If you use Koncert for sales outreach, you know that a messy lead list is the fastest way to waste time and frustrate your team. Whether you’re importing thousands of contacts or just a handful, the difference between a clean, well-managed list and a jumbled one is night and day. This guide is for anyone who actually has to do the work—sales ops, SDRs, and the occasional marketer who gets roped in. If you want fewer headaches and more connects, read on.
1. Start With a Clean List—Seriously
Let’s get this out of the way: Koncert won’t magically fix a bad list. Garbage in, garbage out.
Before you import, check these basics: - Unique IDs: No duplicate emails or phone numbers. Duplicates are the #1 way to get confused (or worse, spam the same person twice). - Consistent formatting: Email addresses in the right field, names properly capitalized, phone numbers with country codes if you’re calling internationally. - No weird characters: Smart quotes, extra spaces, and random symbols mess with mapping fields. - Remove obvious junk: “test@test.com” is not a lead. Neither is “Mickey Mouse.”
Pro Tip: Run your list through a quick Excel cleanup or use a free tool like OpenRefine. It’s boring, but you’ll thank yourself later.
2. Map Fields Carefully—Don’t Just Click “Next”
When you import a list, Koncert will try to guess which column matches which field. Sometimes it guesses wrong. If you’re in a hurry and just blaze through this step, you’ll end up with job titles in the “Company” field, or worse.
What to look for: - Match required fields: At a minimum, make sure Name, Email, Company, and Phone are mapped correctly. If Koncert needs something specific (like Lead Source), don’t leave it blank. - Custom fields: If you have extra data (e.g., LinkedIn URLs), set up custom fields first so you don’t lose info on import. - Ignore useless columns: Don’t bother importing “Last Updated By” or internal spreadsheet notes. More fields = more noise.
What doesn’t work: Letting Koncert “auto-map everything.” It’s usually about 80% right, but that 20% will trip you up.
3. Use Tags and Lists with Intention
Koncert lets you organize leads using tags and lists. Use them on purpose—not as a dumping ground.
Best practices: - Tags: Use for things like “2024 Event Leads” or “High Priority.” Keep a short list of tags everyone uses, not a zoo of random ones. - Lists: Create lists that match how you actually prospect (e.g., “Midwest Manufacturing CEOs”). Don’t make 50 lists you’ll never touch. - Document your conventions: If you’re on a team, write down what each tag/list means. Otherwise, next month you’ll have “Q2 Webinar” and “Webinar Q2” and nobody will know which is which.
What to ignore: Creating a tag for every campaign you run. It gets unmanageable fast.
4. Avoid Duplicate Leads—It’s More Annoying Than You Think
Nothing sours a sales call faster than realizing you’ve called the same prospect twice, or that someone else already worked the lead.
How to avoid duplicates: - Deduplicate before import: Most CRMs and spreadsheets can do this. Filter by email or phone. - Use Koncert’s duplicate check: It’s not foolproof, but it catches most obvious doubles. - Set clear ownership: If two teams are importing, agree on who owns what. Otherwise, you’ll step on each other’s toes.
What doesn’t work: Trusting everyone to “just remember” who imported what.
5. Manage Opt-Outs and Bad Data—Don’t Be That Person
Nobody likes getting emails or calls after they said “no thanks.” And bouncing emails hurt your sending reputation.
Checklist: - Respect unsubscribes: Upload your do-not-call or do-not-email lists and make sure they’re flagged. Koncert can suppress these, but only if you import them. - Flag bad data: If you find a dud number or a bounced email, mark it. Don’t just delete it—track why it’s bad. - Sync with your CRM: If you use Salesforce, HubSpot, or similar, set up regular syncs so opt-outs and updates flow both ways.
What to ignore: Assuming Koncert will auto-magically handle compliance for you. It won’t.
6. Regularly Clean and Archive Old Leads
Leads go stale. People change jobs, companies get acquired, and emails bounce. If you never clean up, your outreach metrics will tank.
How to stay on top of it: - Quarterly reviews: At least once a quarter, archive leads that haven’t engaged or whose info is out of date. - Purge obvious bounces: If you get a bounce, clean it out. Don’t keep hoping it’ll work next time. - Segment “no response” leads: Move them into a re-engagement list or mark them as dormant, so you’re not tripping over them.
Pro Tip: Don’t be sentimental about leads. If they’re stale, let them go.
7. Automate What You Can—But Don’t Overcomplicate
Automation in Koncert is helpful, but don’t spend more time automating than actually reaching out.
Good uses of automation: - Scheduled imports: If your CRM exports new leads daily, set up an automated import. - Auto-tagging: Use rules to tag leads based on source or campaign. - Workflow triggers: Move leads to a different list after a call or email sequence.
What to ignore: Building elaborate automation for every edge case. If it breaks, you’ll waste more time fixing it than you save.
8. Train Your Team—And Yourself
If you’re on a team, make sure everyone follows the same playbook. Otherwise, your lists will get messy fast.
Suggestions: - Write it down: A one-page guide is enough. Field mapping, tagging, how to handle opt-outs—cover the essentials. - Short walkthroughs: Show new users how to import, map, tag, and archive leads. Don’t assume “it’s obvious.” - Check in regularly: Every month or so, spot check your lists. If you see weird tags or broken fields, fix them before it gets worse.
9. Watch Out for Common Pitfalls
Here’s what trips up most teams:
- Too many lists, not enough clarity: If you can’t remember why a list exists, delete or merge it.
- Ignoring field mismatches: One bad import can ruin a whole database. Double-check before you click “done.”
- Not syncing with your CRM: Leads get out of date, fast. Manual updates are a pain—automate syncs where you can.
10. Keep Compliance in Mind (Even If It’s Boring)
Laws around calls and emails keep getting stricter. Don’t ignore them, even if your list “came from a trusted source.”
A few basics: - Honor do-not-call and opt-out lists. - Don’t buy sketchy lead lists. They’re more trouble than they’re worth. - Check local rules: GDPR, CCPA, CAN-SPAM—don’t assume you’re exempt.
If you’re not sure, ask your legal team. Or just play it safe.
Final thoughts: Importing and managing lead lists in Koncert isn’t rocket science, but it’s easy to overthink. Start with clean data, keep your process simple, and fix mistakes early. Don’t chase shiny automation or endless tags. The goal is to spend less time managing lists—and more time actually talking to leads. Iterate as you go, and don’t be afraid to clean house when things get messy.