In a recent SmartBug on Tap episode, host Alexandra Whitmore, our VP of Sales, and guest Casey Peddicord, Senior Director of Channel Sales, discussed how to shift a customer relationship management (CRM) system's purpose from a simple reporting tool to a revenue-generating engine. The conversation explored the difference between merely using a CRM versus actively optimizing it, and outlined how platforms like HubSpot can help unify sales, marketing, and recruiting efforts to drive growth.
Today, we use their discussion as a jumping-off point to dig into ways that staffing firms can combat common challenges, including:
- User resistance
- Low data quality
- Manual workarounds
- Lack of integration
So, why do so many staffing firms struggle with CRM adoption and usage? Below, we outline five common pain points for these organizations and how HubSpot can help save the day.
Table of Contents
Pain Point No. 1: Recruiter and Sales Rep Adoption Is Low
With so much data going in and out, it’s not unusual for a CRM to become little more than a “data dump” or compliance checkbox. Eventually, recruiters and business directors avoid using it altogether because it feels clunky or irrelevant. As a result, notes and follow-ups end up in disparate spreadsheets, or, worse, are not tracked at all.
How HubSpot Helps
A customizable, user-friendly interface makes HubSpot a system recruiters and sales reps actually want to use. Not only does it offer native Gmail and Outlook integrations to log emails and calls, but it’s also available as a mobile app and Chrome extension for on-the-go convenience.
Pain Point No. 2: No Visibility into Candidate or Client Journeys
Lack of visibility across the lifecycle is another challenge staffing firms face when developing their CRM strategy. Handoffs from the sales team to recruiting to client delivery are fragmented. As a result, both staff and clientele suffer. With no centralized timeline of interactions or context for follow-up, leadership can’t see what’s happening in real time.
How HubSpot Helps
HubSpot’s features support unified contact and company records with activity timelines for maximum visibility. Plus, deal pipelines, task queues, and workflows are easily customized for specific staffing use cases. Custom reporting dashboards show the full journey from lead to placement.
Pain Point No. 3: Disconnected ATS and CRM Systems
Within a firm, data often lives in silos: client interactions are stored and managed within the CRM, and candidate interactions are located in the applicant tracking system (ATS). This causes teams to duplicate efforts and miss opportunities because there’s no shared, single source of truth for the business.
How HubSpot Helps
HubSpot’s flexible APIs and middleware allow bidirectional sync with popular ATS tools. Additionally, SmartBug supports HubSpot integrations that keep recruiters and sales aligned without the need to overhaul or switch the ATS. The resulting shared, accessible data improves team collaboration and accelerates placements.
Pain Point No. 4: Follow-Ups Fall Through the Cracks
How do you keep leads warm? All too often, leads go cold because there’s no follow-up automation or task triggers. The consequence is recruiters forget to check in with candidates, and sales team members miss the ideal time to reengage clients.
How HubSpot Helps
A sales platform like HubSpot offers sequences and workflows for automated email follow-up and task creation. Task queues keep reps and recruiters on track, and lead scoring helps prioritize high-intent contacts.
Pain Point No. 5: Reporting Is a Nightmare
If reports live in spreadsheets or require manual data pulls from multiple tools, there’s no way for teams to confidently track performance, lead source ROI, or pipeline health. Without the necessary data-backed insights, leadership cannot optimize sales and recruiting operations.
How HubSpot Helps
Through custom dashboards for pipeline, candidate flow, recruiter activity, and deal velocity, HubSpot makes reporting a breeze. The interface comes complete with source and campaign attribution—great for marketing-supported business development teams. These advanced reporting features provide real-time visibility into what's working and what’s not.
Take Control of Your Staffing Firm’s CRM
If your CRM feels more like a data graveyard than a growth engine, it’s time for a reset. Staffing firms of all sizes have made the switch to HubSpot and are seeing quick results. It doesn’t have to involve an entire CRM overhaul, and migration can be completed in as little as a few weeks.
Reach out to the HubSpot pros at SmartBug Media to discuss how we can facilitate adoption, administration, and workflow automation.
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