Operational Excellence with HubSpot and ClickUp at Frame Offices

Frame Offices creates inspiring workplaces, meeting rooms and offices at prime locations across the Netherlands. From locations including Rotterdam, The Hague and Amsterdam, they offer entrepreneurs and professionals a place where hospitality, efficiency and flexibility come together. Their mission is to let entrepreneurs and teams flourish in an environment that moves with their ambitions. Behind this seamless experience is an organisation that works continuously on improvement, so that every process from quote to delivery runs just as professionally and personally.

Home
Cases
Operational Excellence with HubSpot and ClickUp at Frame Offices

HubSpot configured for day-to-day operational processes

Synchronisation between HubSpot and ClickUp

One central way of working for sales and operations

About Frame Offices

From fragmented information to a clear whole

Strengthening the foundation

The collaboration between Frame Offices and Addmark started with a clear challenge: how can we strengthen the collaboration between sales and operations by setting up processes more intelligently? In the first phase, we mapped out all work processes, data flows and dependencies. This resulted in a blueprint that captured the ideal collaboration between teams and systems. Based on that blueprint, we reconfigured HubSpot, fully aligned with the way Frame Offices works day to day. The different phases within the sales flow were redefined and the internal communication flows were optimised. This way, information always reaches the right person at the right moment. As a result, HubSpot is no longer just a CRM, but the backbone of the commercial and operational organisation.

Connecting more intelligently

From separate systems to one working ecosystem

To streamline processes further, we developed an integration between HubSpot and ClickUp. Thanks to this integration, deal data is automatically shared between both systems, so sales and operations always work with the same up-to-date information. This prevents duplicate work, increases efficiency and ensures projects can be followed up immediately once a deal changes status in HubSpot. After the technical implementation, training sessions followed for both the sales and operations teams. During these sessions, employees learned not only how HubSpot and ClickUp communicate with each other, but especially how to use the new way of working to make their daily tasks faster and clearer. The result is one uniform way of working in which structure, insight and collaboration come together. With this, Frame Offices has taken an important step towards even better Operational Excellence.

Approach

A strategically structured onboarding

With a strategic approach, we ensure the onboarding of the HubSpot platform runs smoothly and successfully, focusing on first impact. Within a maximum of 90 days, you and your team can get started with HubSpot to make the first impact with the resources you have available. How do we do that? We explain it in 5 clear steps.

We start by understanding your business and processes. We don’t opt for a plug-and-play approach, but a tailored strategy combined with best practices around the use and setup of HubSpot. We translate this whole story into an overall outline, choosing an ideal setup across the entire area of marketing, sales and service. This gives us a clear picture with a point on the horizon, while you get a defined project plan per component.

Data is valuable, but only if it’s clear and usable. As part of, and following on from, the Strategy Mapping, we work together to build an overview of the fields and, where relevant, Custom Objects that are valuable for your business. We also make sure these are as ‘dummy proof’ as possible. This means we more often choose data fields with dropdown select, multiple checkbox or other fixed options rather than open text fields.

HubSpot offers a lot of possibilities, but only when it’s properly set up does the platform start working for you instead of against you. We set up the right pipelines, build smart marketing tools and workflows, and take manual tasks off your hands. We also add dashboards and reports for real-time insight. But we go beyond the basics: we connect HubSpot to existing systems, so everything works together smoothly. The result? A powerful and efficient platform.

Before we go live, we test everything down to the last detail. From data transfer to the workings of automations, forms and reports: everything is carefully checked. We do this together with you, so feedback can be processed immediately. This also ensures HubSpot connects perfectly with day-to-day practice. It’s obviously bad for adoption if a lot of changes still need to be made once the platform goes live.

A good system is only truly valuable if everyone can work with it. That’s why we provide practical, hands-on training in which users learn how to use HubSpot effectively straight away. We provide clear explanations, concrete examples and practical tips, so the transition runs smoothly and the system is used to its full potential. We remain available for questions and actively think along about improvements. Of course, it only really begins once onboarding is complete. This way, we get the most out of HubSpot, both today and in the future.

"We start by understanding your business and processes. We don’t opt for a plug-and-play approach, but a tailored strategy combined with best practices around the use and setup of HubSpot. We translate this whole story into an overall outline, choosing an ideal setup across the entire area of marketing, sales and service. This gives us a clear picture with a point on the horizon, while you get a defined project plan per component."

Ewoud Mosterd Frame Offices