Time is money. Time is of the essence. There aren’t enough hours in the day.

How many days a week do you hear these statements? For sales teams everywhere, surely it’s quite often. There are plenty of time-saving tricks out there that promise a full day’s work can get done in an hour, but do they really work?

We sat down with one of our lead sales team members, Sandy Moore, to find out what she uses most frequently to manage her busy schedule and growing client list. She recommended HubSpot Sales, the customer relationship management (CRM) system from HubSpot that helps sales associates at every stage of the process. The CRM is free to anyone with a HubSpot account, and there are upgraded versions depending on the capabilities you need to support your team. Sandy gave us the top five tools she uses most frequently to stay organized and efficient that can help you, too.

1. Templates

There is a lot of back and forth communication between you and prospects during the sales process. Many of the conversations will be similar as you go through answering questions and determining whether you are the right fit to work together. Rather than spending time typing out the same information over and over, save that information in the HubSpot Sales tool for email templates. The HubSpot Sales templates tool is where you can create a folder to store standard language for emails. From the first outreach to closing the sale, you will have standard language ready to send to your prospect that you can use and customize for each individual. This also ensures that each prospect gets all the material they need to make an informed decision and keeps you from forgetting vital information.

Not only can you write out these templates, you can put them into the sequence you will use them throughout your sales conversation. This takes it a step further, as the templates tool helps you send email sequences to prospects if they haven’t responded after a certain amount of time and gives prospects the chance to schedule time to speak with you.

The templates are customizable, so you can tailor them to each individual based on your conversations.


2. Documents

The sales process takes a very similar course from start to finish, so it’s best to be prepared and to respond quickly. Having all the documents you need in one spot can make all the difference between getting a sale and losing to someone else. With the documents tool, you can upload items you send on a regular basis, which also helps keep those items consistent among sales team members. That way, all prospective clients are seeing the same documents.

Even more helpful: You can tell when the prospect has viewed the document and for how long, allowing you to gauge whether they read the document in its entirety and where they spent the most time. This will help you understand what’s most important to their needs.



3. Meetings

Trying to coordinate a meeting can get time-consuming as you go through your calendar, especially if you’re talking to a prospect in another time zone. The meetings tool allows you to share your calendar with the prospect; they can then see when you’re available and set up the time that works with their schedule. The link can be shared with anyone, and they can select a time and it will book in your calendar without you having to do anything. You will receive a notification that a meeting has been scheduled, who it is with and what time the meeting will be.

You can provide specific increments of time-based on where you are in the sales process. You will want to allocate more time to talk to someone who is further down the pipeline because it may require more time to answer questions or present documents. The meetings tool in HubSpot Sales lets you set the meeting length to fit your schedule.



4. Call Queue

As a sales representative, you likely spend part of your day making phone calls. Call queue can help speed up this task by eliminating the need to even pick up a phone. Go into call queue, pull up your list of prospects to call, and dial directly from the HubSpot Sales tool. But take note: You need to have HubSpot synced to your phone number for this to work.

As an automated call service, you don’t have to spend the time sorting phone numbers and remembering what your last conversation was—call queue does it all for you. Set it up to call a list of prospects and after a call is finished, call queue waits 60 seconds before dialing the next number automatically. It can even record calls if necessary, and the tool knows which states require callers to inform prospective clients that the call will be recorded so you stay compliant.

5.Email Sync

Have you ever realized you need to contact a prospect, but you can’t remember the details of your most recent conversation? When you sync your email with the Sales tool, your email correspondences with prospects get logged in your notes so you don’t have to go digging through your inbox. You can view the message you sent and what time by viewing the HubSpot database contact timeline, can sort through their contact record. Automatically send emails directly from the tool so you can do everything in one place—any organization’s dream.

What email looks like from Gmail account, check box to log to CRM



What it looks like to send email directly from contact record

With a daily schedule full of responsibilities, managing time the right way is crucial to achieving success and avoiding mistakes. These HubSpot Sales tools take your time into account, allowing you to work smarter, not harder. By eliminating the tedious, redundant tasks from your daily routine, you can focus on what you do best—nurture leads and meet your sales goals.

For more guidance on successful CRM strategies, download our CMO’s Guide to Sales Enablement & CRM: Advice from Top B2B Marketing Leaders.