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The Ultimate Guide to Running HubSpot for Your Business

What To Know Before You Start Hiring or Building it Yourself...
Is your business ready to take advantage of HubSpot? Are you using it to its full potential? If not, you could be missing out on valuable leads and opportunities.
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What you need to know before hiring someone to run Operations in HubSpot
The Benefits of Having an Expert Operations Manager for HubSpot Portal Management
Businesses with over 10 people using HubSpot sometimes run into difficulty as they try to move from being dependent on people to being dependent on systems. HubSpot is designed to be easy to use, but that doesn't mean it is straight forward to set up. Once your dependence on HubSpot increases, so too does your dependency on the capabilities of the people running HubSpot for you. As your business grows you'll want to add more data, more software and more people to your HubSpot portal, and with that comes added complexity and increased levels of management.

This is where an expert Operations Manager can help. By taking on the responsibility of running HubSpot for your business, an Operations Manager can take away the burden of managing the system, freeing up your time to focus on other areas of the business.

But first, let's talk about why you made the right choice investing in HubSpot.
An expert Operations Manager can take on the responsibility of running HubSpot for your business, freeing up your time to focus on other areas of the business.
The Benefits of HubSpot for Your Business
There are many benefits to using HubSpot for your business, but here are some of the most important:
1. Increased Efficiency - HubSpot makes it easy to manage all aspects of your business in one place, from marketing to sales to customer service. This increases efficiency and allows you to work faster and smarter.
2. Improved ROI - HubSpot is a powerful tool and when used correctly, can help you achieve a much higher ROI than traditional marketing methods on any other platform.
3. Greater Scalability - HubSpot is scalable, meaning that it can grow with your business. As your business grows, HubSpot can too, without any added complexity or cost.
4. Better Customer Relationship Management - With HubSpot, you can track every interaction with a customer, from the first contact through to purchase and beyond. This allows you to build better relationships with your customers and increase sales.
5. Better Customer Experience - HubSpot's features allow you to provide a better customer experience, leading to higher customer satisfaction and loyalty.
"Giorraíonn beirt bóthar" - Irish proverb.
Translation: Two people traveling together shorten the road.
HubSpot is a great tool, but it's not a one-size-fits-all solution.
In order to get the most out of HubSpot, you need to configure it specifically for your business.
By investing in HubSpot, you now have your very own portal on the world's best CRM platform. You've got access to a bunch of high performance tools to run Marketing, Sales and Customer Success. You finally have a way to coordinate your team and improve efficiency in your business processes.
While you were buying HubSpot, you read a lot of articles about incredible success stories that were enabled with HubSpot technology. There are tonnes of case studies where businesses just like yours broke through their bottlenecks. And now that you've used HubSpot for a while, you're probably wondering how you can make all of those success stories apply to your own business.
One downside to HubSpot is that it's a complex system. It was built to be easy to use, but it was also built to be powerful. As such, it requires a certain level of expertise to set up and manage effectively. This is why you need an expert Operations Manager to take on the responsibility of running HubSpot for your business.
Why hire an Operations Manager?
An Operations Manager is responsible for the day-to-day running of HubSpot for your business. They will manage all aspects of the system, from administration to user training to technical support. In addition, an Operations Manager will also be responsible for improving and optimising your HubSpot portal.

This means that they will constantly be on the lookout for ways to improve your HubSpot portal, whether that's by tweaking settings, installing new apps or integrations, or creating customisations. An Operations Manager will also be responsible for monitoring your HubSpot portal to ensure that it is running smoothly and efficiently.

The reality of how to get the most out of your new toolset starts to set in as your use of the platform expands from basic functionality and processes to a dependence on the data, reporting and workflows the platform allows. You quickly realise that making all the necessary organisational and operational changes and reaping the rewards of HubSpot is not going to be as simple or straightforward as you may have thought.

You start asking yourself some tough questions:
1. How do I make sure my data is clean and correctly segmented and organised in my CRM?
2. How do I attract more leads with clever marketing automation software and well-orchestrated digital marketing campaigns?
3. How do I assign and rotate leads so none fall through the cracks?
4. How do I enable and train my team so they all adopt the new software and use it well?
5. How do I measure and improve my KPIs so I can show a return on investment for this software to my boss or shareholders?

All of a sudden, the investment you made in HubSpot feels like it could turn into a liability if you can't scale your implementation quickly and efficiently.  
This is where an expert Operations Manager can help.

What can an Operations Manager do for you?

An Operations Manager will take on the responsibility of running HubSpot for your business. This includes managing all aspects of the system, from administration to user training to technical support. In addition, an Operations Manager will also beYou realise that you need to find someone who can take charge of your new HubSpot portal, coordinate the changes internally, drive adoption across the company and make sure you're using all the features to their fullest potential. But who can you trust with this important task? Who has the time, energy and expertise to make sure your HubSpot portal is set up for success? You could try to do it yourself, but you quickly realise that you're too busy running the day-to-day operations.

This is where hiring an Operations Manager to run HubSpot for you starts to make sense.

Why not assign someone from my team to run HubSpot for me?

You might be tempted to assign someone from your team to manage HubSpot for your business. After all, they're already familiar with the system and they're probably the most knowledgeable about how it works.

However, there are several reasons why this isn't a good idea:

1. Your team members are already busy with their own tasks and responsibilities. Asking them to take on additional work will only lead to burnout.
2. They're not experts in HubSpot. While they may be familiar with the basics, they won't have the same level of expertise as an Operations Manager who has years of experience and best practices from multiple industries that can save you time, training overhead and development costs.
3. They don't have the time to keep up with all the changes and updates.  The HubSpot platform is constantly evolving, with new features and updates being released on a regular basis. An Operations Manager will make sure that your HubSpot portal is always up-to-date so you can take advantage of the latest and greatest features.
4. Hiring an expert in HubSpot can be expensive, especially if they're good. As HubSpot has grown, so has the demand for expertise. Experience and world-class HubSpot expertise is a rare thing to find, and once you do be prepared to compete with businesses all over the world  for the same talent to run your organisation in HubSpot.
5. The final reason for hiring an Operations Manager rather than reassigning someone from your team is that they can provide an objective perspective. They're not invested in the status quo and they're not afraid to challenge your assumptions or suggest new ideas. This fresh perspective can be invaluable when it comes to driving innovation and growth in your business.
What should I look for in an Operations Manager?

When you're looking for an Operations Manager for HubSpot , there are four main qualities you should look for:
1. Expertise: Look for someone who has in-depth knowledge of HubSpot and the various features and tools it offers. They should be able to customise HubSpot to meet your specific needs and help you get the most out of the platform.
2. Experience: Experience is critical when it comes to HubSpot. Look for someone who has managed multiple HubSpot portals, ideally in different industries. This will give them a broad perspective and allow them to bring best practices from other organisations to yours.
3. Flexibility: The ability to be flexible is important for an Operations Manager. They should be able to adapt to the ever-changing landscape of HubSpot and be able to quickly implement new features and updates.
4. Communication: A good Operations Manager will be an excellent communicator. They should be able to clearly explain complex concepts to non-technical team members and help them understand how HubSpot can benefit their specific role.

How do I find an Operations Manager for HubSpot?


There are a few different ways you can find an Operations Manager for HubSpot:

1. Look for someone who is already working in HubSpot. This could be someone on your team who is familiar with the platform or someone who works for a HubSpot partner agency.
2. Ask for referrals from other businesses who use HubSpot. They may be able to recommend someone who is a good fit for your organisation
3. Contact a HubSpot agency directly. You can find a list of HubSpot Partner agencies here.
4. Post a job listing on a job board or online community. Be sure to include the specific skills and experience you're looking for in an Operations Manager. Emphasise the need for engineering, technical or scientific skills rather than other skills such as marketing experience, design skills or content production expertise
5. Finally, you can sometimes find an Operations Manager for HubSpot by attending HubSpot User Groups (HUGs) or other events where HubSpot users gather. This is a good way to meet potential candidates and get a feel for their personality and expertise.


What does an Operations Manager do?
An Operations Manager is responsible for the day-to-day running of your HubSpot portal. This includes tasks such as adding and removing users, managing data imports and exports, monitoring system performance, managing software integrations, and providing user support, including ongoing training. An Operations Manager also works with you to develop and implement strategies for using HubSpot more effectively. This may involve customising HubSpot to meet your specific needs, developing workflows and processes, or designing and implementing training programs for your team.

The role of an Operations Manager is critical to the success of your HubSpot portal. They are responsible for ensuring that all aspects of the platform are running smoothly and that your team is able to use HubSpot to its full potential.  
Why do I need an Operations Manager?
An Operations Manager can help you to get the most out of HubSpot by:

- Improving system performance - An Operations Manager will monitor your HubSpot portal for performance issues and work with you to resolve them. This can free up time for you and your team, and improve overall productivity.
- Providing user support - An Operations Manager can provide support to users when they run into problems using HubSpot. This can reduce the number of support tickets raised, and improve user satisfaction.
- Managing software integrations - An Operations Manager can manage the integration of third-party software with HubSpot, ensuring that data is transferred correctly and that any issues are resolved quickly.
- Developing and implementing strategies - An Operations Manager can work with you to develop and implement strategies for using HubSpot more effectively. This could include developing workflows, automating tasks, or creating custom reports.
-  Reducing costs - An Operations Manager can help you to reduce the costs associated with running HubSpot by improving system performance and providing user support.
A unique approach to managing your HubSpot - cloud-based, remote and expert

When HubSpot began marketing its product over ten years ago, you might be forgiven for assuming it was for Marketing only. After all, it was HubSpot who invented the whole idea of Inbound that changed the face of marketing forever.

Today it's a different story. HubSpot is now ranked one of the best CRM technologies in the world. It's also one of the most comprehensive business platforms on the market with a huge range of features for sales, service and marketing teams - not to mention the developers who build custom integrations.

But with this change has come a new problem for HubSpot users. How do you find, hire and retain the expert Operations Manager that you need to run HubSpot? They not only need to understand the technical aspects, but they've got to be able to somehow connect the dots between every department.
This has given rise to a whole new set of challenges.
Your Operations Manager and Revenue Operations (RevOps)

The industry term 'Revenue Operations' or 'RevOps' was created as a means of bringing together and orchestrating the CRM industry's understanding of the difficulties associated with integrating diverse organisations into one cohesive whole. Revenue Operations initially appeared to be a possible way to describe this new field of expertise.

Unfortunately, the truth is, not everyone fully understands Revenue Operations (RevOps) yet, and how it all fits into the way we do business today.

One of the primary messages when HubSpot promoted their flywheel in 2018 was that teams for Marketing, Sales, and Customer Service need to cooperate to provide a frictionless customer experience.
Even if your employees are dedicated to providing great customer service, if they don't have access to streamlined processes and systems, there will always be inconsistencies.

The RevOps narrative, from the HubSpot perspective, is just another version of the flywheel narrative. It's all about the systems and procedures that power your customer-facing teams.

Your Sales Ops function should not only focus on your sales process and CRM, but also the entire customer journey.

Your Marketing Ops function should not only coordinate and execute campaigns, but also work closely with Sales and Customer Success to ensure that leads are properly qualified and that the right message is being delivered at each stage of the customer journey.

And your Customer Success Ops function should not only work to resolve customer issues, but also ensure that they are properly onboarded and that their success is measured throughout their time as a customer.
In short, all three functions need to work together to provide a seamless, end-to-end customer experience.
And that's where Mount Arbor comes in.

What is Mount Arbor Operations Management?

Mount Arbor is a cloud-based, remote and expert Operations Management solution for HubSpot users.
We provide the missing piece of the puzzle for businesses who want to get the most out of their HubSpot investment.

By taking care of the day-to-day management, monitoring and optimization of your HubSpot portal, we free up your time to focus on strategic initiatives that will drive growth.

We are also available to provide training and support to your team, so they can make the most of the features and functionality that HubSpot has to offer.

Mount Arbor provides a cloud based CRM Operations Management solution that is guaranteed to improve customer acquisition, retention and expansion, beginning with a 90 day program to onboard, improve and optimise your HubSpot use.
Why hiring a cloud based Operations Manager for your HubSpot CRM is a good idea

After 5 years of providing world class business growth solutions to our clients on HubSpot, Mount Arbor has developed a unique solution to running HubSpot for your business.  We provide a cloud based Operations Manager, who will become an expert in your business and HubSpot.

Your Operations Manager works on a fractional basis for your business, supporting your internal team to run HubSpot in the most efficient, streamline manner possible. The Operations Manager for HubSpot will be responsible for the day-to-day running of your HubSpot portal and will work with you to develop and implement strategies for using HubSpot more effectively.

Your Operations Manager will:
- Monitor your HubSpot portal for performance issues and work with you to resolve them
- Provide support to users when they run into problems using HubSpot
- Manage the integration of third-party software with HubSpot, ensuring that data is transferred correctly and that any issues are resolved quickly
- Work with you to develop and implement strategies for using HubSpot more effectively
- Help you to reduce the costs associated with running HubSpot

What job roles relate to Operations Management for HubSpot?

In every organisation the role of Operations Manager for HubSpot will vary according to the need and preferences of the business. It is impossible to provide a comprehensive list of the job roles we typically see related to Operations Management, as the job title and responsibilities vary widely. Fundamentally when we are talking about Operations Management in HubSpot we are talking about the person or people responsible for making sure the foundational elements of HubSpot are set up correctly and continuously improved while providing strategic and tactical support to improve and customise the use of HubSpot for your unique business.

The responsibility for HubSpot in a business often falls on the shoulders of the person who is most enthusiastic about its use, regardless of their job title or position in the company. It can be the CEO, or the new hire who took to HubSpot like a duck to water from day one. It really depends.  

Common job titles and roles we see related to Operations Management for HubSpot are:

* HubSpot Administrator
* Marketing Operations Manager
* CRM Manager
* Digital Marketing Manager
* Inbound Marketing Manager
* Sales Operations Manager
* Customer Success Manager

Ultimately, the title is less important than the role. No matter what you're called, you're the person who takes care of making sure HubSpot works for the business.

Here are some roles that also relate to the responsibilities and priorities of a HubSpot Operations Manager:
 
* Marketing Operations Manager
* Revenue Operations Manager
* HubSpot Developer
* HubSpot Admin
* Sales Operations Manager


What does an Operations Manager do day-to-day?


The day-to-day responsibilities of an Operations Manager can vary widely, depending on the size and needs of the organisation they are supporting. In a small business, the Operations Manager might be responsible for everything from monitoring system performance to providing user support, whereas in a larger organisation they are likely to have a team of people supporting them in these tasks.

Here are some common day-to-day activities we see Operations Managers undertaking:

- Monitoring system performance and resolving issues
- Providing user support
- Managing data integration
- Developing and implementing strategies for using HubSpot more effectively
- Working with other teams to ensure they are making the most of HubSpot
- Regularly reviewing and improving processes
- Training new users in HubSpot
- Creating and maintaining documentation
Isn't an Operations Manager for HubSpot just another fancy term for a developer?


No, an Operations Manager for HubSpot is not just another fancy term for a developer. While developers are often involved in the set-up and ongoing management of HubSpot portals, their focus is typically on the technical aspects of integration and customisation, rather than on the strategic and operational aspects of running HubSpot effectively.

Operations Managers  are responsible for ensuring that HubSpot is being used effectively to support the business goals of their organisation. This includes everything from monitoring system performance and resolving issues, to providing user support and training, to developing and implementing strategies for using HubSpot more effectively. Operations Managers typically have a deep understanding of both the technical aspects of HubSpot and how best to use the platform to support business goals.

We do not expect our Operations Managers to write code - they need to know how to create a comprehensive, functioning description of what is needed.

Sometimes, they need to know when it's best to bring in a developer. Other times, an app from the marketplace will suffice. There are also functions within HubSpot that can be adapted for other purposes and used to overcome obstacles.

For example, an Operations Manager might use custom HubSpot forms and workflows to automate data entry and improve the accuracy of data in the system. Or they might create a custom report to track progress against specific goals. The possibilities are endless!

At Mount Arbor, we believe that everyone can benefit from having an Operations Manager on their team. But they don't have to be exclusively technical - they've also got to have a good business head on their shoulders and a human ability to communicate to the rest of the team.
What skills does an Operations Manager for HubSpot need?


The key skills and attributes we see in successful Operations Managers are:

* A passion for problem solving
* An analytical mind
* Excellent attention to detail
* Good communication skills
* The ability to work independently and be self-motivated
* A willingness to learn new things and keep up to date with changes in the HubSpot platform

If you are thinking of becoming an Operations Manager, or are already in the role, these are the skills and attributes you will need to be successful.

What are the benefits of having an Operations Manager for HubSpot?


There are many benefits to having an Operations Manager for HubSpot, including:

- Improved system performance: An Operations Manager will have a deep understanding of how HubSpot works and can identify and resolve issues quickly. This results in improved system performance and increased user satisfaction.
- Greater efficiency: An Operations Manager will streamline processes and develop efficient ways of working that save time and resources.
- Better use of HubSpot: An Operations Manager will ensure that your teams are making the most of the features and functionality available in HubSpot, resulting in a better return on investment.
- Improved data quality: An Operations Manager will have a keen eye for detail and will ensure that data is accurate and up to date. This results in improved decision making and increased ROI.
What does an Operations Manager for HubSpot cost?


The cost of an Operations Manager can vary depending on the size of the organisation and the level of support required.  In a small business, a cloud based Operations Manager might cost around €2,000 per month, whereas in a larger organisation the cost could be closer to €10,000 per month.

The figures below are for a small business using HubSpot Sales Professional and Marketing Professional with estimated figures for required costs such as onboarding, implementation and development as well as recruitment and training. These figures provide a ballpark idea of the cost of buying and running HubSpot:


1. Pay for the software (monthly license/annual license) = €30,000/year on average
2. Onboarding fee = €2000 on average
3. Hire an internal person to manage the CRM and HubSpot ‘stuff’ (or reassign someone) = approx €50000 + €20000 on recruitment
4. Implementation of the CRM to fit your business needs, including training and development costs: €60000 on average
5. Pay additional development costs to external companies for anything more complicated than standard: €20000/year on average

Total estimated cost to run HubSpot CRM and associated tools for the first year: €182,000 minimum, including hidden costs and internal resource costs.

NOT included above are additional expenses such as marketing campaign costs, PPC/marketing costs, additional agency costs for content, freelance agents for design/development, migration costs…. it can get expensive to run HubSpot.

One of the greatest costs to organisations running HubSpot on their own is the Opportunity Cost. Time spent searching for the right help, implementing and executing strategies necessary to run HubSpot effectively, and constantly updating and revising the operational elements that keep everything running smoothly is something many don't factor into their purchase of this powerful platform.

Reducing Operational Costs with Mount Arbor:

The most effective way to reduce the cost of running HubSpot is to use Mount Arbor’s expert Operations Manager service. Our team of experts will manage, monitor, improve and optimise your HubSpot portal under a subscription license, saving you money while ensuring that you get the most out of the platform.

By hiring cloud based operations management we remove the following costs:


- NO Hiring internally - save €60000
- NO Recruitment - save €20000
- NO Onboarding fee (this is included) - save €3000
- NO Implementation project cost (€60000) - this is absorbed into your yearly subscription
- NO Development costs €20000 (standard development costs are included in certain subscriptions)

For an average sized company, we save you: €163K. For a small business, we cost about  €40k/year on average. So your total savings on costs for the year are about 120K/year. More importantly, we ensure you not only save on costs and get a return on investment, you make a higher return than expected.

We are experts at spotting revenue opportunities and unidentified gaps in your marketing that can generate millions in additional revenue. These insights are delivered monthly to you in the form of opportunity lists and reporting dashboards that we design especially for your business.

Assigning the management of HubSpot to your own Operations Manager at Mount Arbor starts at just €1,495 per month. This includes all the benefits of having an Operations Manager, without the additional costs.  To find out more about how Mount Arbor can help you get the most out of HubSpot, request a consultation today.


Can I run HubSpot at a reduced cost myself without an Operations Manager?

Once the actual net cost of running HubSpot effectively in your organisation becomes clear, many businesses try to cut costs on operating and optimising HubSpot. This is unfortunately a false economy as hidden costs quickly surface, not to mention the opportunity costs of not using HubSpot to its maximum potential for your business. However, it is possible to reduce costs without sacrificing the potential of adding to your bottom line by using HubSpot effectively.

To reduce costs, you could consider the following:
1. Reducing the number of users: One way to reduce costs is to reduce the number of users on your HubSpot account. This can be done by reassigning or deleting inactive users, or by changing user permissions so that only certain people have access to certain features.
2. Reducing the number of marketing contacts in your CRM: Another way to reduce costs is to delete old, inactive contacts from your HubSpot account. It is also possible to reduce the number of contacts in your database who are labelled as 'Marketing Contacts' (these are the ones you're charged for in HubSpot Marketing Hub). This will reduce the amount of data you are paying to store, and will also speed up the performance of your account.
3. Turning off unused features: If there are features in HubSpot that you are not using, you can turn them off to save on your monthly bill. Examples of these features might be add-ons that you never use, or perhaps you're paying for a Hub you could do without for now.
4. Reduce the number of seats on Sales Hub or Service Hub: HubSpot charges you per user, so if you need to reduce your monthly bill, reduce the number of users who have access to the advanced sales and service tools available in HubSpot and only assign them to those who have a real need for them.
5. Limit your use of HubSpot to just one or two Hubs: if you've signed up for the Growth Suite, or you're using all three of the main HubSpot hubs (Marketing Hub, Sales Hub & Service Hub), consider downgrading or eliminating the Hub you are using least. You can always upgrade again later.


Is it worth having an Operations Manager for HubSpot?
Yes! The benefits of having an Operations Manager for HubSpot far outweigh the costs. If you are not using all of the features in HubSpot, or if you are not getting the results you want from the platform, an Operations Manager can help you get the most out of the software and achieve your desired results.


What are the benefits of using Mount Arbor for Operations Management in HubSpot?
At Mount Arbor, we have a team of expert HubSpot Operations Managers who are ready to help you get the most out of the platform. We'll work with you to understand your goals and objectives, and we'll create a customised plan to help you achieve them. We offer a free consultation so that you can learn more about our services and how we can help you grow your business.

You'll be able to capitalise on unanticipated openings because you now have a remote, cloud-based Operations Manager to help your internal champion or operate and engineer your growth machine for you. You're not encumbered by the cost or time commitment of hiring and training someone internally, and you don't have to worry about losing your Operations Manager to another company.

To learn more about the benefits of having an Operations Manager for HubSpot, contact Mount Arbor today.

There are many benefits to using Mount Arbor for Operations Management, including:

1. Affordable subscription rates - Mount Arbor offers competitive subscription rates that can save you over 100,000 euro on HubSpot running costs per year, on average.
2. Expertise and experience - Mount Arbor's team of experienced Operations Managers have a wealth of knowledge and experience in managing HubSpot portals.
3. Proactive monitoring - Mount Arbor's proactive monitoring service can identify potential problems before they impact your business. This can help to avoid downtime and ensure that your HubSpot portal is always running smoothly.
4. Dedicated account manager - Each client is assigned a dedicated account manager who will work with you to ensure that your needs are met.
5. Customised solutions - Mount Arbor can provide customised solutions to meet the specific needs of your business.
6. Improved productivity - Mount Arbor's team of experts can help you to improve productivity by developing and implementing strategies for using HubSpot more effectively.
7. Reduce the amount of time spent on administrative tasks. Administrative tasks can take up a lot of time, and can be a drain on productivity. An Operations Manager can help to automate these tasks, saving you time and improving accuracy. Automating tasks can also improve system performance and free up time for you and your team to focus on other areas of the business.
8. Streamline workflows for faster results. Workflows can be streamlined to improve efficiency and speed up results. An Operations Manager can work with you to develop workflows that are tailored to your specific needs, and can help to implement them quickly and effectively. This can help to improve productivity and get results faster.
9. Focus: You'll have more time to focus on your business goals. You'll be able to grow faster than ever before. You'll feel relieved that you don't have to worry about HubSpot anymore. Enjoy watching your business grow and succeed with the help of an expert Operations Manager.


Why not hire someone to operate HubSpot internally?

There are many advantages to having someone on your team who knows HubSpot like the back of their hand and who is capable of translating your business needs into operational processes that run like clockwork on HubSpot. But there are also some challenges associated with this approach.

The biggest challenge is finding someone with the right skills and experience. It can be difficult to find someone who has both the technical expertise and the business acumen to be able to operate HubSpot effectively for your business. And even if you do find someone with these skills, they may not be able to commit the time required to manage HubSpot effectively.
Another challenge is that operating HubSpot effectively requires a lot of time and effort. It can be a full-time job in itself, and it can be difficult to find the time to do it effectively while also running your business.

As your business grows, the strategic demands and technical expertise needed for running HubSpot increase exponentially. You've got to coordinate people and systems from different departments (for example Marketing, Sales & Customer Success) while successfully managing transformation projects that move people from the old way of doing things to the new. Not only that, an Operations Manager in charge of making sure HubSpot grows with your business needs to possess a pretty unique set of complementary skills: the ability to understand and communicate the needs of people (your customers and your employees) and the ability to engineer technology to serve those needs. When you begin to expand your business and enlist new skills and experience, operating HubSpot also means being able to draw up plans for someone else to execute, being able to design a brief that fits into the big picture in your business strategy and being able to find trade-offs in the implementation of your new systems that achieve the outcome you want without delaying your processes or getting in the way of progress.

This is where Mount Arbor comes in. We provide a cloud-based solution that takes care of all the challenges associated with running HubSpot for your business. Our team of experts have the skills and experience to operate HubSpot effectively for businesses of all sizes. And because we're a subscription service (paid quarterly), you can get started quickly and easily and cancel your subscription any time.


Why not hire someone to operate HubSpot internally?

If you've invested in HubSpot and you feel like you're not getting the revenue growth you planned, even though you're working harder, that's just plain wrong. It shouldn't be that difficult to grow your business with HubSpot, especially given how far you've come already.
As a leader in your business, you're charged with growing revenue - but there seems to be a bottleneck somewhere in the sales process. It could be that marketing isn't bringing in enough leads to feed your pipeline.

What you don't need right now is a patchwork quilt of consultants, more lacklustre email support or another agency who care more about creative campaigns than getting their hands dirty with your unique business processes and the complexities of your tech stack. While many people have the skills to manage a CRM, it is difficult to find someone with the experience who can also use this platform to its full potential and find sales opportunities.
You don't yet have the holistic steel thread you need to find out what the sales bottlenecks are in your business, so you can clear them out and unlock growth in your business.

There's a disconnect that's started to appear in the conversation that takes place from marketing through to nurturing through to sales until you acquire a customer.
Up to now, you've largely avoided the problem, because until now you’ve been doing everything yourself.

To grow, you've got to somehow download your brain and give it to someone else to run!
Hiring a new CMO, or a marketing consultant, or a marketing agency, or a new sales director – they’re all good moves, but none of them on their own, despite their common goal of growing your company, are going to be able to join the dots, find the gaps, ideate on the best strategy and execute across the business. Why? They’re specialists – that’s why you hired them. If they spend any time in someone else’s swim lane, they’re basically not doing their own work. That gets old pretty quickly… leading to internal conflict, chaos masked as ‘collaboration’ and lone wolves outperforming everyone else but leaving the rest of the business behind.

Who suffers? Your customer.


Getting Started

If you're like a lot of businesses who invest in HubSpot, your onboarding journey isn't just about learning how to use the technology you just invested in. There are countless resources to help educate you in the HubSpot Academy, YouTube, Google... there is no shortage of information and certifications to equip you to run the software effectively. All you need to do is become an expert in HubSpot, or find someone on your team willing to become an expert in HubSpot.

HubSpot has grown from being the world's greatest Inbound marketing automation tool for small enterprises to the best rated CRM and all-in-one platform for running your entire business, whether you're an SME or a large corporation.

With this evolution, the platform has maintained the same standard of excellence throughout. With a focus on user experience, HubSpot has remained best in class when it comes to usability and ease of use, especially when compared to competitors like Salesforce.
But with the increased capabilities offered by HubSpot comes increased complexity behind the scenes. Not only does HubSpot now span multiple departments and a myriad of use cases, it now functions as the foundation for all the revenue generating activities of your entire business. From marketing and sales to customer success and service, every team can now rely on HubSpot to some degree to do their jobs effectively.

Used correctly, HubSpot can improve your business, reduce costs and increase revenue and profits in a very short time, predictably.

Used incorrectly, HubSpot can drain your resources, fall short of your expectations and cost more than you bargained for.

Though it may look easy, the challenge of running HubSpot efficiently is more difficult than it initially appears. If you want to get the most out of your investment and reach the Promised Land of consistent revenue growth and increased profit, be prepared to put in a lot of effort. It will be worth it.

We've helped hundreds of businesses get the most out of HubSpot and we're passionate about helping more.

If you're considering HubSpot for your business or you're already using the software but not seeing the results you want, our team at Mount Arbor can help set you up for success.
If you're like most business owners or managers, you didn't get into business to become a software expert or an operations manager. You went into business because you're passionate about your product or service, and your goal is to create a memorable customer experience that goes above and beyond their expectations. You want to provide so much value that they'll come back for more and tell all their friends about you.


The 4 BRAKES in HubSpot that slow you down

Before our customers start working with Mount Arbor, they usually have one or more invisible “brakes” that are slowing progress and holding them back. Here are four of the most common “brakes” that we see (and after we'll give you some easy solutions for avoiding them completely):
1. Brake 1: Is hiring CXOs or a Head of Ops to run operations before designing a system for them to run. When they're hired, they must take a long-term perspective and look at the big picture. This results in them putting in place some ad hoc point solutions to get you the sales you need in the short term. These point solutions for sales, which they often bring in from their last project, may not be suitable for your company- yet hiring is the number 1 solution to growth offered by most CEOS when scaling becomes important.
2. Brake 2: Is working harder to achieve better results: When you have a to-do list that seems impossible, it's daunting to think about taking the next big risk in your business - especially when it may not pay off. However, we've noticed that some of the most successful businesses actually do less to achieve more growth...
3. Brake 3: Hiring consultants, agencies and other freelancers to help you with marketing operations or sales processes may seem like a good idea - but often, these shiny objects don't result in the return on investment that you were expecting.
4. Brake 4: Is pushing the team that got you this far even harder to go faster. They are probably already working their butts off - that’s why you hired them in the first place. Pushing more will lead to burnout and disillusionment once the bottleneck in sales starts to trickle downstream…

The longer you and your team hold yourselves back, the sooner your competition has to speed up in order to catch up to you. The advantages you had before by being quick on your feet are now slowing you down. You need to streamline your systems so that they're more reliable and user-friendly for those who will be running them day-to-day as part of growing your business. 

Before you even build your new system, you’ll want to make sure that you have the right inputs. This could save you years in costly mistakes going down the wrong path with the wrong assumptions.

So as I promised here are some easy solutions that make those 4 common 'brakes' irrelevant.


The 4 ACCELERATORS in HubSpot that can speed you up

The longer you and your team hold yourselves back, the sooner your competition has to speed up in order to catch up to you. The advantages you had before by being quick on your feet are now slowing you down. You need to streamline your systems so that they're more reliable and user-friendly for those who will be running them day-to-day as part of growing your business. 

Before you even build your new system, you’ll want to make sure that you have the right inputs. This could save you years in costly mistakes going down the wrong path with the wrong assumptions.

So as I promised here are some easy solutions that make those 4 common 'brakes' irrelevant.

1. At this stage, 90% of issues are system-related. Not people. You'll need a new system that examines the causes why people act the way they do. It's difficult for people to work under a bad system. Your system will determine what kind of company you become. While your competitors are trying to reduce their costs and increase their revenues by commoditising their offerings, aim to offer higher value, more unique items that customers enjoy and are simpler to sell.

2. So before you rush out to implement the latest business systems, whether it’s Traction/EOS, Scaling Up or Jobs to Be Done… whatever it is, you need to understand one fundamental and critical step. Whatever system you have in place, you need the right inputs to get the outcomes you want. This is the critical step people get wrong, and it puts them back years. Like any dumb system, if you put in the wrong inputs, you'll get the wrong outputs. If you want to grow beyond €3 million to €10 million in revenue, you are going to need inputs that stand the test of time and the volatility of the market. We can only learn which inputs are the right ones for this phase of growth by asking the right questions. Start with the bottlenecks. If you remove the blocks in the way of your growth, you’ll see an acceleration in your sales. At this stage it's not about more fuel and working harder - growth begins by taking your foot off the brakes and getting out of your own way.

3. If you're like a lot of the marketers we've worked with, you're probably too close to the problem. When the average CEO spends over 60% of their time in meetings and in reactive mode putting out fires, and only 3% with customers, your chance to succeed is in spending a concentrated few hours with a qualified professional who understands both sides and can present an outside perspective. Marketing for the beginning of your business is different from the middle phase - and the only way out and through the growth barrier is innovation. However, all those consultants and agencies are incentivised to reduce the amount of time they spend with you as much as possible. It's in their business model. So before you hire them, you need to first create a blueprint that will help them to deliver the most value - like a guide book to your business that accelerates their work for you over the next couple of years

4. After you shift your perspective in regards to your business and pinpoint the bottlenecks, you can rapidly create a plan of action for you and your team that will target the one to three items which are most likely to increase sales within the next 12 weeks.


How do businesses typically run HubSpot once they've purchased?

Most businesses will choose from the following options when it comes to responsibility for the inner workings of your HubSpot portal and making sure it all operates the way you want it to:

1. Hire someone with experience in HubSpot

2. Retrain and reassign someone internal to run HubSpot for you

3. Hire an external agency to look after HubSpot on a project or retainer basis

4. Lean on HubSpot support and onboarding to help you get things set up correctly and troubleshoot issues as they come up

HubSpot can be a considerable investment, so you've probably got a few things you'd like to achieve first. Maybe you'd like to clean up your data, generate more leads, or find a way to retain more customers.


I thought HubSpot was supposed to be easy to use? Shouldn't I be able to do this myself?

HubSpot is easy to use, especially compared to its closest competitor Salesforce.
HubSpot also provides an unparalleled list of courses, certifications, forums and support. As truly a customer-centric company, HubSpot has removed most of the friction from onboarding its customers and making sure they can hit the ground running.

The experience people have with HubSpot is slightly deceptive however, especially as your business grows.

If you're moving from 5 to 10 users, or 100 to 500 users, the levels of complexity increase. Suddenly it's not just about knowing how to use the handy tactical tools for sales or marketing. It's also about coordinating across departments and making sure the flow of information, data and processes are seamless from your customer through your organisation and back out the other side to your customer. It gets complicated.

Historical data can clog up the system, individuals with too much time on their hands can over-engineer your portal to the point where no-one understands what's going on or workflows can pile up into an almighty mess of wires that is impossible to untangle without serious help...

HubSpot is thought of as "simple" because it has a beautiful user interface, and the only real rival (SFDC) is a pain in the ass to manage... Until they generate a mess that is hard to untangle and needs significant investment to unravel.

Often, HubSpot must accomplish complicated, multi-team functions that cover many departments and systems for scaling businesses at an enterprise level.

User experience is essential, and HubSpot does it well; however, it still takes a lot of know-how to execute a project successfully. This includes elements such as project management, strategic planning, implementation, documentation--the whole nine yards. If you don't put knowledgeable experts on the job from the get-go, you'll be forced to once your systems fail and your data goes down the drain.


HubSpot is Customer Experience Technology and needs an expert Operations Manager to make the Customer Experience great

HubSpot technology is essentially Customer Experience technology, if used in the right manner. It needs an operations manager to make the experience great.

A technology that is left unattended will not work as intended and will quickly become a hindrance rather than a help.

The success of HubSpot depends on having an expert operations manager who understands how to use the software to support your business goals and objectives.

Get ready to allocate hours towards educating and onboarding at least one team member to familiarise themselves with HubSpot. It's always a good idea to have at least one expert in your team. When you can't, it may be time to start looking for a new employee with prior expertise or prepare to pay a premium for someone who will hit the ground running.
Here's the thing: HubSpot is an amazing tool, but it's just that - a tool.

In order to get the most out of your investment and ensure that HubSpot is driving maximum value for your business, you need someone who is not only skilled in using the software but also has expertise in process improvement. You need someone willing to take responsibility for the initial onboarding process so your checklist of essential 'to-do' items are completed (connecting your domain via DNS anyone?) as well as optimising and improving your portal and your use of the tools available once you're up and running.



How to reduce your business's average HubSpot costs by over 100000 euro

Mount Arbor's cloud-based, remote solution for HubSpot offers an alternative to having to find and hire one person who knows how to use HubSpot properly. Not only that, because Mount Arbor works to the same KPIs (key performance indicators) that you do, we are all aligned and moving in the same direction.

The problem with most agencies and consultants is that they are trying to reduce the time they spend on your business to generate the maximum return. It's in their business model.


How does pricing work at Mount Arbor?

At Mount Arbor, we've reversed the business model in our uniquely revenue focused engagements. We're focused on outcomes, not how much time we spend working on your account.

We begin by onboarding you and your team for a set fee as quickly as possible. When it's clear that the benchmarks have been established we accelerate towards a performance based model where we show you exactly what you can expect quarter to quarter in terms of Active Lead generation, Win rate in sales, Conversions at critical points in your sales process, numbers of customers and other key metrics that help grow your business.

How do we make sure your Operations Manager is successful?

Mount Arbor can guarantee your experience with your Operations Manager will generate results based on 5 years delivering millions in revenue for our clients:


1. We were the first Sales Hub Partner in Europe and have unparalleled experience setting up and optimising HubSpot for the fastest growing companies in the world

2. Our team are world class experts in HubSpot with highly developed expertise in Sales, Marketing and Customer Success as well as being supported by IT developers skilled in the art of integrations and coding necessary for complex processes, automations and workflows

3. We have invested in a team of people, not a single 'rockstar' who will move on to the next client when they get bored or their personal circumstances change.

4. We work for you, not ourselves. Our success is based on achieving your success so we are all striving towards the same objectives.

5. We only work with a limited number of clients, who must apply to see if there is a good fit between our offering and the value we can bring to the table for your business. You are our only focus which is why we can offer such a responsive, high touch service.

6. There's no need to worry about the technicalities or whether you're getting the most from your HubSpot portal. With Mount Arbor, you can be confident that you have an expert Operations Manager on hand to manage, monitor and improve your HubSpot use, so you can focus on what you're good at - running your business.


What's included when I sign up for a cloud based Operations Manager from Mount Arbor?
Your monthly fee includes:

1. A certified HubSpot Expert as your Operations Manager

2. Unlimited support via email and Slack for you and your team

3. Regular 1:1 catch ups to review progress and set objectives

4. A focus on your KPIs to help you hit your targets

5. Revenue growth through increased Active Lead generation, Win rate in sales, Conversions at critical points in your sales process and numbers of customers

6. A decrease in the time you spend managing HubSpot

7. A redundant, failsafe system that means you're never reliant on just one Operations Manager - everything is tracked and monitored by our own internal system so anyone on our team can jump in and help if you need it

8. Handover: we never want you to become dependent on us to run your portal. We create a custom playbook and SOP documents associated with everything we do to improve your HubSpot portal, including all business processes, workflows and automations. After all, it's your business, so it's important to feel confident that you could pick up and continue the running of your own operations with or without our help

9. Continuous, proactive improvement: we're always looking for ways to improve your HubSpot portal so you can continue to see results month after month, quarter after quarter.

10. Opportunity Lists: One of our most important and popular features is the list of opportunities we will find and bring to you every month. These are opportunities for revenue growth, team alignment, strategic campaigns, sales and marketing and other areas that are critical to the success of your business that only someone deep in the engine room will pick up and spot in the day to day running of your business.


What's the Mount Arbor Advantage?

The Mount Arbor Advantage is our commitment to you that we will never stop working to find new and better ways to improve your HubSpot portal. We achieve this through our team of experts, who are constantly exploring new features and ways to optimise HubSpot, and our commitment to continuous improvement.

The Mount Arbor Advantage is also our people. You can be confident that you're working with a team of certified experts who are passionate about helping you hit your targets. We're not just a bunch of techies - we're also experienced business people who have a deep understanding of how businesses operate. We use this knowledge to help you get the most from your HubSpot portal.

To find out more about the Mount Arbor Advantage, or to speak to one of our team about how we can help you, get in touch today.


The revenue opportunity for your business over the next 24 months

In an unstable economy, it may be tempting to only focus on cautiously holding onto what you have. Reduction of costs becomes a priority. Retaining customers is paramount.
If you want your business to sustainably grow, you need plans that can take advantage of any opportunity for expansion.

Cutting costs is a surefire way to increase profitability on existing business in the short term, but is it a wise investment for future growth?

When it comes to HubSpot, it is possible to have the best of both worlds if you can manage your growth efficiently.

Optimising the use of your CRM is essentially a 'nice to have'. The truth is that no-one really cares whether your HubSpot portal is running efficiently - unless they're directly responsible for it. What everyone in your business truly cares about are the outputs of your efficient systems. And that includes revenue, customers and profits.

The greatest opportunity for your business over the next 24 months is in the retention and expansion of existing customer revenue.

There are a number of ways to do this, but the most obvious is to increase the efficiency with which you manage and nurture your customer relationships.

This is where an expert Operations Manager can make all the difference. An Operations Manager who is trained to identify gaps in the Customer Experience and troubleshoot any area where your customer might drop off in your sales cycle can effectively grow your business even in uncertain markets. Cross-sell and upsell opportunities are 7 times more valuable than the opportunities you can generate through marketing, because they are 7 times more likely to buy from you than a new lead.

Retaining customers with better Customer Success processes and systems will mean not only can you ensure the future of your business by maintaining the bottom line, but you can reduce costs of production by identifying areas of improvement in delivery.
Most importantly, your happiest customers are your best promoters. Word-of-mouth is the most powerful form of marketing, and it is free.

Your Operations Manager will identify any friction in the sales process. While adoption is the number one cause of CRM implementation failure, your Operations Manager can chase non-adopters in the system for you to ensure everyone benefits. Most importantly, we will help you retain, expand and grow your existing customer base for reliable, predictable revenue growth.


The Mount Arbor Operations Management Suite
You can increase the value you get from HubSpot by implementing our Operations Management Suite. Our suite includes a range of tools and services that will help your Operations Manager to run your portal more efficiently and effectively.

Our Data Intelligence Systems and Dashboards will help to identify gaps and opportunities for your business, so that you can capitalise on them. With this data at their fingertips, your ops person will be able to focus on areas that need attention and improve your bottom line.
Our unique system has minimal adoption requirements by your team for your HubSpot portal to give us the essential data we need. You'll no longer be dependent on 100% adoption to get the most out of HubSpot. In certain cases, all we'll need some of your team members to do is use the email plugin for minimal updates. We accommodate every use case for an optimal business system.

We also provide a range of services to help you get more from HubSpot. These include but are not limited to:

* Consultancy to help you understand how to use HubSpot more effectively for your business and how to integrate it with your other systems;
* Training for your team on the use of HubSpot so that they can make the most of its features;
* Implementation services to help you get HubSpot set up quickly and efficiently for your business.

The Mount Arbor Operations Management Suite includes a range of tools and services to help your Operations Manager run your HubSpot portal more efficiently. Our Data Intelligence Systems and Dashboards help identify gaps and opportunities for your business, so you can capitalise on them. Our system has minimal adoption requirements, meaning you won't be dependent on 100% adoption to get the most out of HubSpot. We also provide a range of services to help you get more from HubSpot, including training, implementation and consultancy.


What are the next steps?

If you're interested in finding out more about Mount Arbor's Operations Management service, please contact us. We will be happy to discuss your specific needs and provide you with a tailored proposal.

When it comes to your HubSpot portal, you need someone who is not only skilled in using the software but also has expertise in process improvement and business strategy. You need someone willing to take responsibility for the initial onboarding process so your checklist of essential 'to-do' items are completed (connecting your domain via DNS anyone?) as well as optimising HubSpot for every part of your business.  You need an Operations Manager.

At Mount Arbor, we provide a cloud-based operations management service for HubSpot portals. This means that we take on the responsibility of running your HubSpot portal, so you can focus on running your business.

Our team of certified experts will manage, monitor and improve your HubSpot portal, ensuring that it is always optimised for maximum results. We also provide a handover service, so you can be confident that you will always be in control of your HubSpot portal.

To find out more about our Operations Management service, or to speak to one of our team about how we can help you, get in touch today.

HubSpot can be difficult to run, especially as you scale your business. This is where Mount Arbor's Operations Management service comes in. The Hubspot CRM is a robust solution for tracking all of your contacts and interactions. The tools in the growth suite make it easy to track your campaigns and see how they are performing as well as running your Sales and Customer Success teams successfully. HubSpot also gives you access to a lot of data so that you can analyse trends and optimise your strategies. These features allow business owners to determine which avenues bring them the most return on investment (ROI) with their time and money.

Mount Arbor's team of certified experts will manage, monitor and improve your HubSpot portal, ensuring that it is always optimised for maximum results. We also provide a handover service, so you can be confident that you will always be in control of your HubSpot portal.
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