If you’re reading this, you’re probably cobbling together LinkedIn outreach with a mix of spreadsheets, browser extensions, and coffee. Keeping track of who’s who, what you’ve said, and who needs a follow-up? That’s where things get messy. Dux-soup (dux-soup.html) can help, but only if you use tags and notes the right way. This guide is for anyone who wants to stop losing leads in the shuffle and actually put Duxsoup’s tools to work—without creating more chaos.
Why Tags and Notes Matter (and Where People Go Wrong)
The promise: Tags and notes should help you never forget a lead, a follow-up, or a context clue. In reality, many folks end up with a graveyard of half-baked tags, cryptic shorthand, or notes that make no sense three weeks later. The trick is to set up a system that’s dead simple and doesn’t fall apart as you add more leads.
What Tags and Notes Do—And Don’t Do
- Tags are short labels you attach to LinkedIn profiles in Duxsoup. Think of them as buckets or statuses (“Warm Lead”, “Follow Up July”, “No Reply”).
- Notes are freeform. You can jot down where you met, what they care about, or why you should (or shouldn’t) reach out again.
What works: Consistent, limited use of both.
What doesn’t: Making a new tag for every little thing, or dropping notes you’d never understand later.
Step 1: Decide What You Actually Want to Track
Before you tag a single person, ask: What do I really need to know at a glance? Most people overcomplicate this.
Keep it simple:
- Are you tracking who’s a good lead vs. who’s not?
- Do you need to know where they are in your process (contacted, replied, demo booked)?
- Are you grouping by industry, region, or job function?
Don’t bother with:
- Tags for every possible attribute (“Golf Fan”, “Blue Shirt”, “Likes Coffee”). It gets out of hand fast.
- Notes that repeat what’s already in their LinkedIn profile. Only add what makes your outreach better.
Pro tip:
Write down your intended tags on a sticky note before you start. If you hit more than 7–10, you’re making this harder than it needs to be.
Step 2: Set Up a Tagging System That Won’t Drive You Nuts
You want tags you’ll actually use, not ones you’ll forget about.
The 3 Types of Tags You Actually Need
- Status Tags
Where is this lead in your process? - “Contacted”
- “Replied”
- “No Reply”
- “Demo Booked”
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“Not Interested”
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Quality Tags
Is this person worth more of your time? - “Hot Lead”
- “Cold Lead”
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“Not a Fit”
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Source or Campaign Tags (Optional)
If you’re running multiple campaigns or want to track where leads came from: - “Webinar June”
- “Referral”
- “Inbound”
How to avoid tag clutter:
- Don’t create a new tag for every campaign unless you really need it.
- If you haven’t used a tag in a month, prune it.
Step 3: Make Notes That Future You Will Actually Understand
Notes are easy to abuse. If you write “follow up?” or “nice guy,” that’s not useful a month from now.
What to include in a note: - The why and how of your last interaction (“Asked about pricing; told me to circle back in July.”) - Any personal info that matters (“Big on sustainability—send case study.”) - Next step (“Send demo link next week.”)
What to skip: - Anything that’s obvious from their LinkedIn profile. - Notes you could turn into a tag (“Spoke at webinar” — if you care, tag it.)
Pro tip:
Always add a date to your notes, e.g., “2024-06-15: Spoke at SaaS event, follow up re: partnership.”
Step 4: Actually Use Tags and Notes in Your Workflow
Here’s where a lot of folks drop the ball—they tag once and never look back. To get value, work them into your daily or weekly routine.
A Simple Weekly Review Process
- Filter by tag: Start your week by filtering leads by status tags (“No Reply”, “Replied”). See who needs a nudge.
- Update tags as you go: After every outreach or reply, update the tag. Don’t wait until “later”—you’ll forget.
- Scan notes before messaging: Always check your last note so you don’t send a tone-deaf follow-up.
Don’t:
- Use tags as a dumping ground. If you find yourself adding “To Do” or “Misc,” your system’s too vague.
- Let stale tags pile up. Archive or remove tags you no longer use.
Step 5: Export, Back Up, and Sync—But Don’t Overthink It
Duxsoup lets you export your lead data (including tags and notes) to CSV. This is great for backup or syncing with a CRM. But don’t obsess over perfect integration unless you’re managing hundreds of leads.
What’s worth doing: - Export your list monthly, just in case. - If you use a CRM, sync key tags and notes—don’t try to copy everything.
What’s not worth it: - Building a sprawling spreadsheet with 30 columns you never use. - Trying to automate every step unless you’re sure it’ll save you real time.
Pro tip:
If you stop using Duxsoup, you’ll want your notes and tags somewhere safe. Export regularly.
Common Pitfalls (and How to Dodge Them)
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Tag Overload:
If you have to scroll to see all your tags, you’re doing too much. Trim aggressively. -
Cryptic Notes:
“Call next week” is useless if you can’t remember why. Add context and dates. -
No System:
If you’re just tagging for the sake of it, stop and rethink. What does each tag mean? Would someone else understand it? -
Incomplete Updates:
If you don’t update tags after each interaction, your list turns stale—fast. -
Relying Only on Duxsoup:
Browser extensions break, LinkedIn changes things. Always have a backup.
What to Ignore (Despite the Hype)
-
Overly Fancy Tagging Systems:
Some guides will push color-coding, emojis, or hierarchical tags. Unless you’re managing a sales team of 20, keep it basic. -
Automated Note Templates:
Every lead is different. Templates can help for speed, but don’t let them make your notes meaningless. -
Third-Party Integrations You Don’t Need:
If you’re spending more time integrating than reaching out, you’ve missed the point.
Wrap Up: Keep It Simple, Keep It Moving
A good tagging and notes system does one thing: lets you find the right lead, fast, and remember what matters. Don’t let tools become another job. Start simple, review what’s working every month, and don’t be afraid to toss what isn’t. Iterate as you go.
Your future self will thank you—especially when “Demo Booked” actually means something, and “Circle back in July” doesn’t require a detective to decode.