubSpot integrates with many popular project management tools like Asana, Trello, ClickUp, Monday.com, and Teamwork. These integrations often provide two-way data synchronization, allowing you to manage complex project specifics in your preferred PM tool while keeping customer and project status data consistent within HubSpot. Integrations can also enhance communication e.g., Slack and data collection e.g., Jotform.

Is time tracking available for projects in HubSpot?

HubSpot’s native “Projects” feature doesn’t offer comprehensive time tracking tools. For this, you would typically rely on a HubSpot integration with a dedicated project management solution that includes time tracking capabilities, or use the Operations Hub for more advanced automation around time management.

How do I use HubSpot email templates for project communication?

HubSpot’s email template builder allows you to create reusable email designs and content with personalization tokens, saving you time and ensuring consistent messaging. You can use these for sending project kick-off emails, weekly updates, requests for client feedback, or milestone completion notifications. These templates can also be integrated into workflows for automated sending. Mastering HubSpot Starter Pricing: Your Ultimate Guide for Small Businesses

Are custom objects essential for using HubSpot for project management?

While not strictly essential for basic project management, custom objects available in Enterprise plans are incredibly powerful if you want to create a highly tailored and robust project management system within HubSpot. They allow you to track unique project-specific data points that don’t fit into standard HubSpot objects and create dedicated pipelines for projects, milestones, or deliverables, providing a much more comprehensive “template” for complex project needs.