If you’re running sales out of Skype, you already know the basics: add contacts, create a group chat, send files. Easy. But once your list gets long and your team grows, things get messy—fast. This guide is for sales teams who need to wrangle their contacts and groups in Skype without wasting time or losing track of leads. No fluff, just stuff that actually works.
1. Rethink How You Add and Organize Contacts
Let’s start with the basics, but do them right. Adding everyone you talk to might sound smart, but it’s a recipe for scrolling purgatory. Here’s what to actually do:
- Be picky: Only add people you really need to reach. That random support rep? Maybe skip it.
- Name contacts clearly: Use real names, company names, or even a quick descriptor (like “Acme - Procurement”) so you know who’s who at a glance.
- Use custom contact notes: Skype lets you add notes to profiles—jot down context (“Lead from March webinar,” “Gatekeeper at XYZ”).
Pro Tip: Before adding a new contact, check if they’re already in your list (search is your friend). Duplicate contacts = confusion.
2. Make Contact Groups Work for Sales
Skype has a few ways to organize people: regular contact lists, and group chats. But the real trick is using these intentionally.
a. Create Groups by Sales Stage or Territory
Don’t just dump everyone into one chat. Instead:
- Build groups by pipeline stage: “Hot Prospects,” “Demo Scheduled,” “Closed - Won.”
- Segment by territory or vertical: “APAC Retail Leads,” “North America Existing Clients.”
- Keep team chats separate: Sales team, marketing, support—don’t mix everyone together.
b. Use Persistent Group Chats for Accounts
For big accounts, set up a group chat that includes your team and the client’s main contacts. This keeps all the back-and-forth in one place—no more hunting for email threads.
Heads up: Skype’s group management tools aren’t as slick as Slack’s. You can’t nest groups, and there’s no tagging. Accept it, and keep your group structure simple.
3. Clean Up Your Skype List—Regularly
Even the best system turns to chaos if you never tidy up. Here’s how to keep things under control:
- Review contacts monthly: Cull anyone you haven’t talked to in 6+ months, or move them to an archive group.
- Leave dead group chats: If a project’s done, exit the group. It frees up mental space.
- Merge duplicates: See two contacts for the same person? Remove one. Less clutter, less confusion.
What doesn’t work: Don’t bother with elaborate color-coding or status tags in Skype. The platform just isn’t built for that. Spend your energy elsewhere.
4. Use Contact Lists and Favorites for Quick Access
Skype has a “Favorites” feature—use it. Add your hottest prospects, active deals, or key team members so they’re always at the top.
- Pin your most-used contacts
- Update favorites as deals move
- Don’t be afraid to rotate people in and out of favorites—this isn’t your phone’s speed dial
If you’re still hunting for contacts in a sea of names, you’re doing it wrong.
5. Advanced Search and Filtering
Skype search isn’t fancy, but it’s powerful if you know how to use it:
- Search by name, company, or keyword: Type anything into the search bar—Skype looks through contacts, groups, and message history.
- Filter by “People,” “Messages,” or “Groups”: Narrow things down fast.
- Use partial names: If you can’t remember if it’s “Jon” or “John,” just type “Jo.”
Reality check: There’s no native tag or label system in Skype (as of 2024). If you need deep filtering, consider exporting your contacts or using a CRM.
6. Integrate Skype with Your Sales Tools (Where It Makes Sense)
If your company lives in Skype but also uses a CRM or sales platform, connecting the dots can save headaches. Just don’t expect miracles.
- Manual copy-paste still happens: Most CRMs don’t sync directly with Skype contacts. You’ll still need to manually update statuses or notes.
- Outlook integration: If you use Microsoft 365, you can add Skype contacts straight from Outlook and vice versa.
- Third-party tools: Some sales platforms claim to sync with Skype. In reality, these tend to break or lag behind. Test them on a small batch before rolling out to the whole team.
What to ignore: Don’t waste hours trying to automate everything. Focus on quick wins—like copying key notes into your CRM after a call.
7. Privacy and Permission Pitfalls
Just because you can add someone to a group doesn’t mean you should.
- Always ask before adding clients to group chats: Surprising a prospect with a flurry of notifications is a good way to annoy them.
- Check privacy settings: Everyone on your team should know how to block, mute, or report contacts. This comes up more than you’d think.
- Don’t overshare: Sales chatter, internal KPIs, or deal details should not be in client-facing groups.
8. Delegate Contact Management (But Don’t Overcomplicate It)
If you’ve got a large team, consider having one person “own” contact and group housekeeping. This doesn’t need to be a formal role—just someone who makes sure things stay tidy.
- Set simple rules: Who gets added? What groups exist? When do you clean up?
- Avoid bureaucracy: Don’t turn this into a full-time job. The goal is less chaos, not more process.
9. Export and Back Up Contacts (Just in Case)
Skype can be flaky. People leave companies. Contacts get deleted by accident. Back up your list every quarter:
- Export contacts: Go to Settings > Contacts > Export Contacts List. Save the file somewhere safe.
- Keep a CSV: If you want, import your list into Excel or Google Sheets for extra filtering or backup.
- Don’t rely on Skype alone: If a deal depends on keeping a contact, make sure you have their info elsewhere (like your CRM).
10. When Skype Isn’t Enough
Sometimes, Skype’s a bit too basic, especially for larger or more complex sales teams. If you’re hitting limits:
- Try a proper CRM: Tools like HubSpot, Salesforce, or even Pipedrive are made for this stuff.
- Use Skype for what it’s good at: Quick chats, calls, and basic groups. Don’t try to force it to be your sales OS.
- Stay nimble: If your team’s outgrowing Skype, don’t be afraid to switch things up.
Keep It Simple, Keep It Moving
Managing contacts in Skype doesn’t need to be a headache. The best systems are the ones you’ll actually keep up with. Stick to clear names, smart groups, regular clean-up, and a bit of common sense. When you hit a wall, don’t be afraid to trim, tweak, or move on. Focus on what helps you close more deals—not what looks tidy on a flowchart.