Mastering Shared Task Queues in HubSpot: Boost Team Productivity & Collaboration

Ever feel like your team is drowning in a sea of individual to-do lists, constantly switching tabs, and losing precious time just trying to figure out what to work on next? You’re not alone. Many businesses struggle with scattered tasks and disjointed workflows, but I’ve got a quick tip for you: Shared Task Queues in HubSpot are a must for getting everyone on the same page. This often-underrated feature can transform your team’s efficiency, turning a chaotic mess into a streamlined productivity powerhouse. It’s all about moving past those tedious manual clicks and into a flow state, allowing your team to focus on meaningful work instead of administrative busywork. We’ll explore exactly how to set these up, best practices, advanced strategies, and common questions, so you can leverage them to create a smoother, more collaborative, and significantly more productive environment for your entire team.

What Exactly Are Shared Task Queues in HubSpot?

Let’s start with the basics. In HubSpot, tasks are essentially customizable action items you use to organize your work, track customer interactions, and make sure important activities get done. Think of them as your digital sticky notes, but way smarter – they can be set as reminders, follow-ups, or even notes for meetings.

Now, a task queue takes those individual tasks and groups them together. Imagine you have a bunch of similar tasks, like a dozen sales calls to make or a list of new leads to assign. Instead of navigating in and out of each record, a task queue lets you power through them one by one until your to-do list is complete. It keeps you in a focused flow, minimizing those annoying interruptions that break your concentration.

The “shared” part is where the magic really happens for teams. A shared task queue means that multiple users on your team can access, view, edit, and complete tasks within that specific queue. This isn’t just about handing off tasks. it’s about creating a collaborative workspace where everyone knows what needs to be done, who’s doing it, and what’s next. HubSpot’s task queues have really grown from a simple organizational tool into a sophisticated system that fits right into your CRM, helping teams work better together.

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Why Your Team Needs Shared Task Queues in HubSpot

If you’re still wondering if shared task queues are worth your time, they absolutely are. Here’s why teams really benefit from them: HubSpot Quotes vs. Invoices: What’s the Real Deal?

Boosted Productivity & Efficiency

One of the biggest wins with task queues is how much faster you can get things done. When you start a queue, HubSpot automatically guides you through each task, one after another, usually linked directly to the relevant contact, company, or deal record. This means you’re not constantly clicking back and forth between screens, trying to remember who’s next or locate an email address. It’s a huge time-saver that helps you avoid context switching and stay focused on the task at hand. Think about a salesperson starting their week by following up with leads. a task queue lets them make call after call without breaking their stride.

Enhanced Team Collaboration

Shared queues make teamwork a breeze. Instead of everyone working off their own private to-do lists, your team can access a centralized queue. This transparency ensures everyone has the information they need to work effectively. You can assign tasks to specific team members within the queue, making it crystal clear who’s responsible for what and helping to distribute the workload fairly. This accountability and shared visibility are crucial for keeping projects moving and ensuring no important action slips through the cracks.

Streamlined Workflows

Shared task queues help you organize your work by grouping similar tasks together. You can set up queues for different projects, departments, or even types of tasks, like “Prospecting Calls” or “Customer Onboarding Checks”. This kind of categorization makes it easier to prioritize and manage tasks, helping your team focus on specific goals without getting sidetracked.

Consistent Customer Experience

Imagine a customer waiting for a follow-up or an important piece of information. With shared task queues, you can ensure that these touchpoints happen on time, every time. By setting up tasks for lead follow-ups, ticket reviews, or regular client check-ins, you’re building a system that helps maintain a high-quality, consistent experience for your customers.

Better Workload Management

Managers can use shared queues to oversee team tasks, report on activity, and ensure that responsibilities are balanced. This helps prevent individual team members from becoming overwhelmed, and it gives managers a clear view of who’s working on what, and when things are due. It’s a solid way to manage your team’s collective to-do list. HubSpot QuickBooks Desktop Integration: Your Guide to Connecting Your CRM and Accounting

Setting Up Your Shared Task Queues in HubSpot: A Step-by-Step Guide

Getting your shared task queues up and running in HubSpot isn’t complicated. Let’s walk through it together.

Step 1: Creating Your Task Queue

This is where you build the foundation for your team’s shared tasks.

1. Navigate to Tasks: In your HubSpot account, head over to CRM > Tasks. You’ll usually find “Tasks” in the main navigation menu.
2. Manage Queues: Look for a button or link that says “Manage queues” in the top right corner and click it.
3. Create a New Queue: In the panel that pops up, you’ll see an option to “Create task queue.” Go ahead and click that.
4. Give it a Name: This is important! Choose a clear, descriptive name that tells everyone what this queue is for. Good examples are “Sales Lead Follow-ups,” “Customer Onboarding Progress,” or “Marketing Data Verification.” This makes it easy for your team to identify its purpose.
5. Add Your Team: This is the “shared” part! If you’re on a Professional or Enterprise HubSpot Hub, you’ll have the option to add other users to your queue. This means they’ll be able to see and work on tasks within this queue. Select the team members who need access.
6. Save It: Once you’ve named it and added your team, click “Save” to create your new shared task queue.

Step 2: Adding Tasks to Your Queue

Now that you have a queue, it’s time to fill it with tasks.

1. Adding New Tasks Manually:
   • From the CRM > Tasks page, click “Create task” in the top right.
   • Fill in all the usual task details: title, type Call, Email, To-do, priority, due date, and associated records contact, company, deal, ticket.
   • Crucially, you’ll see a “Queue” dropdown menu. Select the shared task queue you just created.
   • Click “Create” or “Save”.
2. Adding Existing Tasks:
   • Go to CRM > Tasks and find the tasks you want to add to your queue. You can use filters to narrow down your list.
   • Select the checkboxes next to the tasks.
   • At the top of the table, you’ll see an option to “Change Queue.” Click it.
   • In the dialog box, select your desired shared queue from the dropdown menu and click “Save”.
3. Automating Task Creation Professional and Enterprise Users Only:
   • This is where HubSpot really shines! If you have HubSpot Professional or Enterprise, you can use Workflows or Sequences to automatically create tasks and add them to your shared queues.
   • How it works: You’ll set up a workflow e.g., based on a deal stage change, a new lead form submission, or a contact property update. Within the workflow, add a “Create task” action. In the task details, specify the title, type, due date, and, most importantly, select the shared task queue to which it should be added.
   • Pro Tip: Be super clear with your workflow triggers and task details. This ensures the right tasks land in the right queues for the right people, every time. For instance, you can set up a workflow to automatically assign new leads to the appropriate sales rep and add a follow-up task to their queue.

Step 3: Creating a View for Your Shared Queue

Once you’ve created your queue, make it easy to find and work through. QR Code Tracking in HubSpot: Unlock Your Marketing Superpowers

1. Filter Tasks: On the CRM > Tasks page, use the filters to show only the tasks in your new shared queue.
2. Save as a View: Most importantly, save this filtered list as a custom view. This way, your team can quickly navigate to this specific queue whenever they need to work on those tasks. HubSpot even updated things so that queues are now essentially labels used for grouping, filtering, and sharing tasks, and any queues you created before January 2023 were automatically added as views.

Real-World Uses for HubSpot Shared Task Queues

Shared task queues aren’t just a nice-to-have. they’re a powerhouse for various teams. Here are some ways different departments can put them to work:

Sales Teams

• Lead Follow-up: This is probably the most common use. Imagine your sales team has a daily or weekly list of leads to call back or email. A “Lead Follow-up” queue can gather all these tasks, allowing reps to power through them one after another without the manual navigation hassle.
• Assigning New Leads: When new leads come in, you can automate tasks to assign them to specific sales reps and add a “New Lead Outreach” task to a shared queue for immediate action.
• Re-engagement Campaigns: For leads that have gone quiet, create a “Re-engagement Call” or “Re-engagement Email” queue.
• LinkedIn Outreach: If you’re using HubSpot Sales Professional or Enterprise with LinkedIn Sales Navigator integration, you can even create LinkedIn-based tasks and add them to a queue for streamlined connection requests or InMail messages, all without leaving HubSpot.

Customer Service Teams

• Ticket Review: Customer service reps often have a stack of open tickets. A “Ticket Follow-up” queue allows them to quickly review each ticket, check for updates, and take action with just one click, saving them from painstakingly navigating in and out of each one.
• Proactive Check-ins: For important clients, set up a queue to remind reps to perform regular check-ins, ensuring customer satisfaction and retention.
• Onboarding Processes: For new customers, a “Client Onboarding” queue can guide your team through every step, from initial setup to first-use milestones, ensuring a smooth start and holding customers accountable with dynamic HubSpot data.

Marketing Teams

• Content Promotion Reminders: After a new blog post or asset is published, a “Content Promotion” queue can remind your team to share it across different social channels, email lists, or paid ad platforms.
• Data Cleansing & Verification: HubSpot Insights is great, but sometimes you need to manually verify or update contact properties or company industries. A “Data Hygiene” queue can streamline this process, letting someone click through records and make updates efficiently.

Internal Operations

• Employee Feedback: Managers can use a task queue to provide regular, quick feedback to employees via email, complementing other review processes.
• Process Adherence: For any internal process that requires sequential steps like hiring, asset management, or compliance checks, a task queue can ensure all steps are followed.

Best Practices for Maximizing Your Shared Task Queues

Just creating queues isn’t enough. you need to use them smartly to get the most out of them.

• Use Clear Naming Conventions: This might sound basic, but trust me, a well-named queue is a well-used queue. “Sales Follow-ups – High Priority” is much better than “Sales Stuff.” Make it obvious what tasks belong where.
• Categorize and Prioritize Effectively: Within your queues, use task types Call, Email, To-do, priority levels High, Medium, Low, and due dates to organize and highlight what’s most critical. This helps your team quickly identify what needs their immediate attention.
• Regular Review and Maintenance: Queues can get cluttered fast. Regularly review your shared queues to remove old tasks, update details, or archive queues that are no longer needed. Keep them clean and relevant.
• Leverage Automation Whenever Possible: This is a big one for efficiency. Use HubSpot Workflows to automatically create and assign tasks to shared queues based on triggers like deal stage changes, new form submissions, or specific time delays. Automating recurring tasks frees up your team for more strategic work.
• Integrate with CRM Records: Always link your tasks to the relevant contact, company, deal, or ticket record. This provides all the necessary context right when your team needs it, reducing the time spent searching for information.
• Provide Team Training and Documentation: Shared task queues only work if everyone knows how to use them. Train your team on how to create, assign, complete, and filter tasks within the queues. Having clear documentation or quick guides can be super helpful.
• Monitor for Task Overload: While queues boost productivity, too many tasks can still lead to burnout or tasks being ignored. Keep an eye on the volume of tasks and consider if tasks are truly necessary or if a process needs simplification.

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Advanced Strategies and Integrations

Once you’ve got the basics down, you can push shared task queues even further with some advanced moves.

• HubSpot API Integration: For those who like to get their hands dirty with code, HubSpot’s API lets you create tasks and assign them to specific queues programmatically. You’ll generally use properties like hs_task_queue_id or hs_queue_membership_ids when interacting with the API to ensure tasks land in the right shared queue. This is super useful for custom integrations or when you need more granular control over task creation from external systems.
• Third-Party Integrations: Tools like Zapier can connect HubSpot tasks with a whole ecosystem of other apps. This means you could, for example, have a task created in a shared HubSpot queue every time a new row is added to a Google Sheet, or when a specific event happens in another project management tool. It extends the reach of your HubSpot task management.
• Dynamic Task Creation with Calculated Properties: You can get pretty smart with workflows. By using calculated properties in HubSpot like “days since last contacted” or “days since onboarding progress”, you can create workflows that dynamically assign tasks to shared queues when certain conditions are met. For instance, if a customer hasn’t been contacted in 5 days and hasn’t made progress in their onboarding plan, a task can automatically be added to an “At-Risk Customer Check-in” queue. This helps you proactively address potential issues before they become bigger problems.

Frequently Asked Questions

What’s the main benefit of using shared task queues?

The biggest benefit is a huge leap in productivity and team collaboration. Shared task queues let your team power through similar tasks back-to-back without constantly jumping between different records, saving tons of time and minimizing distractions. It also provides a central, transparent place for everyone to see and work on shared responsibilities, improving accountability and making sure nothing falls through the cracks.

Can I automate adding tasks to a shared queue?

Absolutely! This is one of the most powerful features. If you have HubSpot Professional or Enterprise, you can use Workflows or Sequences to automatically create tasks and add them directly to a shared queue based on triggers like deal stage changes, new lead submissions, or specific date properties. You can even automate tasks within sales pipeline settings for some HubSpot versions.

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What HubSpot subscriptions include shared task queues?

While basic task creation is available in all HubSpot tiers, the ability to create and share task queues with other users, along with automating tasks into queues via workflows or sequences, is typically a feature of Sales Hub Professional, Service Hub Professional, or higher-tier HubSpot subscriptions. This also applies to managing tasks within specific sales or service pipelines.

How do I ensure my team actually uses the shared task queues?

The key here is training, clear communication, and consistent reinforcement. Start by explaining why shared queues are beneficial for them less clicking, better flow, clearer priorities. Provide step-by-step guides, demonstrate how to use them, and designate a “champion” who can answer questions. Regularly review and give feedback on task completion and queue usage, and make sure managers are also using them to assign and track work.

Is there a limit to how many tasks I can have in a queue?

While there isn’t a hard limit on the number of tasks within a single queue, HubSpot does allow each user to create up to 20 individual task queues in an account. It’s generally a good idea to keep your queues focused and manageable rather than overloading one with thousands of tasks, which could make it less effective.

Can I prioritize tasks within a shared queue?

Yes, definitely! When you create or edit a task, you can assign it a priority level High, Medium, Low. You can also set specific due dates and times. Once tasks are in a shared queue, your team can sort and filter the queue view by priority or due date, making it easy to see which tasks need to be tackled first.

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