Finding the Right Fractional HubSpot Admin
Using HubSpot can be complicated. That may be shocking – but it is simply something we all need to accept. Luckily the HubSpot ecosystem is filled with experts who can help you get things done in HubSpot in a variety of different ways. One of the more innovative ways this is being done is through fractional admin services. So let's talk about them.
What is a Fractional Admin Service?
Fractional Admin sounds complicated but is actually pretty simple. It is a service where you pay for the time of a HubSpot Expert to work on your account and help you complete tasks you normally cannot. You can send in your tasks to your admin and they work to complete them on your behalf.
Very simply, they are a way for you to get things done without having to do them yourself. you can outsource the work while still being in complete control over the strategy.
Why Would You Use One?
There are a lot of reasons why you would use a fractional HubSpot admin service, but one of the most important ones is cost. It can be very expensive to recruit and train a HubSpot admin for your team. It is a large commitment to decide that you need a person whose entire job is dedicated to making sure that your HubSpot instance works well for you. While this person will make your life easier, a lot of companies do not have the amount of steady work required to justify adding that position. A fractional HubSpot admin can step in and be the middle ground you need to meet your needs. You will have access to a HubSpot expert without having to worry about hiring and training that person. Instead, you can focus on what needs to get done and how you are going to do it. It allows you to bootstrap up your team quickly with extra hands.
Another reason is much simpler, you have a job you are already doing and your time is valuable. You have to focus on a lot of different things in your day and it is very likely that diving into the minutia of HubSpot is low on that list. While all the tasks may be necessary, your doing them is not. Having some help will allow you to multiply your effectiveness by removing mental load from your daily operations.
What should I look for in a Fractional Admin Partner?
The most important factor in determining your success with a fractional admin service is understanding who your partner is and what they are capable of. Your final decision will rely on what you think about the potential partner, but there are some things you should be on the look out for.
1. Where they source the work from
There are a ton of tools and systems out there that make getting work done easier. Things like AI and outsourcing can bring down the cost of the work being done, but they do not guarantee good results. It is very common for companies to outsource work to other countries and not care about the results that come through. AI is similar. You need to remember that the discussion around how AI can replace the work of a lot of jobs is a lot of marketing speak wrapped around an aspirational idea. AI cannot determine if what it is doing is right, just if it follows the appropriate patterns. It can generate working code and text, but that is far from a sure thing.
No matter how the partner does the work, you need to monitor what you are getting back, especially in the beginning. It only becomes harder to remove something from your workflow the longer you use it so you need to be sure from the beginning that they are providing what you need at a quality you can trust. The ideal situation for any fractional admin is that they can take your requests and turn them into a finished task with minimal input from you. If you aren't seeing progress on that front early, you may need to look for another partner.
2. What services they cover
When looking for support you will quickly see that there are a ton of different options for you. You can have people who specialize in CRM management, development, portal customization, or any number of other options. It becomes important for you as the client to review how you are currently working and what tasks you would need to get done regularly. Doing this allows you to align the solution you are looking for with your needs and will increase the chance that you accomplish the goals you set out to do. It also has the added benefit of ensuring you are only paying for the things that you need.
3. How they Manage tasks
You need to ask any fractional admin provider how they manage the task queue. The answer to this question can tell you a lot about how your relationship with the provider will go. They should have a system that makes it easy for you to track what tasks you have open and how far along they are. This can be done through something as simple as a Google Sheet or by using dedicated project management software. Learning about their process will give you some insight into how they work and what your partnership will look like.
While it is not a guarantee that a very organized provider does good work, it does tend to correlate. the old adage, you get what you pay for, comes into play. If a company cannot explain to you how it keeps its tasks on time and in order, then it is most likely worth going elsewhere.
4. How they package their services
After you have checked out the company it is time to pay for the services. You are going to want to be aware of how the company packages services so you can do some long-term planning. There are a few different options for how they sell their services. Some operate on a one size fits all model while others charge you by the task or hour. Understanding how your account is structured will allow you to get the most out of it. You can find the solution that matches best to your needs and budget so that you will be crushing HubSpot tasks in no time.
How do we know so much about fractional admin? That's easy! HIVE Hub is a fraction HubSpot admin service that has been operating for years. We have a lot of experience in how to provide strong service while getting things done in HubSpot. If you are interested in trying out a fraction admin service you can book a call with me to hear more about the program, or sign up for a seven day free trial here.