5 Ways to Organize Leads Using a CRM 

 December 2, 2019

One of the more challenging aspects of running a business can be keeping track of, following up with, and organizing your leads.

Leads can be tricky to manage because they are often coming from multiple sources and via different mediums, both on and offline.

It’s not unusual that I work with a client that is feeling like many of their leads are slipping through the cracks due to lead disorganization. This is a frustrating problem to have because lead acquisition runs at a high cost.

In this blog, I’m going to share with you five strategies to help keep your leads organized so that you can feel confident that you following up promptly without missing a beat!

Process Improvement: Develop a Systematic Lead Workflow

Identify your Lead sources

The first step to organizing your leads to determine the different sources that they are coming from. Sources may include your website and different opt-in or contact forms, webinars, business directories, live workshops or events, or even a networking event.

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Once I have identified the different lead sources, group them into two buckets:

  1. Online sources that can automatically be pushed into a system such as CRM.
  2. Online sources that cannot be automatically pushed into a system (due to lack of integrations or other challenges). 
  3. Offline sources that will need to be manually added to your CRM.

Regardless of the source, identify all potential lead sources so that they can be worked into your new process flow.

Create a Central Collection Repository

Now that you know your lead sources it is time to create a central repository where they can be stored and managed. While some may choose to stick to a simple spreadsheet, as your business grows, you will need a more customizable system.

I recommend using a CRM (customer relationship management) software such as ActiveCampaign or Pipedrive. CRM software may increase your sales by up to 29% (Hubspot). CRM software comes in all different shapes and sizes, so be sure to evaluate your requirements before selecting a tool.

Once you have selected your tool, you will want to set it up so that any online sources can be automatically pushed to the CRM as well as create a process for manually adding in your online sources that can not automatically be pushed as well as your offline sources.

Automate the Follow Up

My favorite benefit of a CRM is that it allows you to automate the follow-up process. While this may include automated emails, it can also include reminder tasks to you to call, text, or email a lead.

… imagine… ditching the sticky note and other reminders across your desk for a tool that lets you know when it’s time to make that call!

Create a follow-up workflow that will increase your productivity (especially if you leverage automation) and ensure your leads do not get missed!

Keep Track of Interests and Opportunities

Advanced CRM systems will allow you to add tracking opportunities to your contacts so that you can learn more about what specific interest your leads may have. This includes keeping track of actions on your website (such as what blog posts they read or sales pages they review).

Tracking allows you to create more target offers towards these leads, so that you aren’t sending them to content or offers that are not relevant to what they want.

Tracking will also allow you to “score” your leads so that you can understand who is most engaged (or hot) versus only somewhat engaged (warm).

Develop a Daily Workflow

Once you have your lead management system in place, developing a daily workflow will ensure that you develop habits to use your system versus reverting back to your “old” ways. A process is only as good as you follow it.

Your daily workflow may include importing leads that need to be manually added, completing lead follow-up tasks, and moving leads through your sales pipeline stages.

I always recommend creating a workflow process chart, (using a tool such as LucidChart) to document the actions that should be taken in your system. This will allow you to know exactly what to do as you get comfortable with your new workflow and form new habits.

Spend Time on the Process to Add Time, Energy, and Profit Back into Your Business!

An organized lead process will result in added time, energy and profit back into your business!

Are you struggling with organizing your leads? Let me know what’s working, and not working in your business below!

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Lindsay Kirsch