Meeting Title: Workflow Automation Discussion with Justina Date: 2025-09-30 Meeting participants: Justina Spinn, Samuel Roberts, Rico Rejoso
WEBVTT
1 00:00:15.480 ⇒ 00:00:16.630 Justina Spinn: Yay.
2 00:00:18.930 ⇒ 00:00:20.490 Samuel Roberts: Hello, sorry, Ames.
3 00:00:20.640 ⇒ 00:00:21.970 Samuel Roberts: I realize I was still muted.
4 00:00:23.850 ⇒ 00:00:24.750 Samuel Roberts: How are you?
5 00:00:25.340 ⇒ 00:00:26.590 Justina Spinn: Good, how are you?
6 00:00:26.850 ⇒ 00:00:28.320 Samuel Roberts: Doing alright, doing alright.
7 00:00:28.570 ⇒ 00:00:30.270 Samuel Roberts: Well, thanks for taking the time today.
8 00:00:30.640 ⇒ 00:00:31.630 Justina Spinn: Yeah.
9 00:00:32.980 ⇒ 00:00:41.319 Samuel Roberts: So the… Basic idea here is that we are looking to, like, map out
10 00:00:41.470 ⇒ 00:00:45.170 Samuel Roberts: or document, I guess, really workflows for different teams, so we can help
11 00:00:45.440 ⇒ 00:00:52.830 Samuel Roberts: figure out where to, like, leverage AI, and where to build processes and automations, and so…
12 00:00:53.020 ⇒ 00:01:03.140 Samuel Roberts: As part of that, I’m just trying to talk to people in different departments, on different teams and stuff, and just get a sense, because I don’t know a ton about this. So yeah, I…
13 00:01:03.680 ⇒ 00:01:18.019 Samuel Roberts: I will take some notes, I will also have, like, the transcript, so I’m hoping you can just kind of, like, talk me through, like, high level, maybe, different things that you do, different workflows, and then we can kind of dig into some, like, specifics.
14 00:01:19.640 ⇒ 00:01:20.339 Samuel Roberts: Does that sound appropriate?
15 00:01:20.340 ⇒ 00:01:30.690 Justina Spinn: Yeah, no, that works. Okay, I’m trying to think about, like, what I can share with you.
16 00:01:32.580 ⇒ 00:01:40.519 Justina Spinn: I mean, so, like, one of the things, that I do is, like.
17 00:01:40.780 ⇒ 00:01:58.459 Justina Spinn: Robert will send leads from, like, his LinkedIn, and I think that, like, this could be simplified by, doing, like, the HubSpot to LinkedIn integration, potentially. I don’t… I don’t know enough about the integration. Sorry, go ahead.
18 00:01:58.710 ⇒ 00:02:01.780 Samuel Roberts: No, I was just… I was just… I was saying, I didn’t… yeah, I understand what you’re saying, I just didn’t know.
19 00:02:01.780 ⇒ 00:02:02.210 Justina Spinn: Okay.
20 00:02:02.210 ⇒ 00:02:06.780 Samuel Roberts: I don’t know what we have in HubSpot. I’ve been in HubSpot a little bit, just trying to…
21 00:02:07.070 ⇒ 00:02:12.010 Samuel Roberts: figure some stuff out with, like, syncing to Supabase and things like that, but I… yeah, I don’t know how the integrations work.
22 00:02:12.610 ⇒ 00:02:25.320 Justina Spinn: Yeah, so, like, I know that we… so, some different things that I feel like need to be looked at are the integrations. There’s an Instantly integration already, and there’s a HeyReach integration already, but…
23 00:02:25.530 ⇒ 00:02:42.270 Justina Spinn: like, they’re saying that they’re already connected, but I don’t see anything in HubSpot that shows that, like, these people that we messaged on instantly, like, they… their emails are coming through to HubSpot or anything like that, so, like, that would be something that could maybe be something beneficial to look at.
24 00:02:42.270 ⇒ 00:02:49.739 Justina Spinn: Because I could see, like, a good case for, you know, having that information in HubSpot.
25 00:02:49.930 ⇒ 00:03:02.989 Justina Spinn: But the LinkedIn leads, basically, like, Robert really, like, sends me, like, a screenshot of people who, like, responded to him with, like, different marks, and I can send you, like, an example of what he sent me.
26 00:03:02.990 ⇒ 00:03:03.909 Samuel Roberts: Sure, yeah.
27 00:03:03.910 ⇒ 00:03:20.219 Justina Spinn: it’s, like, it’s literally like a screenshot, and it’s like, okay, this green mark means this, this blue mark means this, put this into HubSpot, basically. And so, it’s, you know, obviously, like, not a scalable process. Yeah. And so, like.
28 00:03:20.220 ⇒ 00:03:36.320 Justina Spinn: I take those contacts, the information that Robert’s given me, I have to put those emails into Clay, or, like, find those people in Clay and get their emails. And then I import them, or if there’s just a couple of them, I’ll just manually add them into HubSpot.
29 00:03:36.660 ⇒ 00:03:40.189 Justina Spinn: And then after that, he wants a deal created for each contact.
30 00:03:40.390 ⇒ 00:03:46.469 Justina Spinn: I put them in, like, the to-do lead stage, basically, and assign it to Robert.
31 00:03:46.560 ⇒ 00:04:03.490 Justina Spinn: So, that might be someplace where… like, I think that there’s… and I’ve set up some workflows in HubSpot, but I think that there’s, like, a workflow that we could probably do, like, if we put it into, like, this certain tag or something, it creates a deal for them, but I still feel like there’s gotta be, like.
32 00:04:03.490 ⇒ 00:04:07.939 Justina Spinn: I don’t know, something more beneficial for that one.
33 00:04:08.570 ⇒ 00:04:12.630 Justina Spinn: And then, let’s see…
34 00:04:14.740 ⇒ 00:04:25.670 Justina Spinn: I do wonder, like, this mutual intros tracker, I don’t know if you’re aware of this at all, but there’s this… let me share this document with you.
35 00:04:25.950 ⇒ 00:04:37.730 Justina Spinn: Cool. Basically, like… I’ll slack it to you, actually. It’s like going into,
36 00:04:37.910 ⇒ 00:04:40.820 Justina Spinn: HubSpot… er, sorry, not HubSpot,
37 00:04:42.870 ⇒ 00:05:05.140 Justina Spinn: LinkedIn Sales Navigator, and, like, digging through and, like, trying to find, like, people who match our, like, ICP, and, like, pulling anybody who we have mutual connections with to see if there’s anybody that we can reach out to and be like, hey, like, this person
38 00:05:05.140 ⇒ 00:05:11.539 Justina Spinn: Like, I’m trying to get in contact with this person, would you be okay with connecting us, basically?
39 00:05:11.540 ⇒ 00:05:12.460 Justina Spinn: And it’s…
40 00:05:12.830 ⇒ 00:05:27.650 Justina Spinn: like, a really, really tedious task, and I think that part of it is tedious because I’m sitting here trying to, like, learn, you know, each individual, like, what we’re trying to target, basically. But, like, I’ve been using,
41 00:05:27.830 ⇒ 00:05:30.450 Justina Spinn: like, chat GPT to, like.
42 00:05:31.380 ⇒ 00:05:49.510 Justina Spinn: basically ask it, like, is this company within our ICP, or is it somebody that we would target? And then, like, you know, names that would go along with it well. But, like, I don’t know. I think that there’s… there might be maybe a better way that you guys could… could go about, like, pulling some different leads every day,
43 00:05:49.690 ⇒ 00:06:03.190 Justina Spinn: So, I don’t know. I mean, I can go more into, like, what that whole process looks like, but, that’s only if you want me to. But, I’m also documenting all of this stuff right now, so, like, any of the stuff that I’m documenting, I can send over to you as well.
44 00:06:03.190 ⇒ 00:06:17.239 Samuel Roberts: Definitely, that would be helpful, yeah. Yeah, that’s one of those things where I feel like there’s lots of documentation things and SOPs happening, and I kind of just want to chat with people and understand the processes, beyond just, like, reading them. But anything you have that you’re documenting, definitely, definitely share with me.
45 00:06:17.240 ⇒ 00:06:18.569 Justina Spinn: Okay, cool.
46 00:06:18.570 ⇒ 00:06:20.369 Samuel Roberts: Because… That’d be good.
47 00:06:20.770 ⇒ 00:06:28.739 Justina Spinn: Okay, yeah, so, I mean, I feel like those two things, and then,
48 00:06:30.390 ⇒ 00:06:33.399 Justina Spinn: I mean, the rest of what I’m doing is just, like…
49 00:06:34.380 ⇒ 00:06:50.659 Justina Spinn: like, I’ve set up some workflows in HubSpot, I have those documented with, like, what they do and stuff like that, so you can take a look at those and, you know, like, you get… maybe you guys can improve them. My skill set really only goes to HubSpot, and so I can’t do anything beyond that,
50 00:06:50.660 ⇒ 00:06:56.230 Justina Spinn: So, like, there’s been, like, some zaps and stuff that, like, I’m like, oh, we need this, but,
51 00:06:56.860 ⇒ 00:07:09.820 Justina Spinn: Yeah, so… I mean, the rest of, like, what I do is just, like, looking at deals, seeing, like, if Utam and Robert have followed up on specific deals, like, that kind of thing, so…
52 00:07:09.880 ⇒ 00:07:20.420 Justina Spinn: And I have some, like, workflows in place that help with some of that, but, like, some of it is that they just, like, want a human touch along with it, I think.
53 00:07:20.420 ⇒ 00:07:21.110 Samuel Roberts: Yeah.
54 00:07:21.770 ⇒ 00:07:29.449 Justina Spinn: So yeah, like, I don’t know, maybe if there was a way to, like, just automatically, like, draft an email for a follow-up, or something like that.
55 00:07:29.450 ⇒ 00:07:30.070 Samuel Roberts: Yeah, but…
56 00:07:30.070 ⇒ 00:07:36.400 Justina Spinn: I mean, it’s… it feels like it’s not super specific to, like, each,
57 00:07:36.690 ⇒ 00:07:39.420 Justina Spinn: Or, like, it is super specific to, like, each
58 00:07:40.160 ⇒ 00:08:00.880 Justina Spinn: you know, person that we’re talking to and that kind of thing, so it’s just, like, situational. One thing that Utam did want me to do that, I haven’t been able to get to yet is, like, look at, like, the sales cycle for a couple of different clients that we’ve talked to, and try to, like, map out, like, our perfect sales cycle scenario.
59 00:08:00.960 ⇒ 00:08:06.920 Justina Spinn: So I don’t know if that’s anything that your team could look at, I don’t know.
60 00:08:06.920 ⇒ 00:08:07.550 Samuel Roberts: Yeah, maybe.
61 00:08:07.550 ⇒ 00:08:09.720 Justina Spinn: I don’t know what you guys can do, so…
62 00:08:09.720 ⇒ 00:08:17.989 Samuel Roberts: I also want to, like, back up a little bit here and say, like, don’t even necessarily think about, like, what we can do. I’m just curious about, like.
63 00:08:18.150 ⇒ 00:08:32.739 Samuel Roberts: You know, where do you spend time doing things that is… just in general, and try to then… then we can focus on, like, okay, here’s where the human needs to be in the loop, here’s the stuff that can get automated around it, like, avoid the tedious work, but still have that, like.
64 00:08:32.789 ⇒ 00:08:47.739 Samuel Roberts: you know, human eye on it, not just the LLMs. So, I mean, really anything, that you do on a consistent basis, I guess, is helpful, even if it doesn’t seem like it’s… like, obviously, if you’re using ChatGPT for something already.
65 00:08:47.790 ⇒ 00:08:58.189 Samuel Roberts: we can probably work with that. You know, that’s a good green flag for, like, this is a spot we can try to automate a little bit more. But even if you’re not, if it’s anything you’re just doing consistently.
66 00:08:58.320 ⇒ 00:09:12.850 Samuel Roberts: That we can eventually try to, like, make an easier workflow, automate something, just, like, you know, have it come to you and you can approve things and look at things. Anything like that is, is helpful. Like, don’t necessarily think too much about, like, what
67 00:09:13.280 ⇒ 00:09:20.200 Samuel Roberts: what you think is good, or what is possible, because, like, we… we’re just trying to get a whole understanding of everything at this point from our side, because, like.
68 00:09:20.680 ⇒ 00:09:24.509 Samuel Roberts: You know, some ideas might not be feasible now, but might be in the future, things like that, so…
69 00:09:25.020 ⇒ 00:09:25.640 Justina Spinn: button.
70 00:09:25.900 ⇒ 00:09:31.249 Samuel Roberts: Really, just, like, anything… I just don’t have a great sense of sales in general, so, like, I’m…
71 00:09:31.360 ⇒ 00:09:35.720 Samuel Roberts: Just kind of looking to learn a little bit of that, too, so that I’ll have a better sense of,
72 00:09:37.310 ⇒ 00:09:43.779 Samuel Roberts: of, like, what… How the process works in general. And then, obviously, like, over time, things…
73 00:09:44.340 ⇒ 00:09:45.560 Justina Spinn: Yeah, okay.
74 00:09:45.560 ⇒ 00:09:50.320 Samuel Roberts: Yeah, so I mean, any other things? Obviously, I imagine you spend a lot of time in HubSpot in general.
75 00:09:51.500 ⇒ 00:09:54.419 Samuel Roberts: And there… so there are workflows in HubSpot that are, like.
76 00:09:55.040 ⇒ 00:09:56.929 Samuel Roberts: But you can trigger, I guess, already.
77 00:09:57.620 ⇒ 00:10:00.880 Samuel Roberts: I don’t know too much about HubSpot, like, how that all works, so…
78 00:10:00.880 ⇒ 00:10:12.429 Justina Spinn: Yeah, yeah, so basically, like, you just build out what workflow you want in HubSpot, based on, like, different properties that they have within HubSpot and stuff like that. So,
79 00:10:12.880 ⇒ 00:10:16.279 Justina Spinn: Like, a lot of automation can happen in HubSpot, there just hasn’t been.
80 00:10:16.280 ⇒ 00:10:16.860 Samuel Roberts: Yeah.
81 00:10:16.860 ⇒ 00:10:20.169 Justina Spinn: too much setup or anything like that, so…
82 00:10:20.170 ⇒ 00:10:21.690 Samuel Roberts: That’s good for us to know, too, because…
83 00:10:21.690 ⇒ 00:10:36.560 Justina Spinn: Yeah, so I’ll send you this document that I’m… I’m putting together right now. It’s still, like, a work in progress, and it’s just kind of all over the place, but you can start looking at it if you want. Rico, I’ll send it to you as well, because I knew that I told you I’d pass this along to you.
84 00:10:38.040 ⇒ 00:10:40.480 Justina Spinn: But,
85 00:10:40.860 ⇒ 00:10:54.359 Justina Spinn: Yeah, so, like, it outlines the workflows that I’ve set up in there so far, and then I know that there’s, like, a couple more in there already before I joined, but you can, like, take a look at the workflows and see, like, what’s happening in them, and there might be a better way to do it, or…
86 00:10:54.470 ⇒ 00:11:16.110 Justina Spinn: You know, whatever. And then, there was one more that I was going… that I was planning on setting up, but I haven’t done yet because, we need marketing capabilities within HubSpot, and we don’t have those right now, like, it’s an extra fee. And I know that, Robert had approved to do that, but just… I haven’t done it yet. But it’s, like, the…
87 00:11:16.330 ⇒ 00:11:20.329 Justina Spinn: Any contact who, was put in…
88 00:11:21.070 ⇒ 00:11:33.669 Justina Spinn: like, a deal that we lost, and just basically, like, circling back with them and, like, having, like, an email sequence that, like, regularly touches base with them to try to, you know, like, reactivate them.
89 00:11:33.670 ⇒ 00:11:34.819 Samuel Roberts: Oh, fair, fair.
90 00:11:35.180 ⇒ 00:11:41.209 Justina Spinn: Yeah, so, I don’t know, that’s all I can really think of right now.
91 00:11:41.740 ⇒ 00:11:42.520 Samuel Roberts: Nice to help.
92 00:11:43.780 ⇒ 00:11:48.079 Samuel Roberts: Does that help? Anything beyond HubSpot that, like, any other…
93 00:11:48.190 ⇒ 00:11:52.780 Samuel Roberts: Pools or flows that you, like, just general workflows you have, sales-wise?
94 00:12:00.190 ⇒ 00:12:14.660 Justina Spinn: I mean, I guess, like, there’s a… I’ve only done it one time, but creating, like, an SOW based off of, like, a meeting, so, like, based off of, like, granola notes and, what’s already, like, in the…
95 00:12:14.660 ⇒ 00:12:28.780 Justina Spinn: that dashboard that we have, like, the transcript and everything. So, creating an SOW from that, and really, like, I used a lot of ChatGPT for that. And then,
96 00:12:29.000 ⇒ 00:12:36.059 Justina Spinn: the… what is it, SD… S2D, or whatever it is that,
97 00:12:36.060 ⇒ 00:12:37.070 Samuel Roberts: Oh, yeah.
98 00:12:37.070 ⇒ 00:12:42.269 Justina Spinn: Yeah, so that I used a lot of ChatGPT for as well.
99 00:12:43.070 ⇒ 00:13:01.579 Justina Spinn: I don’t have, like, a clear understanding of, like, what, you know, you guys are able… what you guys are doing for our clients and stuff like that, so, like, hearing things in meetings and all of that are, you know, like, obviously, it’s not all connecting for me. So,
100 00:13:01.750 ⇒ 00:13:08.159 Justina Spinn: It’s… like, taking the transcripts, basically, and being like, I need this information pulled from it, to.
101 00:13:08.160 ⇒ 00:13:08.750 Samuel Roberts: Right.
102 00:13:08.750 ⇒ 00:13:25.589 Justina Spinn: document out automatically. And I know that Justin and I had talked about, like, or, like, Utam had also talked about, like, having it all live in HubSpot in different properties, but I don’t think that that would take any of the manual work away. Like, that’s gonna still be somebody inputting that. So, I think that if there’s a way that, like.
103 00:13:25.590 ⇒ 00:13:34.739 Justina Spinn: those can already be pulled into those fields as it listens for certain things in meetings, or looks for stuff in emails, or whatever.
104 00:13:34.740 ⇒ 00:13:41.770 Justina Spinn: I think that that would… be a good time saver.
105 00:13:44.840 ⇒ 00:13:46.959 Justina Spinn: Yeah, I don’t know.
106 00:13:46.960 ⇒ 00:13:56.249 Samuel Roberts: No, that’s good, this is good, this is good. Like I said, I’m just trying to learn more about different departments and stuff, so I’m definitely getting a better sense of that here, and seeing where, like I said, I didn’t know a ton about HubSpot.
107 00:13:56.380 ⇒ 00:14:00.440 Samuel Roberts: So the, like, automations that can happen there is definitely something I need to dig into a little bit.
108 00:14:00.570 ⇒ 00:14:02.169 Samuel Roberts: Make sure we understand that.
109 00:14:02.340 ⇒ 00:14:03.600 Samuel Roberts: Right.
110 00:14:03.600 ⇒ 00:14:05.690 Justina Spinn: Some things we can do there, some things we can do…
111 00:14:05.930 ⇒ 00:14:09.929 Samuel Roberts: off that, using N8N, which is like Zapier on steroids kind of thing.
112 00:14:10.370 ⇒ 00:14:10.770 Justina Spinn: Okay.
113 00:14:10.770 ⇒ 00:14:13.970 Samuel Roberts: We can also code stuff and be very,
114 00:14:14.270 ⇒ 00:14:22.979 Samuel Roberts: you know, we can do all kinds of things at different levels of complexity, so HubSpot automations and workflows is a good thing for us to be a little more aware of, probably.
115 00:14:23.230 ⇒ 00:14:24.530 Justina Spinn: Okay, cool.
116 00:14:24.730 ⇒ 00:14:32.079 Justina Spinn: Let me know if you want any help digging into those, but I’m sure that you’ve got that, and I’m sure you’ll be able to look at it and be like, oh, okay, this makes sense.
117 00:14:32.080 ⇒ 00:14:32.810 Samuel Roberts: Well, hopefully, yeah.
118 00:14:32.810 ⇒ 00:14:35.390 Justina Spinn: Very basic. Okay.
119 00:14:36.630 ⇒ 00:14:38.170 Samuel Roberts: Cool.
120 00:14:38.370 ⇒ 00:14:47.880 Justina Spinn: But, yeah, I don’t know, that’s all I can think of. If I think of anything else, I can send you, like, a voice memo, or, just write it out for you, or whatever works, but.
121 00:14:47.880 ⇒ 00:14:48.900 Samuel Roberts: Yeah, totally.
122 00:14:49.290 ⇒ 00:14:57.899 Samuel Roberts: And then, yeah, whatever, like, documentation you’ve put together, or are finishing putting together, like, whatever, like, whenever that’s in a good stage to, like.
123 00:14:57.980 ⇒ 00:15:11.729 Samuel Roberts: share, definitely want to take a look at it, because sometimes I think SLPs get made for things, and I’m not in the loop, so, like, I… I don’t need to be in the loop for it necessarily, but if we want to try to start automating things, I need to be a little more apprised of it, so I would hope that,
124 00:15:12.090 ⇒ 00:15:18.649 Samuel Roberts: I can get a little more of that. So, definitely send me whatever. Include me, or, you know, link me wherever, that I’ll… that’ll live.
125 00:15:20.640 ⇒ 00:15:25.430 Samuel Roberts: Yeah, I think that’s pretty… pretty good. I got some notes here, and…
126 00:15:25.740 ⇒ 00:15:32.689 Samuel Roberts: Granola will take care of some more stuff there, plus I have the transcript on Zoom, so I think I’m pretty good.
127 00:15:32.920 ⇒ 00:15:38.880 Samuel Roberts: Yeah, anything else you… Think of, let me know.
128 00:15:39.250 ⇒ 00:15:40.550 Justina Spinn: Okay, thanks.
129 00:15:41.540 ⇒ 00:15:42.550 Samuel Roberts: Thanks so much.
130 00:15:42.550 ⇒ 00:15:43.359 Justina Spinn: Alright, bye.