The Real Reason Your Team Resists HubSpot—And How to Fix It Fast

If there’s one thing we’ve learned at Real Inbound, it’s this: change is hard. As much as we love HubSpot and know its transformative potential for businesses, we also know that getting teams to embrace something new—especially a new platform—can be a real challenge. Resistance to change is one of the biggest hurdles when implementing any new system, and HubSpot is no exception.

But here’s the thing: your success with HubSpot depends on adoption. No matter how powerful the tool, it’s only as good as your team’s willingness to use it effectively. And that’s where resistance to change can create a huge barrier, leading to what we call the HubSpot Adoption Gap.

In this article, we’re going to tackle that resistance head-on. We’ll dive into why teams resist change, how you can overcome that resistance, and strategies we at Real Inbound have seen work time and again to get your team fully onboard with HubSpot.

Why Do Teams Resist Change?

Before we talk about how to overcome resistance, we need to understand where it comes from. Change resistance isn’t just about stubbornness or laziness. It’s often driven by deeper concerns, such as:

1. Fear of the Unknown: People are comfortable with what they know. When you introduce a new system like HubSpot, it can feel intimidating, especially if team members don’t fully understand what it is or how it works.
2. Loss of Control: New systems often come with new processes, which means people may feel like they’re losing control over how they do their jobs. This can lead to anxiety, especially if they’ve been working a certain way for years.
3. Increased Workload: There’s a common perception that learning a new system will be a time-consuming, difficult process, adding to an already overwhelming workload.
4. Lack of Belief in the Benefits: If your team doesn’t believe that HubSpot will make their jobs easier or more efficient, they won’t be motivated to adopt it. They might see it as just another piece of software, not something that will deliver real value.

So how do we overcome these challenges?

Step 1: Start with Why – Communicate the Vision

When you’re introducing something new, you need to start by communicating the why behind the change. This goes beyond saying, “We’re implementing HubSpot because it’s a good CRM tool.” You need to show your team how HubSpot will help them do their jobs better, how it aligns with the overall business vision, and what success looks like.

At Real Inbound, we always start by framing the conversation around the bigger picture. We explain how HubSpot isn’t just another tool—it’s a critical part of driving growth, improving efficiency, and making their lives easier.

How to Do It:

• Link to the Business Vision: Show how HubSpot ties into your company’s broader vision. For example, if your vision is to become a leader in customer service, explain how HubSpot’s tools can help deliver exceptional customer experiences.
• Explain the Benefits to Their Role: Don’t just talk about what HubSpot can do—talk about what it can do for each individual team member. Show how it will make their job easier, faster, or more efficient.
• Share Success Stories: Highlight other companies that have successfully adopted HubSpot and seen measurable improvements. Success stories build confidence.

Step 2: Involve Your Team in the Process

One of the biggest mistakes companies make when introducing HubSpot (or any new system) is dropping it on their teams without getting any input. This creates a sense of disconnection and amplifies resistance.

Instead, get your team involved early. At Real Inbound, we always recommend involving key team members in the decision-making and implementation process. When people feel like they have a say in how things are done, they’re more likely to embrace the change.

How to Do It:

• Create a Task Force: Assemble a small group of employees from different departments to be part of the HubSpot implementation task force. They can help test the system, offer feedback, and be champions of the change within their teams.
• Encourage Feedback: Regularly ask your team for input on the HubSpot setup and onboarding process. This makes them feel heard and helps you address any concerns before they become major problems.
• Assign Internal Champions: Identify a few key employees who can become HubSpot experts. These “champions” can help train others and answer questions, reducing the feeling of overwhelm.

Step 3: Make Training a Priority

One of the biggest contributors to resistance is the fear that learning HubSpot will be too difficult or time-consuming. And it’s true, learning a new platform can be challenging. But the key to overcoming this resistance is to make training a top priority.

At Real Inbound, we’ve seen time and again that the teams who receive proper, hands-on training are far more likely to embrace HubSpot than those who don’t. Training builds confidence, and confidence reduces resistance.

How to Do It:

• Customised Training Plans: Create role-specific training that focuses on how each team member will use HubSpot. For example, your marketing team needs to know about email automation, social media management, and content creation, while your sales team should focus on pipeline management and sequences.
• Ongoing Support: Training shouldn’t be a one-time event. Offer ongoing support, webinars, and Q&A sessions as your team continues to learn HubSpot. HubSpot is constantly evolving, so your training should too.
• Microlearning: Instead of overwhelming your team with hours of training at once, break it down into smaller, more manageable sessions. This way, employees can learn and apply one new feature at a time.

Step 4: Address Concerns Head-On

If there’s one thing we’ve learned at Real Inbound, it’s that ignoring concerns or brushing them off doesn’t make them go away. It only makes them grow. If your team has concerns about adopting HubSpot—whether it’s about losing control, extra workload, or difficulty learning the system—you need to address these concerns openly and honestly.

How to Do It:

• Open Communication Channels: Create a space where team members can voice their concerns. Whether it’s through surveys, one-on-one meetings, or team discussions, encourage your employees to express their thoughts.
• Acknowledge Their Concerns: Don’t dismiss or minimise the concerns your team has. Acknowledge them and show that you understand. Then, offer solutions or compromises. For example, if someone is worried about the time commitment for training, you could offer to spread the training over a longer period or allow flexible timing.
• Offer Reassurance: Remind your team that they won’t be left to figure things out on their own. Offer reassurance that they will receive the support, training, and time needed to master HubSpot.

Step 5: Show Quick Wins

Nothing gets people onboard faster than results. If your team sees that HubSpot can help them achieve their goals quickly, they’ll be much more likely to adopt it fully.

That’s why it’s crucial to show quick wins early in the HubSpot implementation process. These wins don’t have to be massive—they just need to show your team that HubSpot works and is worth their time and effort.

How to Do It:

• Automate Simple Tasks: Start by automating simple tasks that your team spends a lot of time on, like follow-up emails or data entry. When they see how much time HubSpot can save them, they’ll be more eager to use it for more complex tasks.
• Use Reports: HubSpot’s reporting tools can provide immediate insights into performance. Show your team how they can use these reports to track progress and hit their targets.
• Highlight Success Stories: When someone on your team uses HubSpot to achieve a quick win—whether it’s closing a deal faster or sending out a successful email campaign—celebrate it. Share the success story with the entire team to build momentum.

Step 6: Lead by Example

As with any major change, leadership sets the tone. If your leadership team isn’t fully on board with HubSpot, your employees won’t be either. To overcome resistance to change, leaders need to actively use HubSpot and show the team that they’re committed to making it work.

At Real Inbound, we always encourage business leaders to lead by example. When employees see their managers using HubSpot regularly, it sends a clear message: this isn’t just another passing trend—it’s a core part of the business moving forward.

How to Do It:

• Use HubSpot in Team Meetings: Show your team that you’re using HubSpot by incorporating it into meetings. Use the reporting tools to review KPIs, pipeline data, or customer service metrics.
• Set Expectations: Make it clear that HubSpot is the go-to platform for key processes, whether it’s sales reporting, customer service tracking, or marketing campaign management. Set expectations that everyone needs to use it consistently.
• Celebrate Adoption: When employees start using HubSpot effectively, recognise and reward them. This reinforces the behaviour and motivates others to follow suit.

Step 7: Create a Continuous Improvement Mindset

HubSpot adoption isn’t a one-time event. It’s an ongoing process. Even after the initial implementation, your team will need to continuously learn, adapt, and improve how they use the platform. This mindset of continuous improvement is essential for overcoming resistance to change in the long term.

How to Do It:

• Offer Ongoing Learning: Encourage your team to keep learning and improving their HubSpot skills. Provide access to HubSpot’s learning academy, webinars, and updated training resources.
• Regular Reviews: Schedule regular reviews to check in on how well the team is adopting HubSpot. Look for areas where improvement is needed and celebrate areas where they’re excelling.
• Encourage Experimentation: Give your team the freedom to experiment with new features in HubSpot. Encourage them to try out new tools, workflows, and automations to see what works best for their needs.

Conclusion: Overcoming Resistance to Change with HubSpot

Getting your team onboard with HubSpot requires more than just implementing the software. It’s about addressing their concerns, involving them in the process, providing the right training, and showing them the value of the platform. At Real Inbound, we’ve seen firsthand how these steps can help close the HubSpot Adoption Gap and lead to lasting success.

Remember: adoption is a journey, not a one-time event. By following the strategies outlined here, you’ll be well on your way to overcoming resistance and getting your team fully onboard with HubSpot.

Ready to Close the HubSpot Adoption Gap?

If you’re ready to unlock HubSpot’s full potential and get your team fully onboard, we’re here to help. Our HubSpot Adoption Gap Framework email series will guide you through the process, offering actionable insights and proven strategies for overcoming resistance to change.

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