Next Steps: How to Customize your CRM
Now that you’ve established your HubSpot account, let’s dive into how to customize the CRM to fit your job search needs.
Often during the job search students tend to run into one or more of the following challenges:
We don’t know what to do after gathering contacts.
We forget important conversations, documents, or actions needed to take to get further with a company in the recruiting process.
We lose important emails or miss them completely.
And the list continues...
The goal of developing your CRM strategy is to eliminate those challenges and let the software do it for you! Think of yourself as a salesperson, once you’ve identified potential customers, you learn more about who they are, their needs, wants, and desires, and establish a series of touches to stay in contact to move them through a series of stages until they buy. Same principles apply in the job search.
Each stage in the job cycle has a unique purpose designed to maximize your job search progress and make job searching EASY!
Let’s take a look at how each stage works.
Stage 1 - Research
Do you know what jobs are out there?
Do you really understand the industry you’re looking to be a part of?
Research focuses on identifying all of the opportunities your career has to offer and what businesses interest you. Whether you start online or at a job fair take the time to research companies that spark your interest. Whether they stand for something you are passionate about or provide consumers with an amazing product, as you look at potential employers think about what qualifying factors would make you want to work for a business. Then, start entering those companies and contacts into your CRM. HubSpot’s auto populate feature will automatically fill in information about that company once you enter their name and domain name. Then all you have to do is fill in the blanks! Click here to walk through how to add contacts and organizations.
After entering your organizations and contacts make sure they are linked to one another. This is very important as you go through the job search process. Linking your contacts to their business allows you to see conversations and activities that have occurred as a whole without having to go into each contact/company individually. Click here to learn how to link them.
Here is what your screen should look like when adding contacts or companies:
Gathering & Organizing
Stop. Take a look at your contacts. What information do you need to collect beyond just their name, organization, and contact information? Take a minute and list out all of the information you need to know about an organization and your contact before sending them your resume or applying for a job.
When does it become too much information?
Don’t gather information for information’s sake. Think about how you will use the information. You need to understand the role your contact plays in decision making, who’s should be your primary contact, then find their contact information.
Did you list any additional items such as...
Sometimes we don’t know what fields we need until we start going through the process. Our recommendation is to start thinking about what information you need to keep in this convenient spot so you can make decisions about your future career. You can always add more later. Start out by adding the fields mentioned above and any other's you've thought of along the way.
HubSpot will walk you through step-by-step on how to create these custom fields.
Create Custom Properties to store your data
The next step in the set-up process is to create custom properties for your data. HubSpot CRM stores the details about your contacts in “properties” or “fields”. The CRM comes with several standard properties (e.g. phone number, city, etc.) to get you started, but you can create custom properties that are more relevant to your specific purpose. There are a few steps you need to follow in order to create the custom properties. First, you need to navigate to settings and then select properties from the left sidebar menu. From here,
you click the relevant object type tab contact properties, company properties, or deal properties. Please see Figure 2 for a picture of what this should look like. Click create a property, and then add your label to name your property (an internal name should populate). Next, select the field type and finally click create to finish.
In the next segment, CRM Customization & Strategy, you start to develop custom fields for your job search.
Gathering information and adding fields build the framework for your job search. Now we’re going to dive into how to use the CRM to track your job search progress for each business you’re talking to and learn how to prioritize them.
Deal Stages are what makes the entire system function; they track the status of your job search (or deal) visually for each company you’ve shown an interest in to prioritize which company you have the best chance of getting an offer from. The closer your company is to JOB WON the higher a priority it becomes.
Click here for instructions detailing how to create your deal stages.
We’ve created templated deal stages for you below based on the CRM Job Cycle to keep it simple. Customize your deal stages in HubSpot by following these instructions. When reading through the instructions IGNORE the weights and adding a new pipeline, you want to edit the Sales Pipeline already available.
Now that you’ve identified companies you want to pursue, create a deal for each company as shown below to add to your Research pipeline stage.
For step-by-step instructions click here.
Create Stored Filters
Saved filters can be created within contacts, companies, deals, and task objects. This happens within your contacts database. Therefore, the first step in completing this would be to navigate to contacts. Then from the left sidebar, click + add filter. Then, choose the properties and criteria that you wish to use for segmentation.
For example, you can segment based on state/region and number of emails opened. You can add additional filters by clicking + add filter again.
Please see Figure 4 for a picture of what this screen should look like.
After adding your filters, you have the option of creating a new saved filter and exporting your list of contacts. In order to create a new saved filter, click save. Give a new name to your new view, decide if you would like for it to be private or shared, and then click save again. If you would like more information about saved filters, please click here.
In order to export your list of contacts, please click the options dropdown and select export.
PLEASE NOTE: It is currently not possible to use the same property for more than one filter or to use more than one criteria for a single property when creating a filter.
Configure your HubSpot CRM settings
If you are working with a team, this step is important. If not, skip it.
The next step will be to configure your HubSpot CRM settings. Once you’ve added your users and uploaded your data to the CRM, it’s time to manage your portal defaults and configure your CRM settings. The first step creates the default properties. The settings portal defaults to you as the admin to dictate which properties will appear for all users in the about section, on contact, company, or deal records, as well as in the dialog box when you create a new contact, company, or deal. Therefore, you need to navigate to settings, choose contacts and companies, or deals (within the sales option in the left side menu). Please see Figure 5 for a picture of what this screen should look like. Then, click manage next to set the properties your team sees on contact record or set the properties your team sees when creating contacts. In the dialog box, search or browse for properties you’d like to add and check the box next to a property to add it to the selected properties column. Click on the far left side of a property in the selected properties column and drag to rearrange the properties. Then you just need to click save changes. Users can also set user-specific properties to appear in the about section of records and in the dialog box when creating new records and in the dialog box when creating new records. For more information on this, click here.
The next step in configuring your HubSpot CRM settings is to set your time zone. To set the time zone for reporting in your accounts, navigate to settings and select account defaults in the left side menu. Locate the time zone dropdown menu to make your changes. The final thing to be done is to set your deal currency. The currency symbol that appears before your deal amounts in the CRM can be customized under settings and then under account defaults. Locate the currency dropdown menu in order to make the necessary changes.
Stage 2 - Conversation
We’ve added custom fields and updated our deal stages, next we start using it!
In stage 2 we open up conversation between you and your potential employer. One nice feature HubSpot offers is their templated emails. Often, in the introductory stages of conversation our emails start to sound the same: “Hello [CONTACT NAME], I am contacting you in regards to…” Instead of writing new emails each time you start the conversation, come up with an introductory email template to make a great first impression to potential employers. Check out this video about creating customized, but personal, email templates.
CLICK HERE FOR STEP-BY-STEP INSTRUCTIONS TO CREATE EMAIL TEMPLATES
Stages 3-6 - Interview, Follow-Up, Job offer, and Job Won/Lost
After Stages 1 and 2 the rest is a piece of cake! The most important things to remember as you move through each stage are…
1. DO NOT move a deal into the next stage until the stage you are moving it to is complete. For example, you would not move deals in the Conversation stage to the Interview stage until you have an interview scheduled with that company.
2. Follow-up does not just happen on one stage but is a key component to all of the stages - ALWAYS follow-up, stay in contact, and stay in the front of their minds to show them you are serious about wanting that position.
Do you remember when we said using a CRM system will also help you keep track of important documents?
As you start to gather important documents and employment information from these companies, you can store these files under the organization in HubSpot so you NEVER lose them! Select organization and scroll to the bottom section titled “Attachments” and click upload.
For more tips and reminders as you move through the remaining stages, refer to the checklists on the following pages.