Lead Tracking System

The operational problem this solves

Many teams lose track of leads because conversations live across email threads, DMs, and notes instead of a single visible pipeline. Without structure, follow-ups stall and opportunities quietly disappear.

Use this system if

• Leads frequently go silent without a clear next step
• Follow-ups depend on memory rather than a shared process
• Opportunities are discussed but not tracked in one place

The core operational principle

A visible pipeline ensures every opportunity always has a next action. When no next action exists, the lead is effectively stalled whether or not anyone notices.

Pipeline framework

| Stage         | Lead             | Next Action   | Date   |
| ------------- | -------- | ------------- | ------ |
| New Inquiry   | Example Lead     | Send proposal | Mar 18 |
| Proposal Sent | Demo Opportunity | Follow up     | Mar 20 |

How to apply it

1. Create a simple pipeline with only the stages needed to reflect real movement.
2. Require every lead record to include a next action and a date.
3. Assign one owner who is responsible for advancing the lead.
4. Review the full pipeline at least once each week.
5. Archive or close opportunities that no longer have a valid path forward.

Avoid these patterns

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