How to Use a Job Tracking Spreadsheet to Keep Up with Your Prospects' Job Changes
Learn the best practices of using a job tracking spreadsheet for tracking job changes of your prospects. You can organize and analyze large amounts of data to keep track of your warm leads and improve sales figures.
Tracking job changes for prospects is a crucial aspect of successful sales and business development. When a prospect changes jobs, it can impact their buying power and decision-making authority. Keeping track of job changes allows sales professionals to identify new decision-makers and continue building relationships with their prospects.
One useful tool for tracking job changes is a spreadsheet. Spreadsheets allow you to organize and analyze large amounts of data quickly and efficiently. They also provide easy-to-use functions for tracking changes and generating reports. In this article, we'll explore how to use a spreadsheet to track your prospects' job changes and keep your sales pipeline flowing.
Creating Your Spreadsheet
Creating a job tracking spreadsheet to track your prospects' job changes is relatively straightforward. Here are the steps you should follow:
Choosing a spreadsheet tool: First, you'll need to choose a spreadsheet tool that works for you. Popular options include Microsoft Excel, Google Sheets, and Apple Numbers. Each tool has its own strengths and weaknesses, so it's important to select one that meets your specific needs.
Creating a new sheet: Once you've chosen your spreadsheet tool, create a new sheet within it. You can do this by selecting "File" or "New" from the menu bar and choosing "Blank Workbook" or "New Spreadsheet."
Naming columns and headers: The next step is to name your columns and headers. These will be the labels for each piece of information you track. Common columns include "Name," "Title," "Company," "Contact Information," "Last Contact Date," and "Notes." Make sure the column names are clear and easy to understand.
Adding prospects' information: Finally, start adding your prospects' information to the spreadsheet. You can do this manually, by typing in the relevant data, or you can import data from other sources, such as your customer relationship management (CRM) software. Make sure to include as much information as possible, such as the prospect's current job title, company, and contact information.
Tracking Prospects' Job Changes
Now that you have your basic spreadsheet set up, you can start tracking your prospects' job changes. Here are the steps you should follow:
Adding new columns for job information: The first step is to add new columns to your spreadsheet for job information. These might include "Previous Company," "Previous Job Title," "New Company," "New Job Title," "Start Date," and "End Date." Make sure to name the columns clearly and format them appropriately.
Updating information for prospects: As your prospects change jobs, update their information in the spreadsheet. This includes adding their new job title, company, and contact information, as well as updating any relevant dates.
Sorting and filtering data to identify job changes: Once you've updated your spreadsheet with new job information, you can use sorting and filtering tools to identify job changes. For example, you might sort your data by "Start Date" or "End Date" to see which prospects have recently started or left a job. You can also filter your data to show only prospects who have changed jobs within a certain time frame.
Adding notes and comments to each prospect: Finally, make sure to add notes and comments to each prospect in the spreadsheet. This might include information about their job change, such as the reason for leaving their previous company or their new job responsibilities. You might also add notes about your last contact with the prospect, such as the date and outcome of your last meeting or phone call.
By following these steps, you'll be able to track your prospects' job changes and keep your sales pipeline up to date. The next step is to automate the process as much as possible, to save time and reduce the risk of errors.
Using Automation to Save Time
To save time and reduce the risk of errors, you can automate some aspects of your spreadsheet. Here are three ways to do this:
Using formulas to automate data entry: Instead of entering data manually, you can use formulas to automatically populate certain cells. For example, you might use a formula to extract the company name from a prospect's email address or to calculate the number of days since your last contact with the prospect. This can save you time and ensure accuracy.
Using conditional formatting to highlight changes: Conditional formatting is a feature that allows you to automatically change the formatting of cells based on certain criteria. For example, you might use conditional formatting to highlight cells where a prospect's job title or company has changed. This can help you quickly identify changes in your prospects' job status.
Using Google Alerts to receive notifications: Google Alerts is a free tool that allows you to receive notifications when certain keywords or phrases appear online. You can set up alerts for your prospects' names or companies, so you'll receive an email notification when they are mentioned in the news or on social media. This can help you stay up to date on your prospects' job changes and other important updates.
By using these automation techniques, you can save time and reduce the risk of errors in your spreadsheet. Make sure to regularly review and update your spreadsheet, so you're always aware of your prospects' job changes and can adjust your sales strategy accordingly.
Best Practices for Managing Your job tracker Spreadsheet
To ensure that your spreadsheet is accurate, secure, and easy to use, here are some best practices to follow:
Regularly updating and reviewing the spreadsheet: It's important to keep your spreadsheet up to date, so you always have accurate information about your prospects. Set a regular schedule for updating and reviewing the spreadsheet, such as once a week or once a month. This will help you catch any errors or outdated information and keep your sales pipeline moving forward.
Backing up the spreadsheet: To avoid losing your data in case of a computer crash or other technical issue, it's important to regularly back up your spreadsheet. You can do this by saving a copy of the spreadsheet to an external hard drive, cloud storage service, or other backup location.
Collaborating with team members: If you're working with a sales team or other colleagues, make sure to set up clear guidelines for how to use and update the spreadsheet. This might include rules for data entry, formatting, and sharing. You can also use collaboration tools, such as Google Sheets or Microsoft Teams, to allow multiple people to access and update the spreadsheet at the same time.
Protecting sensitive information: If your spreadsheet includes sensitive information, such as contact information or financial data, it's important to take steps to protect that information. This might include password-protecting the spreadsheet, limiting access to certain team members, or using encryption to secure the data.
By following these best practices, you can ensure that your spreadsheet is a valuable tool for tracking your prospects' job changes and managing your sales pipeline.
Pipebooster: a Better Alternative to Job Tracking Spreadsheets for Monitoring Your Prospects' Career Moves
Pipebooster is a platform, aka SaaS (Software as a Service) that addresses the limitations of spreadsheets by providing a more effective way to track job changes and manage prospect information. With real-time tracking and automated updates, Pipebooster allows you to stay updated with the latest job changes of your contacts. This means that you can maintain accurate and up-to-date contact information without manually updating your spreadsheet, reducing the time and effort needed to keep your contact information current. As important as the automatic and time-effective updating process is the validation feature of Pipebooster. It has a 6-step built-in email validation process that ensures that the email addresses are 100% valid and belong to the right person, thereby reducing the risk of wasted contact efforts of your sales team.
In addition, Pipebooster provides the feature of sending automatic emails to prospects with enriched data. This means that you can spend more time focusing on your sales strategy and building relationships with your prospects, instead of spending time on routine tasks that can be easily automated with an intelligent system as a service like Pipebooster. Take your outbound sales strategy to the next level with Pipebooster today.
Pipebooster also offers timely notifications for job changes, allowing you to respond quickly and efficiently to maintain relationships with important contacts. This feature enables you to avoid missed opportunities and maintain a competitive advantage over others in your field.
It can integrate seamlessly with CRMs, providing a streamlined lead management process. By integrating Pipebooster with your CRM, you can eliminate the need for manual data entry, ensuring that no hot leads are missed. Use it for effective inbound lead management and tracking your progress. Thanks to Pipebooster's data enrichment feature, existing data of the prospects stored in your CRM system can be largely improved with further information that can be found on LinkedIn. All of this automatically, while you sit back and enjoy a cup of tea.
Overall Pipebooster provides a better alternative to job-tracking spreadsheets by offering real-time tracking, automated updates, and timely notifications. With Pipebooster, you can improve the accuracy and efficiency of your contact database, increase productivity, and gain a competitive advantage in your field.
In conclusion, tracking your prospects' job changes is essential for staying up to date on their career status and adjusting your sales strategy accordingly. Using a job tracking spreadsheet is a useful tool for organizing and managing this information, as it allows you to easily sort and filter data, add notes and comments, and collaborate with team members.
To get the most out of your job tracking spreadsheet, it's important to regularly update and review the data, back up your information, collaborate effectively with your team, and protect any sensitive information. By following these best practices, you can ensure that your job tracking spreadsheet is a valuable tool for managing your sales pipeline and growing your business.
While spreadsheets can be useful for tracking job changes, they have limitations in terms of real-time tracking and automation. This is where Pipebooster provides a better alternative by offering real-time tracking and contact updates, email validation, automated emails, data enrichment, and timely notifications. By using Pipebooster effectively, you can take your sales and business growth strategies to the next level. Finally, regularly review and adjust your sales strategy based on your prospects' job changes, so you can continue to build strong relationships and grow your business.
Vlastimil Vodicka is a startup founder with a Venture Capital background. In recent years, with his co-founder, he has built a technology startup that Deloitte has recognized as the 16th fastest-growing technology company in the Central European Deloitte Fast 50 2019 program. After having bootstrapped and earned the first million dollars themselves, Leadspicker landed $2 million in seed funding from Reflex Capital and J&T Ventures.
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