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How do I spend more time selling and less time on admin?

Maria watched her best sales rep spending hours updating the CRM, scheduling meetings, and writing follow-up emails. "These are our closers," she thought, "but they're spending most of their time on admin work." As Sales Operations Manager, she knew something had to change.

Beyond Basic Time Management

Today, Maria's team spends 80% of their time actually selling. "We didn't just shift the admin work," she explains. "We reimagined how it gets done." Using HubSpot's automation tools, they've created what she calls "invisible admin" - work that happens automatically while reps focus on relationships.

The Productivity Breakthrough

The transformation began when they tracked how reps spent their time. The biggest time-drains weren't what they expected:

  • Copying meeting notes between tools
  • Following up with prospects who went quiet
  • Updating deal stages and forecasts
  • Scheduling and rescheduling meetings

Making Time for What Matters

One success story stands out. Their top rep, John, was spending two hours daily on follow-ups. Now, he uses sequences that automatically adapt based on prospect engagement. "The emails feel personal because they are personal," Maria explains. "The automation just handles the timing and tracking."

The Invisible Admin Framework

Maria's team developed a simple approach to automation:

First, Make it Automatic Email tracking, meeting scheduling, and data capture happen without rep intervention.

Then, Make it Smart Workflows update deals, trigger follow-ups, and alert teammates based on actual customer engagement.

Finally, Make it Personal Reps focus on adding the human touch where it matters most.

Real Impact, Real Results

"My favorite metric isn't just time saved," Maria shares. "It's the increase in meaningful customer conversations." By automating the routine, her team has more time for strategic discussions that move deals forward.

Key improvements:

  • Meeting scheduling time dropped from 25 minutes to 2
  • Follow-ups happen automatically while staying personal
  • CRM stays updated through automatic capture
  • Reps focus on relationships instead of record-keeping

Your Path to Productivity

Start by asking: Where do your reps spend time that doesn't directly impact sales? Let these insights guide your automation strategy.

Remember: The goal isn't to automate everything - it's to free up time for what matters most.

Need guidance on maximizing your team's selling time? Your HubSpot representative can help you build a productivity strategy that works for your team.