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Tips and Tricks: Onboarding and Optimizing LeanData


In today’s data-driven business landscape, companies are constantly seeking ways to optimize their operations and improve decision-making. One crucial aspect of this is managing data efficiently, which is where LeanData comes into play. LeanData is a powerful tool that helps businesses with lead management, routing, and attribution, allowing for more effective marketing and sales strategies. To make the most of this platform, here are some tips and tricks for onboarding and optimizing LeanData.

What is LeanData?

LeanData is a software platform designed to help businesses with lead management, lead routing, and lead-to-account matching. It plays a crucial role in optimizing sales and marketing operations by ensuring that leads are efficiently and accurately distributed to the right sales representatives or teams.

What challenges does LeanData solve?

LeanData provides solutions to address challenges related to lead management and routing, including:

  • Efficient Lead Routing: Automating the distribution of leads to the right sales teams or representatives.
  • Lead-to-Account Matching: Ensuring accurate lead-to-account associations within CRM systems.
  • Duplicate Lead Prevention: Preventing duplicate leads for better data management.
  • Lead Conversion Tracking: Monitoring lead progression and identifying bottlenecks.
  • Lead-to-Opportunity Conversion: Facilitating the transition from leads to opportunities.
  • Scalability: Supporting lead management at scale as organizations grow.
  • Workflow Automation: Automating lead management processes to reduce manual work and errors.

LeanData helps organizations optimize lead management, leading to improved sales and marketing efficiency and higher conversion rates.

Tip 1 – Define your objectives

Before diving into LeanData, it’s essential to have a clear understanding of your business goals and what you hope to achieve with the platform. Are you looking to increase lead conversion rates, streamline lead routing, or improve data quality? Having well-defined objectives will guide you in configuring LeanData to meet your specific needs.

It’s also important to make sure you define these objectives with all the teams that will be affected by lead routing. This includes marketing, sales, customer success (if they will receive inbound customer leads), partner team and the marketing and revenue operations teams. The sales/customer/partner teams should be involved to agree on the desired outcome for various inbound and outbound lead scenarios while your operations teams will help with providing best practices for the systems and implementing the desired strategy.

Tip 2 – Plan your lead routing strategy

Lead routing is a critical component of LeanData. To maximize its effectiveness, create a clear and logical routing process. Consider various factors such as lead source, geographic location, and product interest when determining how leads should be distributed to your sales teams. LeanData provides the flexibility to set up custom routing rules, so take advantage of this feature to ensure leads reach the right individuals promptly.

While planning, it is important to think of your entire database and not just potential customers. While they are important, you should also plan on what happens to your existing customers? What about your partner records? From there, make sure to go a step further and think about scenarios each of your record types go through. For example, if a prospect gets rejected, what happens in that scenario? What if that record performs a hand raise activity 6 months from now?

This is the step where your operations teams should be able to provide what fields and data points can help with each potential scenario and map out how to prioritize and route these leads based on each scenario.

In the end, this planning should help determine prioritization as well as provide an overall demand waterfall strategy for your database so all record types are accounted for and meet the desired result for your teams to effectively follow up with them to provide a positive customer experience.

Tip 3 – Implement round robin distribution when necessary

To ensure fairness in lead distribution among your sales reps, LeanData offers round-robin and load balancing options. Round-robin distributes leads evenly among your team members. By utilizing this feature, you can optimize your team’s efficiency and prevent any one individual from becoming overwhelmed.

Tip 4 – Implement lead conversion and attribution

LeanData’s automation capabilities can save your team valuable time and reduce errors. Implement workflows that automate lead conversion and attribution, ensuring that the right information is assigned to each opportunity. Automation not only reduces manual data entry but also minimizes the risk of human errors. This can also allow you to discuss the potential of having your CRM become a contact only database with this capability.

Tip 5 – Train your team

Effective use of LeanData requires a well-trained team. Provide training sessions to your sales and marketing teams to ensure they fully understand how to use the platform. A knowledgeable team will be more efficient in managing leads and attributing them correctly. Make sure to plan your training for each type of user of the platform. It is important to train admin users differently than an end user. For example, an end user doesn’t need to know the full ins and outs of the backend setup of a router, instead you can train them to know how and why certain leads get routed to them and what data points to look for when they have any questions.

Also, make sure to create documentation and visual aids of the routing process to share with your teams so anytime questions arise, you can point them to those documents to review. Like the training, make sure to make the documentation accessible to both admin users as well as end users who just want a simple layout of how it works.

Tip 6 – Test, test, and test some more!

One of the most important but overlooked parts of implementing a new LeanData program is doing full scale testing. This is to make sure that all of your scenarios are accounted for and working correctly before you start having real leads go through the LeanData workflows. This will help catch any red flags and make changes as well as provide all teams confidence that what is being implemented will work as desired.

And once live, if any changes do get made to your LeanData router, make sure to always implement testing to make sure any changes you make do not have major implications elsewhere. A best practice for making changes to a router is to clone the existing router and make changes there. That way your current working router can always be used in the future if necessary.


LeanData is a powerful tool for optimizing lead management and attribution, but it’s only as effective as the strategies and processes you put in place. By defining your objectives, ensuring data quality, planning your lead routing strategy, and using automation, you can maximize the benefits of LeanData. With the right training and support, you’ll have a well-oiled lead management machine that helps your business grow and succeed in the competitive world of sales and marketing.

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