The Best Guide to Using HubSpot for Project Management Effectively

Introduction to HubSpot Project Management

HubSpot for project management is a game-changer for businesses looking to streamline their workflows without investing in a dedicated project management tool.

While HubSpot is primarily known for marketing and sales, it also provides powerful features for project managers to efficiently manage projects.

With tools like HubSpot Workflows, task management, and HubSpot integration, teams can track project details, assign project tasks, and collaborate effectively.

Whether you're handling a marketing project or coordinating a project team, HubSpot’s project templates, Kanban boards, and structured lists ensure everyone stays on the same page, improving productivity and overall project execution.

What are HubSpot Projects?

HubSpot Projects is a handy task management feature built into the HubSpot platform, helping small businesses stay organised. While it’s not a dedicated project management tool, it offers a structured way to plan and track project tasks without the need for external project management tools.

It seamlessly connects with other HubSpot tools, like HubSpot Workflows and HubSpot Deals, making it easier to manage work in one place. Whether you're assigning project tasks, setting deadlines, or keeping your project team on the same page, HubSpot Projects helps streamline collaboration and boost productivity.

The best part? Everything stays within HubSpot, so you don’t have to switch between multiple platforms. It’s a great solution for businesses looking to enhance their task management without a steep learning curve.

Benefits of using HubSpot for project management

Managing projects can get messy, but HubSpot Projects makes it easy to create, assign, and track tasks with simple, structured lists. Whether you're running a marketing project or juggling multiple deadlines, it helps keep everything organised and on track.

Collaboration is a breeze since HubSpot integrates seamlessly with your existing workflows. Your project team can access project details, update tasks, and stay on the same page—without jumping between different tools. Plus, because it’s built into the HubSpot platform, there’s no need for extra software, which means less hassle and more productivity.

For small businesses and marketing teams, it’s a cost-effective way to handle project management without breaking the bank. And the best part? It’s super easy to use! There’s no steep learning curve, so you can get started without spending hours on training.

What Makes HubSpot Great for Project Management?

✅ Simple task tracking – Assign, organiSe, and check off tasks effortlessly.
✅ Easy team collaboration – Share updates and keep everyone aligned.
✅ Budget-friendly – No need to invest in separate project management tools.
✅ User-friendly interface – Minimal setup and training required.
✅ All-in-one platform – Works with HubSpot Workflows, HubSpot Deals, and more.

If you're looking for a way to manage projects without the stress, HubSpot for project management might just be the perfect solution!

Understanding Project Management Fundamentals

Project Management: Project Cycle

Initiation Phase

The initiation phase is where every project begins. Think of it as laying the foundation before you start building. This phase is crucial for defining the project details, setting clear objectives, and determining whether the project is feasible. Without a strong start, even the best plans can fall apart.

One of the first steps is creating a business case, which evaluates the project's benefits and costs. This document gives stakeholders a quick overview, helping them decide whether to move forward. It also ensures that project managers, teams, and stakeholders are on the same page about expectations and potential outcomes.

For teams using HubSpot for project management, this phase is where you start setting up your HubSpot Projects, defining project templates, and organising project tasks in a structured way. HubSpot integration allows you to pull in relevant HubSpot data, ensuring that all the necessary information is available from the start.

Why the Initiation Phase Matters in Project Management

• Helps project managers define the scope, budget, and timeline.

• Ensures all team members understand their roles and responsibilities.

• Sets clear goals and expectations to increase productivity.

• Establishes a structured process using project management tools like Gantt charts, Kanban boards, and structured lists.

• Allows for seamless HubSpot integration, pulling in relevant data for better decision-making.

How HubSpot for Project Management Helps in the Initiation Phase

If you're using HubSpot for project management, this phase is where you leverage HubSpot Projects to organise your work. Project managers can use structured lists to outline tasks, assign work to team members, and ensure smooth collaboration.

With HubSpot workflows and specific HubSpot triggers, teams can automate processes like task creation, reminders, and updates when a HubSpot deal reaches a certain stage. This eliminates manual work and helps teams stay on top of their tasks.

Another advantage is custom field mappings, which allow you to bring in important HubSpot data for better tracking and reporting. Whether you’re managing a marketing project, a sales initiative, or an internal task, having access to the right information from your HubSpot portal ensures nothing falls through the cracks.

Key Features of HubSpot for Project Management in the Initiation Phase

✅ Project Templates – Quickly set up new projects with reusable templates.
✅ Assigning Tasks – Define roles and responsibilities to keep the project team aligned.
✅ HubSpot Integration – Connects seamlessly with your CRM and other tools for a smooth workflow.
✅ Custom Field Mappings – Supports data syncing to keep all relevant project data in one place.
✅ Time Tracking – Helps measure effort and improve efficiency.
✅ Kanban Boards & Gantt Charts – Visualise progress and deadlines for better planning.

Planning Phase

The planning phase is where you turn ideas into action. It’s all about creating a clear roadmap to achieve your project goals while staying within budget and timeline constraints. A well-structured plan ensures your project team stays aligned, avoids unnecessary roadblocks, and maximises productivity.

This phase involves documenting all project details, including requirements, key milestones, and expected deliverables. You’ll also define how to handle project tasks, assign responsibilities, and establish workflows to keep everything running smoothly. By the end of this phase, your team members should know exactly what’s expected of them and how their work contributes to the bigger picture.

How HubSpot for Project Management Helps in the Planning Phase

Using HubSpot for project management simplifies planning by providing structured project templates, task management tools, and HubSpot integration features. Instead of juggling multiple platforms, you can plan, collaborate, and track progress within the HubSpot portal.

With HubSpot Projects, you can:

✅ Create structured project templates to streamline planning and execution.
✅ Assigning tasks to specific team members for better accountability.
✅ Use custom field mappings to sync important HubSpot data for tracking.
✅ Manage projects efficiently with Kanban boards, Gantt charts, and structured lists.
✅ Leverage HubSpot workflows to automate updates and task reminders.

Key Considerations During the Planning Phase

• Define project goals & scope – Ensure that your objectives align with business priorities.

• Outline tasks & deliverables – Break down work into manageable steps using task management tools.

• Allocate resources effectively – Assign roles, track project data, and ensure marketing and sales teams have the right marketing access.

• Identify risks & dependencies – Use HubSpot workflows and automation to prevent bottlenecks.

• Set timelines & milestones – Keep your team on schedule with Gantt charts and structured plans.

Execution Phase

The execution phase is where all the planning pays off. This is when you put your project management strategy into action, ensuring that tasks are completed on time and according to plan. It’s typically the longest and most dynamic stage, requiring strong coordination, real-time updates, and effective resource management.

As a project manager, your job is to ensure that the project team follows the roadmap, meets milestones, and overcomes challenges along the way. You’ll be responsible for tracking project tasks, addressing roadblocks, and keeping communication clear across teams. This is also when you’ll regularly update your CEO and other stakeholders on project progress, deliverables, and potential risks.

How HubSpot for Project Management Supports Execution

Using HubSpot for project management during the execution phase ensures seamless collaboration, automation, and tracking. HubSpot Projects helps teams manage and complete individual tasks efficiently while maintaining visibility across the entire project lifecycle.

With HubSpot integration and HubSpot workflows, you can:

✅ Assigning tasks to the right team members and tracking real-time progress.
✅ Use custom field mappings to sync HubSpot data for better project visibility.
✅ Leverage Kanban boards and Gantt charts to monitor workflow and adjust strategies.
✅ Automate task reminders using specific HubSpot triggers to keep the team accountable.
✅ Collaborate in one system by integrating marketing, sales, and customer service efforts.

Key Considerations During the Execution Phase

• Resource Allocation – Ensure that your team has access to the right tools and support.

• Time Tracking – Monitor progress with built-in time logs to manage workloads efficiently.

• Stakeholder Communication – Keep everyone updated through structured reports and HubSpot data dashboards.

• Process Optimisation – Use HubSpot workflows to automate repetitive tasks, saving time and effort.

• Issue Resolution – Stay on top of bottlenecks and risks before they impact the project timeline.

Monitoring and Evaluation

The monitoring and control phase is where you ensure that your project stays aligned with its objectives. This stage plays a crucial role in identifying potential roadblocks, tracking progress, and making real-time adjustments to meet deadlines and maintain quality. Without proper monitoring, even the best-planned projects can veer off course.

By continuously evaluating project tasks, deliverables, and overall workflow, you can quickly spot inefficiencies and correct them before they impact the final outcome. Whether you're working on a marketing project or a complex business initiative, monitoring and evaluation ensures everything runs smoothly and meets stakeholder expectations.

How HubSpot for Project Management Enhances Monitoring & Evaluation

Using HubSpot for project management simplifies tracking and performance assessment. With HubSpot Projects and HubSpot integration, teams can monitor progress, analyse HubSpot data, and automate performance reports.

✅ Track progress with Kanban boards and Gantt charts for real-time visualisation.
✅ Automate reports using HubSpot workflows to generate updates on key metrics.
✅ Use structured lists and custom field mappings to categorise and analyse project insights.
✅ Monitor project details with historical syncing to compare past and present performance.
✅ Trigger automated alerts when a HubSpot deal reaches a milestone or deadline.

Key Considerations in the Monitoring & Evaluation Phase

• Performance Tracking – Regularly assess whether the project team is meeting objectives.

• Stakeholder Feedback – Collect input from team members and stakeholders for process improvement.

• Budget & Timeline Review – Ensure the project stays within scope and budget constraints.

• Risk Management – Identify challenges early and implement corrective measures.

• Productivity Optimisation – Use task management tools to streamline efforts and increase productivity.

Closing Phase

The closing phase is where you officially wrap up all project activities, ensuring everything is completed, documented, and reviewed. While it may seem like just an administrative step, this phase is crucial for learning, future improvements, and ensuring a smooth transition to the next initiative.

At this stage, project managers conduct final reviews, assess project deliverables, and confirm that all project tasks are completed. This is also when teams gather feedback, document lessons learned, and ensure that all project data is stored for future reference.

How HubSpot for Project Management Simplifies Project Closure

Using HubSpot for project management can make closing a project seamless and organised. With HubSpot Projects, you can:

✅ Document final project details in structured lists for easy access.
✅ Use HubSpot workflows to automate post-project reports and feedback collection.
✅ Leverage HubSpot integration to sync data across tools, ensuring nothing gets lost.
✅ Assign follow-up tasks to wrap up loose ends and transition into the next project.
✅ Analyse project performance using Gantt charts and Kanban boards.

Key Activities in the Closing Phase

• Final Project Review – Confirm that all tasks, including individual tasks, are completed.

• Stakeholder Feedback – Gather input from team members and clients for process improvements.

• Lessons Learned Documentation – Identify what worked well and what can be improved.

• Data Storage & Reporting – Ensure HubSpot data is securely stored for future reference.

• Handover & Transition – If the project leads into another, ensure a smooth handoff.

Setting Up HubSpot for Project Management

Creating a Project in HubSpot

Getting started with HubSpot for project management is simple. Head to the HubSpot portal, navigate to the Projects tab, and click “Create a Project.”

Fill in the project details, including the project name, description, and deadline to keep everything organised. You can also define the scope and objectives to align your project team.

Assign project tasks to team members and set priorities. Use project templates to streamline recurring projects and ensure consistency.

Leverage HubSpot integration to sync data across your CRM, marketing, and sales tools. This ensures project managers have access to real-time updates.

Organise your team’s work using structured lists, Kanban boards, or Gantt charts for better task management. Visualising project progress helps keep everyone on the same page.

With HubSpot workflows, you can automate task assignments and use specific HubSpot triggers to update statuses. This eliminates manual follow-ups and increases productivity.

Take advantage of custom field mappings to track project data and ensure everything aligns with your business needs.

Managing projects with HubSpot means having one system that integrates seamlessly with your workflow, helping you save time and collaborate efficiently. 🚀

Managing Project Templates

HubSpot for project management comes with pre-populated project templates to guide you through any marketing project. These templates simplify planning and execution.

You can also create custom project templates based on past successful projects. This allows you to replicate wins and maintain consistency across campaigns.

With HubSpot integration, you can push a custom template to another HubSpot portal. This is great for agencies managing multiple clients.

Using project templates helps teams save time by eliminating repetitive setup tasks. It ensures a structured approach to every project.

Templates also support custom field mappings, making it easy to track project data and align it with your business goals.

By standardising your workflow, project managers can ensure that every team follows best practices, increasing productivity and efficiency. 🚀

Setting Up Project Tasks and Details

Creating and managing project tasks in HubSpot for project management is simple. Navigate to the Project Tasks page and click “Create a Task.”

Enter the task details, including the task name, description, and deadline to ensure clarity and organisation. Keeping tasks well-defined helps teams stay on track.

Assigning tasks to team members ensures accountability. You can also set priorities and dependencies to streamline workflows.

Use structured lists, Kanban boards, or Gantt charts to visualise project progress and keep everyone on the same page.

With HubSpot workflows, you can automate task assignments based on specific HubSpot triggers. This reduces manual work and increases productivity.

Track individual tasks in real time using HubSpot integration with other project management tools. This ensures seamless collaboration.

By structuring project details effectively, your project team can work more efficiently, meeting deadlines and delivering quality results.

Using HubSpot’s Project Management Features

Reviewing Project Tasks and Progress

In the All Tasks tab, you can review every project task created within HubSpot for project management. This gives you a centralised view of all ongoing work.

Each task displays its associated project below its name, making it easy to track project details and manage tasks effectively.

By organising tasks within structured lists or Kanban boards, project managers can ensure that every team member stays on the same page.

You can also filter tasks based on deadlines, assignees, or project status, helping you prioritise and keep projects on schedule.

Using HubSpot workflows, you can automate task updates, ensuring that progress is tracked in real time without manual follow-ups.

With clear visibility into task management, teams can quickly identify bottlenecks, adjust deadlines, and increase productivity.

Managing Project Dependencies

HubSpot Projects doesn’t have a built-in task dependencies feature, but there are ways to work around this for better task management.

One option is to manually flag dependencies in your individual tasks by adding notes or labels to indicate which tasks rely on others.

You can also use the "Task Dependencies" feature in HubSpot workflows to link tasks together and create a more structured flow.

For complex project management, integrating HubSpot with other project management tools like Asana or Trello can help visualise task dependencies using Gantt charts or Kanban boards.

By managing dependencies effectively, your project team can stay on track, avoid bottlenecks, and increase productivity.

Tracking Time and Invoicing

HubSpot for project management doesn’t include a built-in time tracking feature, making it challenging to track billable hours accurately.

Without a dedicated project management tool for time tracking, businesses may struggle to manage invoicing as they scale.

To overcome this, you can integrate HubSpot with third-party time tracking and invoicing tools like Harvest, Toggl, or QuickBooks.

These HubSpot integrations allow you to log hours, automate invoices, and ensure that every project task is billed correctly.

By using the right project management tools, you can streamline time tracking, avoid revenue leakage, and improve financial control.

Document Sharing and Collaboration

HubSpot for project management makes team collaboration seamless with mentions (e.g., “@JohnDoe”) to notify team members instantly.

Just like Asana and PSOhub, this ensures smooth communication, helping teams stay on the same page and increase productivity.

Make sure notifications are enabled so no one misses important project details or updates.

You can also attach project data, reports, or other files directly to individual tasks or within the project details section.

This keeps all relevant project templates and documents in one place, making it easier to manage projects effectively.

Integrating HubSpot with Dedicated Project Management Tools

Benefits of integrating with a dedicated project management tool

Connecting HubSpot for project management with a dedicated project management tool helps streamline workflows and enhance task management.

It ensures team members stay accountable by tracking project progress in real time.

A comprehensive project management solution offers advanced features like Gantt charts, Kanban boards, time tracking, and task dependencies.

HubSpot integration supports custom field mappings, ensuring seamless syncing of HubSpot data with other tools.

With a two-way sync, you can align HubSpot projects with your preferred project management tools, improving efficiency and saving time.

Top project management tools that integrate with HubSpot

Asana

Asana is a powerful work management platform designed to help teams organise, track, and manage work across various departments.

The HubSpot integration enables a one-way sync, allowing teams to automate project tasks using HubSpot workflows.

While Asana isn’t a dedicated project management tool for HubSpot, it enhances task management and collaboration for project managers.

Trello

Trello is a visual collaboration tool that helps teams organise and prioritise projects using boards, lists, and cards.

The HubSpot integration enables a one-way sync, making it easier to track project tasks and manage workflows.

While it’s not a comprehensive project management solution, Trello is great for teams that prefer a Kanban board approach to managing their work.

Scoro

Scoro is a professional services automation (PSA) tool that combines project management, resource management, time tracking, and billing in one system.

Unlike some other tools, Scoro integrates seamlessly with HubSpot, offering a two-way sync to keep project data, tasks, and client details up to date across both platforms.

This makes it a powerful choice for businesses looking for a more advanced and automated project management solution within HubSpot’s ecosystem.

Kantata

Kantata is a professional services automation (PSA) platform that provides project management, resource management, financial management, and reporting features in one unified system.

It integrates with HubSpot, enabling a two-way sync of data, ensuring that project tasks, resource allocations, and financial insights remain aligned across both platforms.

For teams needing deep visibility into project performance and resource utilisation, Kantata is a great choice within the HubSpot ecosystem.

Monday

Monday.com is a versatile project management platform that helps teams plan, track, and execute projects efficiently.

It offers Gantt charts, Kanban boards, and calendars, making it easy to visualise project progress and manage tasks.

With HubSpot integration, Monday.com supports a two-way sync of data, ensuring seamless collaboration between sales, marketing, and project teams.

Airtable

Airtable is a cloud-based database that combines the functionality of a spreadsheet with the power of a relational database.

It helps teams organise project data, track progress, and collaborate in real time using customisable templates and views.

With HubSpot integration, Airtable allows for a two-way sync of data, making it easier to manage projects and automate workflows seamlessly.

Choosing a Comprehensive Project Management Solution

Evaluating project management tools for HubSpot integration

When choosing a project management tool for HubSpot integration, consider factors like ease of use, email accessibility, customer support, and flexibility.

Look for tools that are intuitive, provide helpful tutorials, and offer strong customer support to help with setup and troubleshooting.

Assess whether the tool meets your business’s unique needs, such as task automation, reporting, and workflow customisation.

Prioritise tools that offer seamless two-way sync with HubSpot data to ensure smooth project execution and tracking.

Considerations for selecting a project management tool

Consider the size and complexity of your projects, as well as the number of team members and stakeholders involved.

Think about the features and functionality you need, such as Gantt charts, Kanban boards, time tracking, and task automation.

Evaluate how well the tool integrates with HubSpot and other software your team relies on for seamless project management.

Best Practices for Effective Project Management

Streamlining Your Workflows

Use a project management tool to organise tasks, track progress, and minimise manual work.

Automate repetitive tasks and set up workflows to improve efficiency.

Regularly monitor your project timelines to identify and resolve bottlenecks before they cause delays.

Increasing Team Productivity

Leverage a project management tool to keep your team aligned and boost productivity.

Assign clear tasks with deadlines and responsibilities to ensure accountability.

Use reporting and analytics to track performance and optimise workflows for better efficiency.

Keeping Team Members Accountable

Use a project management tool to assign tasks, set deadlines, and track progress in real time.

Clearly define goals and expectations so every team member understands their responsibilities.

Leverage reporting and analytics to monitor performance and address any inefficiencies.

Overcoming Limitations of HubSpot Project Management

Using Workarounds for Missing Features

Expand HubSpot’s project management capabilities by integrating it with third-party tools.

Use tools like Asana, Trello, or Monday for advanced task management and time tracking.

Integrate invoicing solutions to manage billing and financial tracking seamlessly.

Leveraging HubSpot’s API for Custom Integrations

HubSpot’s API allows businesses to enhance their project management capabilities by connecting HubSpot with other tools and platforms.

By using the API, you can automate repetitive tasks, such as assigning tasks based on specific HubSpot triggers or updating project details when a HubSpot deal reaches a certain stage.

Custom integrations enable businesses to create structured lists, manage project data, and sync project tasks with external project management tools.

The API also supports custom field mappings, allowing you to tailor HubSpot’s project management features to your team’s unique workflow.

With historical syncing, you can ensure all past project data remains accessible, helping teams stay on the same page and increase productivity.

Using the API, you can establish a two-way sync with dedicated project management tools, making it easier to track progress, collaborate, and streamline workflows.

For businesses looking for a comprehensive project management solution, leveraging HubSpot’s API ensures that all project-related information is centralised within one system, saving time and improving efficiency.

If your project management needs go beyond HubSpot’s native capabilities, custom API integrations can help bridge the gap by providing additional functionality and automation.

Conclusion

Recap of using HubSpot for project management effectively

HubSpot Project Management is a valuable tool for small businesses and marketing teams, offering built-in features to streamline workflows and enhance collaboration.

With project templates, task management, and document sharing, teams can stay organised and ensure projects are completed on time.

However, HubSpot lacks certain advanced project management features, such as time tracking and invoicing, which may require third-party integrations.

To overcome these limitations, businesses can leverage HubSpot’s API, custom workflows, and external tools to enhance functionality.

Integrating with dedicated project management platforms like Asana, Trello, or Monday can help businesses manage complex projects more efficiently.

By using automation, tracking progress, and keeping team members accountable, HubSpot can still serve as a central hub for managing projects effectively.

For businesses that need more advanced project management capabilities, combining HubSpot with other tools ensures a seamless and efficient workflow.

Future of project management with HubSpot

The future of project management with HubSpot looks promising as the platform continues to evolve with new features and integrations.

HubSpot is actively enhancing its project management capabilities, aiming to provide more advanced tools for workflow automation, collaboration, and reporting.

With increasing demand for seamless integrations, HubSpot is likely to expand its compatibility with dedicated project management solutions.

Artificial intelligence and automation will play a bigger role in optimising project workflows, helping teams stay productive with minimal manual effort.

As HubSpot refines its project management features, businesses can expect greater customisation options to tailor workflows to their unique needs.

For project managers, staying updated on HubSpot’s latest developments and best practices will be key to leveraging the platform’s full potential.