If your B2B outreach process feels like herding cats—messy docs, scattered notes, or campaigns that stall out—you're not alone. This guide is for teams who want to use Lemlist to actually work together without tripping over each other. No fluff, just what you need to know to get your outreach running smoother.
1. Get Your Team into Lemlist
First thing’s first: if you’re not all in the same workspace, you’re not really collaborating. Lemlist lets you add multiple users, but it’s not always obvious how to set things up right.
How to add team members:
- Head to Settings
Click your profile pic in the bottom left. Go to “Team members.” - Invite your colleagues
Hit “Invite team member,” pop in their email, and choose a role: - Admin: Full control. Only give this to people you trust.
- User: Can run campaigns, but can’t change billing or plan stuff.
- Read-only: Good for clients or folks who just need to see results.
Pro tip:
Don’t give everyone admin rights “just in case.” It’s a recipe for accidental chaos.
2. Set Up Shared Campaigns (and Avoid Duplicates)
Here’s where most teams get tripped up: everyone spins up their own campaign, then you’ve got overlap, people contacting the same leads, or—worse—sending conflicting messages.
How to keep it clean:
- Create campaigns in shared folders
When starting a new campaign, choose or create a shared folder, and make sure everyone’s working from there. This way, all team members can see and edit the same stuff. - Name conventions matter
Use clear names. (“Q2 SaaS Founders - Outbound” beats “Test 7.”) - Assign campaign owners
Pick one person to “own” each campaign. They’re the go-to for updates or questions.
What to avoid:
Skip the temptation to “just duplicate” someone else’s campaign. You’ll end up with messy data and no real way to track what’s working.
3. Share and Manage Lead Lists Together
Uploading leads is the grunt work nobody loves, but it’s even worse when two people upload the same contacts—cue angry replies and opt-outs.
How to do it right:
-
Import leads into shared campaigns only:
Each campaign has its own list. Upload new leads there, not in some private corner. -
Use Lemlist’s duplicate detection:
Lemlist will warn you if you try to upload the same leads twice, but don’t push your luck. Double-check before importing a big list. -
Tag leads smartly:
Use tags like “Conference 2024” or “Warm intro” so anyone can filter and see where leads came from.
Pro tip:
Keep a Google Sheet or CRM integration in sync with Lemlist. If you’ve got leads flying in from everywhere, you need a single source of truth.
4. Assign Tasks and Ownership (Don’t Assume Someone Else Will Do It)
Lemlist isn’t a full-on project manager, but you can assign leads or replies to specific team members. This stops stuff from falling through the cracks.
How to assign responsibilities:
-
Reply assignments:
When a prospect replies, you can assign that email to a teammate, so it’s clear who’s following up. -
Use notes and mentions:
Drop notes or @mention teammates on specific leads. This keeps context without endless Slack pings. -
Set reminders:
Lemlist lets you set reminders for follow-ups. Use them, or you’ll forget. Everyone does.
What doesn’t work:
Relying on memory or side chats. If it’s not tracked in Lemlist, it might as well not exist.
5. Share Templates and Personalization Tactics
One person’s killer email shouldn’t live in their drafts folder. Sharing templates (and what’s actually working) is how teams improve, fast.
How to create and share templates:
-
Save winning emails as templates:
After a campaign gets good replies, save those emails as templates for the whole team. -
Standardize personalization:
Agree on which custom fields matter (like “{first_name}” and “{pain_point}”). Too many, and you’ll confuse people. -
Create a “Do Not Use” folder:
For templates that are outdated, spammy, or just don’t convert. This keeps new hires from accidentally sending bad stuff.
Pro tip:
Have a quick monthly review of what’s working. Toss out what isn’t. Don’t be precious—bad templates waste everyone’s time.
6. Use Shared Analytics to See What’s Actually Working
Gut feeling is nice, but numbers tell you what’s really moving the needle.
How to review together:
-
Check campaign stats as a team:
Open the analytics tab for each campaign. Look at open rates, reply rates, and positive/negative responses. -
Spot issues early:
If replies tanked after a new intro line, you’ll see it fast. Fix it before burning more leads. -
Share wins and losses:
Celebrate what’s working, but don’t hide flops. Learning from mistakes is what makes teams better.
What’s overrated:
Obsession with vanity metrics. Open rates are nice, but replies and booked meetings are what pay the bills.
7. Integrate with Other Tools (But Keep It Simple)
Lemlist plays nicely with CRMs and tools like Slack or Zapier. This can save time, but over-automation can backfire.
Integrations that actually help:
-
CRM sync (like HubSpot, Pipedrive):
Keeps your sales team in the loop. Make sure only qualified leads go to the CRM, or you’ll clutter it up. -
Slack notifications:
Set up alerts for replies or meetings booked, so nobody misses something important. -
Google Sheets:
For teams who love spreadsheets, syncing leads or results to Sheets is easy.
What to skip:
Don’t try to automate every step. Outreach still needs human judgment. Start simple, then automate what’s truly repetitive.
8. Troubleshooting: Common Collaboration Pitfalls
Even with the best tools, stuff goes sideways. Here are the big ones to watch for:
- People send to the same lead twice:
Use shared lists, and trust Lemlist’s duplicate checker. - Nobody knows who’s following up:
Make assignments explicit, not implied. - Conflicting messaging:
Regularly review templates and campaign copy as a team. - New hires get lost:
Keep an onboarding doc with your “rules of the road” for Lemlist.
Pro tip:
If something feels clunky, ask the team how to fix it. Tools help, but process matters more.
Keep It Simple, Iterate, and Don’t Overthink It
Collaboration in Lemlist isn’t rocket science, but it does take a little discipline. Get everyone into the same workspace, agree on how you’ll name stuff, and make sure leads and replies have clear owners. Share what works, ditch what doesn’t, and don’t get sucked into over-automation. Keep it simple, and tweak as you go. That’s how real teams win at B2B outreach.