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Why Your Business Needs a CRM Administrator (1)

Why Your Business Needs a CRM Administrator

Bridget Pyne
Bridget Pyne
Why Your Business Needs a CRM Administrator
4:48

CRM systems can inspire fear or frustration—often because of poor governance. Without strategic management, it transforms from a powerful business tool into a chaotic data wasteland where processes crumble and productivity stalls.

Enter the CRM Administrator: the unsung hero of digital transformation.

In our recent Beyond The Hub podcast, HubSpot expert Gem Rugg-Gunn unveiled critical insights into why this role has become mission-critical for modern businesses. 

Here's what every business leader needs to know about effective CRM administration.

The Evolving Role of the CRM Administrator

Ten years ago, HubSpot was primarily a marketing platform. Today? It's the central nervous system of modern businesses, connecting everything from marketing and sales to service and operations. This evolution has transformed the CRM Administrator from a "nice-to-have" into an indispensable strategic role.

Think your team can manage without one? Here's what's likely happening behind the scenes:

  • Multiple departments creating duplicate properties (imagine having six different ways to record a job title)
  • Critical data falling through the cracks because no one's monitoring the system
  • Business decisions being made on the basis of inaccurate reports
  • Valuable features gathering dust because there's no one to implement them strategically
  • Rogue workflows making unwarranted changes
  • Teams working in silos, creating their own processes that don't align with the bigger picture

Need extra HubSpot help? Enquire about a Managed Service now.

The Benefits of a Dedicated CRM Administrator

With tools like HubSpot's Breeze Intelligence becoming mainstream, you might think automation will replace the need for human oversight. Think again. Your CRM Administrator becomes even more crucial, ensuring these tools enhance rather than complicate your operations. They:

  • Maintain a single source of truth for your data
  • Ensure teams have the right access levels (hint: not everyone needs to be a super admin)
  • Create automation that saves hours of manual work
  • Bridge the gap between departments, ensuring everyone's speaking the same digital language
  • Evaluate and implement new features that could transform the way you work

But all this isn't just keeping the lights on – it’s helping you prove a significant return on investment. A clean, accurate HubSpot CRM enables precision targeting and lead qualification, accelerates sales cycles, creates better customer experiences, and increases brand loyalty. So by providing strategic oversight, CRM Administrators don't “just” manage a CRM—they unlock potential for growth.

Looking for someone to manage your HubSpot for you? A Managed Service could be for you.

A Day in the Life of a HubSpot CRM Administrator

A typical day for a CRM Administrator involves a mix of technical and operational tasks. Far from a mundane role, these people are responsible for being the critical connectors between departments. A typical day might involve:

  1. System diagnostics—hunting down data inconsistencies, verifying complex integrations, and ensuring every digital touchpoint operates with accuracy.
  2. Fine-tune lead scoring models, optimising automation workflows, and creating seamless processes for teams to follow. 
  3. Being a crucial team enabler. Demystifying some of the complex CRM features through training and providing structure to new releases so you’re getting the most out of your investment. 
  4. Strategic analysis—diving deep into reports, identifying improvement opportunities, and researching what is missing. 
  5. Critical administrative tasks: managing user permissions, updating documentation, and taking on feedback from all the users.
  6. Uniting CRM teams: If you’re using your CRM as you should, you’ll have multiple teams working from the same platform. As a CRM administrator you might hold regular meetings with key stakeholders to ensure all needs are being met.

How to Find the Right CRM Administrator

Selecting a CRM administrator can be overwhelming - you need to find someone to balance technical skills with business understanding. To get started, make sure you look for someone who:

  • Understands your specific business processes and goals
  • Has proven experience with HubSpot
  • Can communicate complex technical concepts clearly to different teams
  • Will translate system capabilities into practical business solutions

If you struggle to find an internal candidate who meets these requirements, consider working with a HubSpot partner. Managed services can provide expert administration, they can handle portal management, and strategic configuration across a set number of days each month.

Remember: Your CRM isn't just a tool it's the digital backbone of your business. Isn't it time you treated it that way? And if you’re stuck on what steps to take next, talk to an expert.

Unlock the full potential of your portal!

Download our handbook to master the admin art of user permissions, maintain clean data, stay updated on product changes, and effectively configure your portal.

Whether you're new to the role or looking to refine your skills, this guide is essential for every HubSpot administrator.

Don’t miss out—gain valuable tools today!

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Bridget Pyne
Author Bio
Bridget Pyne

Bridget is an Marketing Manager at BabelQuest.

Download our Administrator's Handbook
HubSpot has evolved from marketing software to a comprehensive CRM platform with numerous tools, making purchasing and usage more complex. Download our guide now to get on top of it all.