Is HubSpot Failing You? Fix These CRM Mistakes

Your sales team is busy. Marketing is sending leads. You’ve invested in HubSpot. Still, the results feel underwhelming.

Sound familiar?

For TSPs, MSPs, vendors, and resellers, HubSpot should be a growth engine. But too often, it turns into a digital Rolodex collecting dust.

The platform isn’t the problem. Misuse is.

When fully optimized, CRM tools drive 41% higher sales productivity and cut marketing costs by 32%. The opportunity is real. So is the risk of getting it wrong.

Before you lose more leads, deals, or momentum, let’s discover what might be holding you back and how to fix it.

The 10 CRM Mistakes That Are Quietly Costing You Growth

Even with the best tools, the wrong habits can ruin your results. These CRM slip-ups are silently hurting your business.

1. You treat your CRM like a digital phonebook

If your CRM is just a place where contact details live, you’re barely scratching the surface.

Why it hurts:

• You miss out on automation, workflows, and lead nurturing
• Sales reps have to rely on memory instead of data
• No meaningful segmentation, personalization, or insights

Fix it:

Learn how to use a CRM to its full potential. With HubSpot, you can:

• Set up lead scoring
• Automate email follow-ups
• Create dynamic lists based on user behavior
• Track engagement across marketing, sales, and support

Think of your CRM as a command center, not a contact list.

2. You’re not aligning sales and marketing inside the CRM

Sales and marketing teams often operate in silos. But your CRM should bring them together, not keep them apart.

The impact:

• Marketing doesn’t know what leads are sales-ready
• Sales team wastes time chasing cold leads
• No feedback loop to improve lead quality

Solution:

Use your CRM to establish clear lead handoff criteria. For example:

• Define lifecycle stages inside HubSpot: Subscriber, Lead, Marketing Qualified Lead (MQL), Sales Qualified Lead (SQL), and Customer
• Create a shared dashboard so both teams can view campaign performance
• Set automated alerts when leads hit engagement thresholds

Alignment inside your CRM builds consistency outside with customers.

3. You don’t have a defined CRM strategy

Many businesses jump into a CRM tool without clear goals or processes.

What goes wrong:

• No clear ownership or accountability
• Data entry becomes inconsistent
• Reports don’t reflect real pipeline health

What to do:

Build a CRM usage strategy before adding new tools. Start by asking:

• What stages will our deals follow?
• Who owns each stage?
• What information needs to be captured?

HubSpot makes this easy with customizable pipelines and properties. But you must set rules first, or chaos will follow.

4. You’re overloading the CRM with junk data

Data is powerful when it’s clean.

Here’s what bad data leads to:

• Conflicting or duplicate records
• Inaccurate reporting and forecasts
• Wasted time cleaning up avoidable messes

Data cleanup tips:

• Use mandatory fields for critical info (e.g., industry, deal size)
• Automate deduplication in tools like HubSpot using workflows
• Conduct quarterly data hygiene audits

Stat to know: Dirty data can drain nearly 30% of a company’s revenue, costing businesses an estimated $700 billion every year.

Clean CRM data is not optional; it’s essential.

5. You ignore CRM training and adoption

Your CRM is only as strong as the people using it.

Common issues:

• Low user adoption
• Inconsistent data entry
• Reliance on spreadsheets outside the system

How to avoid this:

• Make CRM training part of onboarding
• Use role-specific views and dashboards
• Use HubSpot’s Academy for free training resources

Also, lead by example. If leadership uses the CRM religiously, the team will follow.

6. You aren’t using automation properly

CRM automation is supposed to reduce manual work. Yet many businesses either over-automate or under-automate.

Over-automation looks like:

• Too many emails with no segmentation
• Generic responses that feel robotic

Under-automation looks like:

• Sales teams writing the same follow-up emails over and over
• Leads getting lost between handoffs

Balanced automation with HubSpot:

• Use if/then workflows for emails, lead assignments, and notifications
• Trigger actions based on engagement (e.g., email opens or site visits)
• Set alerts when deals go stagnant

Used right, automation saves time and improves personalization.

7. You don’t track the right metrics

Just looking at open rates or deal counts isn’t enough.

What you might be missing:

• Time spent in each deal stage
• Close rate by lead source
• Customer retention and upsell patterns

What to track instead:

• Conversion rates across the pipeline
• Lead source profitability
• Sales velocity metrics

Use HubSpot’s customizable reports and dashboards to view these KPIs in real time. Better metrics lead to better decisions.

8. You’re not using CRM integrations

Your CRM shouldn’t operate in isolation. But many businesses never connect it to their full tech stack.

Why this hurts:

• You miss out on data centralization
• Marketing and sales tools work independently
• Reporting becomes fragmented

What to integrate:

• Email marketing tools (e.g., Mailchimp, or use HubSpot’s built-in email engine)
• Customer support platforms
• Billing and finance tools

HubSpot offers 1,000+ app integrations. Don’t let your CRM become a silo.

9. You haven’t customized the CRM to your business

A one-size-fits-all CRM rarely works. Your business model, sales process, and client base are unique.

The problem:

• Teams don’t use fields or workflows because they’re irrelevant
• Reports reflect things that don’t matter

Solution:

• Customize deal pipelines
• Create custom properties for key data points (e.g., "MSP Service Plan Type")
• Tailor workflows based on your actual process

HubSpot allows deep customization. You just have to take the time to configure it right.

10. You only use your CRM for sales

Yes, CRM stands for customer relationship management, not just sales relationship management.

If you’re only using it for deals:

• You miss opportunities for upselling and retention
• Customer support isn’t tracked
• There’s no 360-degree customer view

Use it across departments:

• Marketing: Lead generation, nurturing, and segmentation
• Support: Ticketing, response tracking, and customer satisfaction
• Success: Onboarding, renewals, and cross-sells

HubSpot’s Service Hub, for example, lets you manage support tickets alongside deals, giving you a complete picture.

Final Thoughts: You Deserve a CRM That Works for You

Don’t let small CRM mistakes limit your business growth. With the right strategy and expert support, your CRM can become your most powerful growth engine.

At Tactics Marketing, we specialize in HubSpot implementation and support for TSPs, MSPs, and resellers. Whether you're fixing a broken setup or starting from scratch, we can help you eliminate CRM chaos and turn it into a revenue-driving system.

Our experts provide custom strategies, workflow automation, and hands-on guidance to ensure you use HubSpot the right way.

Ready to unlock growth with smarter CRM usage? Let’s talk.

Key Takeaways

• The improper use of CRM occurs frequently, even within skilled teams. From viewing it as a digital Rolodex to overlooking automation, minor errors can lead to significant consequences

• HubSpot is powerful, but it’s effective only when utilized wisely. Its real worth derives from automation, personalization, and complete team engagement

• Uncomplicated, centralized data is essential. Unclean or redundant CRM data results in wasted time, bad choices, and decreased income

• CRM is more than merely a sales instrument. When implemented in sales, marketing, and support, HubSpot transforms into a comprehensive growth engine

• Tailored procedures excel beyond standard configurations. Customize pipelines and metrics in HubSpot to align with your specific business requirements

• Consistent evaluations and education promote achievement. Continuous CRM strategy and data cleanliness are crucial for enduring success

FAQs

1. How do I know if I’m using my CRM correctly?

If your team isn’t updating the system regularly or you're relying on spreadsheets, you’re likely misusing it.

2. What’s the best CRM for TSPs or MSPs?

HubSpot is ideal for TSPs and MSPs due to its automation, customization, and integrated marketing tools.

3. How often should I clean my CRM data?

At least once a quarter. Consistent cleanup prevents errors in reporting and improves campaign targeting.

4. Why is CRM training important for small teams?

Even small teams need consistency. Training ensures everyone follows the same process and keeps data accurate.