Marketing operations

Systems + tech

Business operations

Team operations

Client operations


I help service-based professionals and creative agencies build scalable backend operations that support growth and sustainability in business using ClickUp as the operational base.

Hi, I'm Jena

In today’s fast-paced business environment, managing leads efficiently is critical for growth. This case study highlights how I optimized my lead management process using ClickUp, and offers insights into how you can do the same.

The Challenge

The primary challenge was creating an effective yet simple workflow that not only tracks leads but also nurtures relationships. The workflow needed to be intuitive enough to ensure smooth transitions between different statuses and phases.

The Solution

🎯 Seamless Entry into the Workflow

Whether a lead comes from a website visit, an email, or a direct message, it’s immediately added to my ClickUp workspace. This ensures all leads are centralized in one system right from the start, offering a unified view and making management easier.

🎯 Thoughtful Status Categories

The statuses used in the workflow are simple, informative, and effective. Each status—such as ‘Initial Contact,’ ‘Connection Call,’ ‘Proposal Sent,’ and ‘Follow-Up’—is self-explanatory, serving a specific purpose and having its own timeline and action steps.

Example: Moving from ‘Proposal Sent’ to ‘Follow-Up’

Once a proposal is sent—typically following a connection call—the lead shouldn’t stay in the ‘Proposal Sent’ status for more than two days. Here’s how this is managed:

  1. Automated Reminders: An automation is set to trigger a comment as a reminder to send a personalized follow-up when the due date arrives. This ensures that no lead is neglected.
  2. Status & Data Updates: All back-and-forths are meticulously updated either by emailing directly through the task card or by updating notes in the ClickUp lead tracker. This keeps the pipeline up-to-date and reflects the current status of the lead.

Key Takeaways

🚀 Automation is Your Friend: ClickUp’s powerful automation features can help ensure that leads move through the pipeline as they should, without dropping off or getting neglected.

🚀 Keep it Simple but Informative: You don’t need a complex system to manage leads effectively. A well-thought-out, clear, and concise workflow can be just as impactful.

🚀 Real-time Updates: Keeping your data and statuses up-to-date ensures that you always know the next steps to take, helping to convert leads into clients.


Managing leads can be a straightforward yet highly effective process when you have a well-organized system in place. ClickUp provides the tools to set up such a system, complete with automation and real-time updates. In doing so, it allows businesses to better manage leads, ultimately converting them into clients.

What Are Your Thoughts?

Effective lead management is an ever-evolving process that can always benefit from new perspectives.

Case Study: Optimizing Lead Conversions with ClickUp


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