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What's the Best Way to Organize and Manage My Speaking Leads?

What’s the Best Way to Organize and Manage My Speaking Leads?

Speaking leads

When building your speaking business, gathering speaking leads is essential. Networking events, conferences, and social media are all excellent methods for meeting new people and adding them to your contact list. However, once you have all of these leads, what next?

Having a pile of business cards stashed in a folder is not good enough. You need to have a system in place for organizing and managing your speaking leads, so you can turn them into paying clients.

So, with that in mind, I’ve put together a few tips to help you organize and manage your speaking leads effectively.

What's the Best Way to Organize and Manage My Speaking Leads?

Here are the minute marks that cover highlights in the episode organizing your speaking leads

But first, why is organizing and managing so crucial in the first place?

Why Is It So Important to Organize and Manage Your Speaking Leads?

(2:07) The answer is simple. If you want to turn your speaking leads into clients, you need to be able to contact them easily and follow up with them regularly.

If your leads are scattered across different folders, notebooks, and computer files, it won’t be easy to keep track of them all. 

You might miss opportunities to connect or, worse, forget about them entirely.

Proper organization of your speaking leads also allows you to work smarter, not harder. There’s no need to waste time searching for contact information or trying to remember the last time you spoke to someone or what was discussed.

With a good system in place, you can manage your speaking leads more efficiently and have all the information you need at your fingertips. 

You can focus on connecting with your leads and building relationships rather than wasting time on the administrative side of things.

Now that we’ve covered why it’s essential to organize and manage your speaking leads, let’s take a closer look at some of the tips I have for you based on two decades of seeing some of the best in the business manage their leads.

1. Create a List or Database

(4:18) The first step in organizing your speaking leads is creating a database. This will be the master list you use to track your leads.

There are a few different ways you can do this: 

  • You can create a spreadsheet using Excel, Google Sheets, or another program (my preferred method).
  • You can use a CRM (customer relationship management) system like Salesforce, Hubspot, or Zoho.
  • You can create a simple list using a notebook or piece of paper.

The method you choose will depend on your personal preferences and your business needs. 

However, I strongly recommend you make it online (preferably cloud-based so that it can be accessed from anywhere, any time) because then you can make the database searchable, filterable, and shareable if needed.

Pen and paper are great if you only have a few leads to go on. But as you grow your speaking business and your contact list gets longer, it will become more and more challenging to manage.

Lastly, I wouldn’t recommend jumping straight to a CRM system. Firstly, they are very expensive, even at base levels of functionality, and you probably don’t need all the bells and whistles they offer. 

Secondly, they can be pretty complex to learn and use.

If you’re not sure where to start, why not try out my speaking leads organizer, which is designed to help you manage your speaking leads simply and effectively. 

For just $9, you can have your speaking leads organized for you in a simple and easy-to-use Google Sheet, which you can access any time, anywhere, on any internet-enabled device.

2. Carefully Keep Track of Where Your Speaking Leads Came From

(7:07) When collecting business cards and contact information from potential leads, it’s essential to keep track of where each lead came from. 

Keeping well-maintained records of where you first encountered your lead will help you determine which methods are bringing in the most promising leads so you can focus your efforts on those channels.

For example, if you’re meeting a lot of qualified leads at conferences, then you know you should continue attending (and perhaps even speaking at) those conferences. 

On the other hand, if you’re not having much success with online networking via sites such as LinkedIn, you might want to focus on attending in-person events where you can establish more meaningful connections.

Again, this helps you to work smarter, not harder. You only have a finite amount of time and energy to devote to your speaking business, so you might as well focus on the channels most likely to bring in results.

3. Categorize Your Leads

(8:24) Once your leads are gathered in one place, it’s time to start categorizing them. This will help you segment your leads to better target your communications.

For example, you might want to create categories based on the likelihood of winning work, how “warm” a lead is, or their role in your industry (e.g., fellow speaker, event planner, etc.).

I would color-code those leads so you can see which ones you need to prioritize from the moment you open up your spreadsheet.

Categorizing your leads also helps you to target your communications more effectively. 

You can send out mass emails to all of your leads, but you’ll get a much better response rate if you send out targeted emails to specific segments of your list, such as a group of people you all met with at the same event.

4. Keep Track of All Correspondence

(9:44) This is CRUCIAL. The number of speakers I see that compile these massive spreadsheets of contacts but then can’t tell you when they last spoke to most of them or what was discussed is beyond counting.

So let me repeat, note everything down. When you meet someone, make a note of it. When you send them an email, make a record of what you said and when you plan to follow up. 

Note important dates, such as speaker proposal deadlines, so you never miss an opportunity. Use these notes to remind you what you need to say next time you touch base – which should be regularly.

The goal here is not to constantly pester potential clients but to avoid situations where people feel you’re only reaching out to them because you want something from them. 

No one likes to feel like they’re being used, so make an effort to keep the lines of communication open even when you don’t have anything specific to say – this is key to relationship building and establishing long-term business partnerships.

During these conversations, you might want to note down potential conversation starters, such as the prospect’s children’s names, anything they mention currently going on in their lives, or even news stories you can follow up on the next time you talk.

Whatever those key details may be – note, them, down!

5. Set Reminders for Taking Specific Actions

(11:20) Lastly, unless you’re using a swanky CRM system, you will need to set reminders to take action concerning specific clients. 

This is easier if you’re using cloud-based spreadsheet software such as Google Sheets that can be linked to your email, calendar, and phone. 

However, you can also set reminders using a basic Excel spreadsheet.

For example, you might want to set a reminder to follow up with someone in two weeks if you haven’t heard back from them after your initial contact. 

Or, if you’re waiting on a response to a proposal, you might want to set a reminder for yourself to check in after seven business days.

Again, the goal here is not to be a nuisance but to ensure that you’re staying on top of your leads and keeping the lines of communication open.

Get on Top of Your Speaking Leads Today – It Can Make A Huge Difference to Your Success

(12:29) Organizing and managing your speaking leads doesn’t have to be complicated; it can be as straightforward or as complex as you want it to be. The key is to find a system that works for you.

If you’re not sure where to start, why not try out my speaking leads organizer, which is designed to help you manage your speaking leads simply and effectively. 

For just $9, you can have your speaking leads organized for you in a simple and easy-to-use Google Sheet, which you can access any time, anywhere, on any internet-enabled device.

Sounds too good to be true? It’s not! Simply purchase it here and take it for a spin 🙂

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Again, don’t forget to learn more about The Charli Jane Speakers Club. If you are looking to get on more stages … this club will give you everything you need to accomplish this!

Resources & Links 

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Episode 147: 7 Ways to Ensure Your Speaking Gigs Are a Good Fit

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I hope you enjoyed the training! 

Every other week I release a new training episode to help you launch and grow your speaking business.

Keep Inspiring! – Wendi xo

Wendi McNeill

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Meet Wendi McNeill

As the Founder and Owner of Charli Jane Speaker Services®, Wendi has been “Opening Doors of Opportunity” for speakers since 2002.

Charli Jane Speakers provides speakers with support, exposure, tools, tips, speaking and media leads, coaching/learning programs, and much more to assist them in growing their speaking business. Learn more about Wendi

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