Managing business data is no small task. Duplicate records, incomplete data, and endless manual updates often steal time you could spend on more meaningful tasks. It’s frustrating to sift through messy spreadsheets or deal with errors that throw off important decisions.

You know what can help? If data management was easier. Repetitive and manual tasks are huge time sucks, but tools like HubSpot’s new features—such as data sync and workflows—can help you shave time off your data management work.

In this blog, we’ll share the new HubSpot data management features we found most valuable and some time-saving hacks to use them.

Why Data Management Tips Can Help You Save More Time

Time spent cleaning up bad data isn’t just frustrating—it’s costly. For example, if you have duplicate contacts in your CRM, your team might send the same email twice or waste time figuring out which record is correct. 

Formatting issues like inconsistent capitalization can make reports look unprofessional, and unused fields clutter up your CRM, making it harder to find what you need.

Tackling these issues early saves time in the long run. HubSpot’s tools make this easier by helping you monitor your data automatically. 

Instead of manually scanning for errors, you can rely on features that flag duplicates, identify empty or outdated fields, and even suggest fixes for formatting issues. These tools also help you ensure the data your team uses is trustworthy and up-to-date.

What’s New in HubSpot’s Data Management?

HubSpot’s latest update introduces the Data Enrichment (BETA) feature. It simplifies data management by automatically populating additional details for your contact and company records. 

Using Breeze Intelligence credits, you can enrich your CRM with information like job titles, company size, revenue range, and more.

Combine this with the Data Quality Command Center, a centralized tool that gives you a clear picture of how your CRM data is performing. It highlights issues like duplicate records, formatting inconsistencies, and unused properties, so you can focus on what needs attention.

This command center also lets you monitor property changes and track anomalies using HubSpot AI. For instance, if a contact’s name is updated far more often than usual, it might indicate an integration error that needs fixing. 

You can also see where your workflows or data sync integrations might be underperforming and address problems directly from the dashboard. These features give you actionable insights and the tools to make real improvements, all in one place.

3 Time-Saving Data Management Tools in HubSpot

Time is one of the most valuable resources in business, yet 40% of employees spend at least a quarter of their workweek on repetitive manual tasks. 

Automating these tasks and maintaining clean, reliable data not only boosts productivity but also empowers teams to focus on more strategic, high-value activities. 

HubSpot’s data management tools are designed to tackle inefficiencies and streamline processes. Here are the standout features that can help your team save time and stay productive.

1. Data Enrichment (BETA)

Incomplete or inaccurate data hampers your ability to engage effectively with customers. 

HubSpot’s Data Enrichment tool, powered by Breeze Intelligence credits, automatically fills in missing information for contacts and companies, such as job titles, company size, and LinkedIn profiles.

You’ll save hours of manual research. Automation could reduce wasted time by 69% and reduce human error by 66%. 

With Data Enrichment, newly added records can be automatically populated or enriched in bulk to ensure consistency and accuracy across your CRM. It lets you:

• Automatically enrich new records created via imports, forms, or integrations.
• Manually enrich records one at a time or in bulk for precise control.
• Keep existing records updated with continuous enrichment as new data becomes available.

After importing a list of leads from a trade show, HubSpot can instantly populate crucial information like company revenue and social profiles, transforming a static dataset into actionable insights.

2. Data Quality Command Center

The Data Quality Command Center simplifies CRM maintenance by providing a centralized dashboard to monitor and resolve data inconsistencies such as duplicates, missing fields, or outdated entries.

With HubSpot’s command center, teams can identify and resolve these issues quickly, ensuring data integrity without the time-consuming effort of manual audits. You can:

• Visualize CRM health with a breakdown of data issues.
• Fix duplicates and incomplete properties directly from the dashboard.
• Proactive alerts for emerging data quality issues.

Sales reps no longer need to waste time untangling conflicting contact records, enabling them to focus on closing deals instead.

3. Data Sync Across Systems

Disconnected tools lead to data silos and inconsistencies, slowing down decision-making. HubSpot’s Data Sync keeps your CRM and other systems like email marketing platforms and customer support tools in sync, ensuring consistent, reliable data across all channels.

The benefits of real-time data sync are substantial. You’ll see less data-related errors, which translates directly into better productivity and fewer delays. Here’s what you can do:

• Two-way sync with over 100 popular apps, ensuring data consistency.
• Customizable rules to prioritize critical updates.
• Automatic conflict resolution to prevent overwriting key information.
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Customer support teams can access the latest sales interactions immediately, leading to faster response times and higher customer satisfaction.

4 Time-Saving Hacks with New HubSpot Data Management Features

HubSpot’s latest data management tools are built to help you reclaim wasted time while improving data accuracy and team efficiency. Let’s see some practical hacks you can implement, along with step-by-step instructions to make the most of these features.

1. Automate Contact and Company Data Enrichment

Stop wasting hours manually researching and updating contact and company information. HubSpot’s Data Enrichment feature automatically fills in gaps in your records with verified data, such as job titles, LinkedIn profiles, and company revenue.

This automation ensures your CRM is always up-to-date without the time-consuming effort of manual entry, allowing your sales and marketing teams to work with accurate and complete information.

How-To Guide:

1. Navigate to Settings in your HubSpot account.
2. Go to the Data Management section and select Data Enrichment.
3. Under the Settings tab, configure enrichment settings for contacts and companies:
   • Toggle Automatically enrich new records to ON to ensure all new data added through imports, forms, or integrations is enriched.
   • Toggle Continuously enrich existing records to ON for ongoing updates to existing data as new information becomes available.
4. If desired, enable manual enrichment by toggling Allow records to be manually enriched to ON.
5. To enrich records manually or in bulk:
   • Go to the CRM > Contacts or CRM > Companies tab.
   • Select the records you want to enrich and click Enrich records at the top of the table.

2. Proactively Monitor and Resolve Data Issues

Use the Data Quality Command Center to keep your CRM clean and organized by identifying and fixing duplicates, incomplete properties, and other inconsistencies in one place. A well-maintained CRM improves productivity and reduces errors. 

This tool streamlines the process of monitoring data health, ensuring your CRM stays consistent and actionable. Resolving these issues as they arise, lets you avoid the time-consuming task of cleaning up data retroactively.

How-To Guide:

1. Open the Data Quality Command Center from the HubSpot dashboard.
2. Review the visual summary of data health metrics, which highlight issues such as:
   • Duplicate records.
   • Incomplete properties.
   • Outdated or inaccurate fields.
3. Click on any highlighted issue to view affected records.
4. Take action directly within the command center:
   • For duplicates: Select the duplicate records and click Merge to combine them.
   • For incomplete properties: Add missing values directly from the command center interface.
   • For outdated data: Update records with new, accurate information.
5. Set up notifications to receive alerts when new data issues arise.
   
   

3. Streamline Data Cleanup with Custom Workflows

Automate recurring data cleanup tasks using custom workflows to ensure data consistency without manual intervention. For example, workflows can standardize inconsistent field values, alert team members about missing data, or automatically assign ownership of new records.

You ensure your CRM remains consistent and organized without requiring manual intervention. Workflows act as a safety net, automatically resolving potential issues as they arise.

How-To Guide:

1. In your HubSpot account, go to Automation > Workflows.
2. Click Create workflow and select Start from scratch or use a template.
3. Define the trigger for your workflow. For example:
   • Set the workflow to start when a contact is created or updated with a specific condition (e.g., missing job title).
4. Add actions to your workflow, such as:
   • Update property: Automatically standardize field values, like converting "VP" to "Vice President."
   • Send notification: Alert team members about critical missing data.
   • Assign ownership: Automatically assign new leads to sales reps based on region or industry.
5. Turn on the workflow and monitor its performance to ensure it meets your data management goals.
   
   

4. Keep Data Synced Across Platforms

HubSpot’s Data Sync feature allows you to connect your CRM with other apps to ensure that updates in one system are reflected in the others.

This ensures everyone works from the same accurate dataset, eliminating silos and reducing the need for manual data entry or reconciliation. It’s a seamless way to keep all your tools aligned without extra effort.

How-To Guide:

1. Navigate to Settings > Integrations > Data Sync in your HubSpot account.
2. Select the app you want to sync with HubSpot from the list of supported integrations.
3. Configure your sync settings:
   • Choose whether the sync should be one-way or two-way.
   • Set rules for how data conflicts will be resolved (e.g., prioritize updates from HubSpot).
4. Map fields between the systems to ensure accurate data alignment. For example:
   • Map HubSpot’s “Email” field to your email marketing tool’s “Email Address” field.
5. Turn on the sync and monitor its activity to verify data accuracy.

Take Control of Your Data Management

Effective data management maintains an efficient and productive CRM. HubSpot’s latest tools, including data enrichment and the Data Quality Command Center, offer tangible solutions to longstanding challenges like manual data entry, outdated records, and inconsistent data. 

These features not only save time but also ensure your team has access to accurate, actionable information when it matters most. 

To get the most out of these tools, focus on setting up enrichment automation, actively monitoring your data health, and incorporating data optimization into your routine processes. 

Proactively addressing data issues before they escalate can prevent bottlenecks and improve your team’s overall productivity.

Let O63 Help You Maximize HubSpot’s Power

At O63, we specialize in helping businesses harness the full capabilities of HubSpot to save time and maintain high-quality data. From setting up automation to optimizing workflows, we’re here to make your CRM work harder for you. 

Connect with our experts today and start seeing the difference smart data management can make!