HubSpot Tasks, Projects & Deals
HubSpot is our central operating system for managing relationships, acquisitions, projects, opportunities, and operational activities. If it is not documented in HubSpot, it did not happen.
Tasks
Every task is a single action item with one accountable owner and a due date. Shared responsibility is prohibited.
- Clear task name and description
- Due date required
- Assigned to one owner
- Linked to Contact, Company, Deal or Project
Projects
Projects are collections of related tasks organized around a common objective. Use the naming convention: PROJECT TYPE – LOCATION – YEAR.
Deals
Deals represent revenue opportunities, acquisitions, contracts, and strategic partnerships. If money is involved, it generally belongs in a Deal.
Pharmacy, DME, and home care acquisitions
Referral relationships, physician contracts, commercial opportunities
Joint ventures, partnerships, franchise opportunities
Required on every deal
- Deal name and owner
- Estimated value
- Current stage
- Expected close date
Update requirements
Update stage, value, close date, and notes at least once every seven days. No opportunity may remain idle without documented activity.
Acquisition pipeline stages
Notes & communications
Log all significant communications: calls, meetings, emails, site visits, and negotiations. Every note should include date, participants, summary, action items, and next steps.
Example note
"Seller provided tax returns. Awaiting bank statements. Follow-up scheduled for Friday."
Management reporting
Daily
Overdue tasks and critical projects
Weekly
Deal pipeline, project status, team workload
Monthly
Pipeline value, closed opportunities, acquisition progress, strategic initiatives
Accountability rules — do
0/5Accountability rules — do not
- Leave tasks without due dates
- Create duplicate deals
- Store important information outside HubSpot
- Close tasks without documenting outcomes
- Conduct material business without CRM documentation
The HubSpot Golden Rule
HubSpot is the official system of record for all customer relationships, acquisition activities, projects, tasks, and business opportunities within Good Shepherd Health Corporation. Failure to maintain records may result in missed opportunities, operational delays, and inaccurate reporting.