How to Create a Tracking System for Your MLM Leads

Today, I want to talk about creating a tracking system for your MLM Leads.  I should start out by telling you that I am not always the most organized guy in the world (just ask my wife). However, when it comes to my businesses, I am meticulous with the paperwork and the numbers.  I’m a big believer in systems and spreadsheets. It just makes life easier to be organized.

As a smart network marketer, you need some type of tracking system for your leads.  No, it doesn’t have to be complicated or internet based.  It doesn’t have to be done on your computer, tablet, or smart phone.  It can be handwritten.  What matters most is that you pick a simple tracking system you are comfortable with that works for you.

What I Use

I like to use a simple MS Excel Spreadsheet.  If you are just getting started I suggest you do the same thing.  Here’s what you should do.

The first step is to decide what information you want to track.  I would say the name, email and phone number are the basic contact information fields.  Here are some of the things that I like to track:

  • Name
  • Email
  • Phone
  • Address
  • Date Last Contacted
  • Webinar
  • Conference Call
  • Three-Way Call with Upline
  • Misc. Info

All you need to do is create a Excel Spreadsheet with these categories in columns.  Every time you get a new lead, you add them to your spreadsheet.  Every time you follow up with a lead or send them through another part of your follow-up process, you update your spreadsheet.

What’s great about using this method is that you have all of your leads in one place.  In addition to that, you can look at your spreadsheet at any given time and know exactly where your leads are in the follow-up process.

This is a lot more effective than keeping leads in your address book or index cards.  By all means, you can purchase an expensive CRM program to do this for you, but I don’t think it’s necessary.

Once again, what matters most is that you create a simple system that works for you.  Using an Excel Spreadsheet is probably the easiest way to get started because it is free and easy to do.

Your only responsibility is to keep this spreadsheet accessible at all times and keep it updated. If you can do that, you will be able to manage the lead flow in your business with ease.

Index Card System

Another way to track your MLM leads is to use an index card system.  You can buy a pack of 100 index cards for $1 at Wal-mart.  You would also want to buy an index card holder, or you could use a shoe box.  The final thing you need to buy is monthly tabs.  You want a pack of 12-monthly tabs, one for each month.

Whenever you get a lead, you fill out an index card with their information.  You write down all of their information on the index card, what you talked about, and their interest level.  Once you do that, you file it away in your index card holder.  If the person is not interested in what you have to offer, file it away for six months from now, so you can follow up with them again in six months.

If they are interested, keep it in the active leads tab and walk them through your sponsoring process.

Using an Auto-Responder

An auto-responder is a great way to automatically stay in touch with your leads, although it is a little bit limited.  It manages all of your email leads for you.  Uninterested people can unsubscribe any time they want.  People keep getting your emails at whatever frequency you set.  I personally use Aweber.

The only problem with just using an auto-responder is you don’t have anywhere to keep their personal information.  You simply have their email.  You won’t have their phone number, address, interests, or list of things you talk about.

I suggest using an auto-responder, but I think it’s good to add  the personal touch and keep a spreadsheet or index card on each person as well.

Custom CRM Program

There are some expensive, but effective CRM programs you can use to track leads.  The first one that comes to mind is SalesForce.  This lets you keep all the information in one place, online, and it simplifies and automates your follow-up process.  This should only be used by the serious network marketer. It does come with a fee, but I think the price is worth it.

how to create a tracking system for your mlm leadsStat Trak Pro

I use another program called Stat Trak Pro.  I think it costs a one time fee of about $30. This is where I keep all my mailing addresses so I can do mailing labels.  It lets you create different lists and is a great program.  I’ve been using this software program for several years now and really enjoy it.

The Bottom Line

The bottom line is that you need a simple and effective way to keep track of all your leads.  Your primary goal is to build a database and maintain it.  Think about it this way for a minute.  If you talked to five people a day, every day, for five years, you would have a list of about 10,000 people.  If you did a good job staying in touch with all of these people, you would never have to talk to anyone ever again about your products, services, or business.  You could build a dynasty just from this list!

What are your thoughts?  What do you do to track the leads in your MLM Business?  Leave a comment below to let me know what you think.  I look forward to hearing from you.

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16 thoughts on “How to Create a Tracking System for Your MLM Leads

  1. I have always been intimidated by the computer so it is nice to hear your thoughts on working with the spreadsheet. I have always kept up with mine with the file system but it is easy to let those slip through the cracks. You have given me the encouragement to start doing one! I really appreciate your knowledge and that you like to share. Thank you!

    • Yes, working with a spreadsheet for your leads is a good way to go.

  2. I think this tracking system is great! I usually keep my list of contacts and note if and when I followed-up but I love the idea of planning subsequent follow ups and making each one progressively different. In theory by the time you get them on the phone with your sponsor they will be ready to join the team. I also like that by using progressive steps you don’t waist time sharing the business with people who are not ready or not really interested. Also because each follow up is different and gives a little more information, the lead won’t feel as if you keep sending them the same information or asking the same question.

    • Yes, you definitely need a series of steps to walk your prospect through and you need a way to stay organized and track each lead. Using a tracking system is just a smart move.

  3. Great post!
    I think using some kind, any kind of system to track your leads is crucial. How else will you be able to follow up if you don’t have all of their information? And I personally love using spreadsheets! They are such a great way to stay organized. I’m going to utilize this for sure!

    • If you don’t track it, you will mess up! Everyone needs a simple way to keep track of their leads.

  4. I noticed that you did not have a mailing address down as part of the lead. I believe that when you are requesting information from people, you should attempt to attain their mailing address. This will allow you to send out a simple postcard, or even a free sample. Many businesses do not utilize the mail as much as they could. Where people will hang up a phone, they normally will look at all their mail. Just my opinion, but getting an address is wise.

    • I do a get a mailing address from a lot of my leads. It just depends what I am offering. I use a lot of direct mail and it works very well for me.

  5. You had mentioned CRM systems being quite expensive. I decided to do a bit of research.

    I found this free system that from everything they claim, seems to be a very good tracking system.

    Have you ever tried it? It has a lot that goes with it from what I can tell.

    Here is another one that costs, but from what I have heard and seen, it is a very reputable and good system:

    Just thought I would share those. If anyone has used the free one, I would like to hear your review of it.

    • Awesome. Thanks for sharing. I haven’t heard of either of those tracking systems yet.

  6. This is the system that I use and I have really benefited from it. The ease of locating leads on my list and being able to easily track where I am in the process with them has made my job a lot easier. Organization is a big part of the process because it helps you to assess what work you still need to do in order to reach specific goals. I love having that visual reference that I can always go back to at any given time to see where things stand with a specific person. Makes life just that much simpler.

    • I’m glad that you have a tracking system for your leads.

  7. It is of utmost importance to keep a tracking system for your network marketing leads. I believe an Excel spreadsheet is the best way at first, but as you grow your business, a CRM program really may be a good investment.

    As I once was a top telemarketer for a nationwide home improvement company, one of the most difficult parts was keeping a good system of staying in contact with leads. You just cannot allow leads to grow cold, because if you do, the competition will grab them.

    You explained in a simple way how to keep track of your leads using Excel. Hopefully others will learn from this.

  8. Hello Chuck, Now this is some great advice my friend! I do use a Google Spreadsheet to keep track of all my leads and contacts, this is a great way to stay in touch as well.

    I to like to get a physical address as well as important dates such as Birthdays and such! I have learned all about appreciation marketing in 2014 and love this technique and know you do the same.

    I am looking forward to getting to know you better in 2015.. Thanks for sharing & Happy New Year!! Chery :))

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