7 Steps To Implement Sales Leads Tracking With A Tool

The sales process can be a difficult, time-consuming effort. Yet, it’s crucial to keep track of leads as they come in so that you can prioritize your efforts and reach out when the time arises.


And this is where lead tracking comes in handy!


Lead tracking is a stage in the lead management process that involves monitoring lead activity across all marketing channels and taking action to close the deal. It comprises discovering lead sources, choosing the appropriate lead-tracking software, assigning leads to team members, nurturing them, and prioritizing leads. Furthermore, by following these steps, you can successfully organize and monitor your sales leads.


In this article, we’ll explore how to track sales leads effectively with a tool in seven easy steps, regardless of the tool you use. Let’s dive in!


1. Select a lead-tracking tool


Choosing the software you will implement is the initial step in organizing your leads. While selecting a lead tracking solution, keep a plethora of factors in mind, such as your budget, the time your team can commit to manually entering data, and the learning curve of the software. 


In addition, you must predict how rapidly your lead-generation operations will ramp up. Therefore, the sooner you implement a sales tracking tool such as CRM, the better. Even though there are numerous ways to organize sales data, 72% of companies feel that a CRM provides greater access to client information (source). 


Here are some of the common lead-tracking tools available:


Customer relationship management (CRM)


Several CRM systems offer lead tracking and deal management capabilities through the sales funnel. It aids in task management, communication, lead management, and pipeline tracking. In addition to storing lead information and managing sales tasks, users can create progress, performance, and activity reports.


Email marketing tools


If email is a crucial part of your lead nurturing process, email campaign software can assist you in keeping track of your leads. These tools frequently include a contact database, bulk email abilities, and email open and click-through rates tracking.


2. Determine and define your data fields


Once you’ve chosen the right software or tool, you must identify your data fields for tracking sales leads. This will help ensure that all vital information is collected and stored correctly. 


Some standard data fields include contact information (name, company name, email), lead source (such as a website or cold call), lead stage, and other relevant details. 


A few other types of data fields you should define and include are as follows:

  • Lead Source
  • Associated tags
  • Deal information
  • Pipeline stage or activity.

3. Set up the lead tracking system


Now that you’ve chosen your lead tracking and organization tools, it’s time to set them up. Any tool you use, whether a CRM or email system, must be appropriately set.


And you can begin tracking leads once your system is correctly configured to receive data and your leads are set up at home. If you’re using CRM software, each product will have custom settings for adding and modifying custom fields for each module. 


4. Input your data and generate leads


As leads are generated, begin adding contact and prospect data to the CRM once all the fields have been configured to your preference. In addition to manually inputting data records, you can automate this process by integrating a web form into your CRM system.


5. Assign leads


Now, prepare a process that will designate each lead to the appropriate sales representative or account executive as soon as they arrive. Furthermore, manually handling this might be an option, but staying organized becomes challenging if a high volume of potential customers comes in.


Specify which rep is responsible if using a spreadsheet or other CRM options. Plus, your sales team members can start making initial contact with leads via cold calling or email as soon as they are assigned, and they can keep their records or cells updated on the progress of each lead.


6. Nurture your leads

Nurturing leads involves building a relationship with potential customers through targeted communication and offers. Usually, the majority of potential clients won’t respond to you with a clear yes or no right away. So, keep nurturing your leads in the period of time between the initial conversations and closing deals. 


You can also use automated email marketing campaigns to stay in touch with your leads and nurture them over time. Furthermore, customer relationship management (CRM) software allows you to store and manage all your lead information in one place and automate communication and follow-up tasks. 


These tools can help you automate many tasks involved in lead nurturing, such as sending targeted emails, tracking lead behavior, and segmenting leads based on their interests and needs. 


Related: Email Marketing Campaign with AI: Ways To Enforce It


7. Prioritize leads


As you know, lead prioritization separates strong leads from those who aren’t likely to buy so that your sales team can focus on the ones most likely to purchase first. 


This can be performed via lead scoring, a point-based approach for rating prospects based on attributes, behavior, geography, and interaction with your firm.


Also, there are independent lead-scoring systems, but some CRMs integrate an AI-based system that scores your leads automatically based on the information you provide. Moreover, it gives data about your leads’ level of interest and the factors that influenced their ratings.


Related: B2B Leads: What Is The Best Tool To Prioritize Them?


In the long run, regardless of the size of your business, maintaining a competitive edge and handling extended sales cycles require a sophisticated lead tracking and organizing system. Sales leads can be monitored using spreadsheets, but CRM software is more efficient with its automation capabilities. 


Furthermore, lead tracking software or customer relationship management systems (CRMs) provide insight into which leads and sales activities are worthwhile, allowing you to become more successful and profitable.


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