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“I have no freaking idea” is not a KPI

It’s 4:55 pm. You’re packing up to leave for the day but you hear that lovely Slack noise chirp from your laptop. And even better - it’s your boss.

“Quick question, how fast do we follow up on website leads?”

😮‍💨

To figure this out you now gotta login into a shared email inbox, look at a confusing google sheet that’s been edited 500 million times, and better yet… salesforce. A place where these leads MAYBE have been updated but you know the truth… they haven’t been.

So the real answer you WANT to shoot back to your boss is:

“I have no freaking idea.”

But you can’t.

So you roll up your sleeves

You open the 10 tabs you need

And you work overtime to get the answer

Not fun.

If you hate doing this

Then you’ll love this system

Get Leads in Salesforce Automatically

Meet Jeff.

Jeff hits your “Book a demo” button at 10:03 am.

In your new world:

• A Salesforce Web-to-Lead form pops up
• Jeff enters in his name, email & company
• Clicks submit
• And Salesforce creates a Lead record for Jeff

All done automatically.

🙌

First thing Salesforce will do:

• Check if Jeff already exists
  • If yes → update the record
  • If no → create a new lead

No one has to dig in the inbox.

No one has to remember to “add it to Salesforce later.”

It just appears where it should live.

This is already a huge time save but let’s make it even better.

Send Leads to Reps Automatically

Now Jeff is in Salesforce.

Next question: who calls him?

This is where we’ll create “Lead Assignment Rules”.

To do this, keep it simple:

• USA → Rep 1
• Europe → Rep 2
• Asia → Rep 3
• Latin America → Rep 4

Or route by:

• Territory (state or region)
• Industry
• Product line
• Company size

Basic rule:

“If lead matches X, send it to Y.”

Once Jeff is assigned, Salesforce should ping the rep where they already live:

• Email
• Slack
• Teams

Message can say:

“Hey {Rep First Name}, you’ve been assigned a new lead.”

• Lead name
• Email
• Company
• 1-click link to the Salesforce record

Reps live in inbox and Slack.

They do not live in Salesforce reports.

So don’t wait for them to go hunting.

Drop Jeff right in front of them.

Alright, so pretty cool system but here’s where it becomes fail-proof

Create To-Do List for Reps Automatically

This is the part that saves your future self.

When Jeff’s lead is created and assigned, Salesforce auto-creates tasks like:

• Day 0 – Call + email
• Day 2 – Call + email again if no reply
• Day 5 – Loop in the sales manager on an email

Each task has:

• Clear title
• Due date (based on lead creation date)
• Short “what to do” note

For reps:

• They open Jeff’s record
• They see a simple checklist
• They mark tasks complete as they go

For managers and Ops:

• Open Jeff’s record
• See:
  • Did we follow up?
  • How many times?
  • What’s still open?

No more “Yeah, I followed up” with no proof.

You can actually see the work.

And you?

You stop being the “lead janitor” cleaning up behind everyone.

To Put It Simply

1. Send leads straight from your website to Salesforce.
2. Create leads in Salesforce only if they don’t exist.
3. Use simple rules so every lead has a clear owner, fast.
4. Notify reps in email/Slack/Teams with a 1-click link to the lead.
5. Create a to-do list so you can see if leads are being worked, not just hope.

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