If you’re on a sales, revops, or marketing team and need to wrangle prospecting with a few (or a few dozen) colleagues, you know it can get messy fast. Duplicate outreach, missed leads, unclear handoffs—the usual chaos. Lonescale promises to help with this, but how do you actually get your team working together without making things more complicated?
Here’s a real-world guide to collaborating with your team on prospecting tasks in Lonescale—what works, what doesn’t, and how to keep the process sane.
1. Get Your Team Set Up (Don’t Skip This)
Before you do anything, make sure everyone actually has access—and the right access. Sounds obvious, but you’d be surprised how often teams skip this and end up emailing spreadsheets back and forth.
Checklist: - Invite all team members (and confirm invites land in their inbox). - Assign roles: Admins can do pretty much everything; regular users have limits. - Decide upfront who really needs admin rights—less is more here. - Set up basic permissions so folks can see and edit what they need, but aren’t tripping over each other.
Pro Tip: Avoid giving everyone admin rights “just in case.” It’s tempting, but it leads to accidental chaos—think deleted lists or settings changed at random. If someone needs more access, bump them up later.
2. Build a Shared Prospecting Workflow
Lonescale is flexible, but that’s a double-edged sword. If you don’t agree on how you’ll use it, you’ll end up with a Wild West of duplicate records and missed follow-ups.
Here’s what to nail down as a team: - Lead Stages: Define what each stage means (e.g., “To Contact,” “In Progress,” “Qualified”). Write it down somewhere everyone can see. - Assignment Rules: Decide if you’re splitting leads by territory, industry, or round-robin. Stick to it. - Naming Conventions: Agree on how you’ll name lists, tags, and campaigns. Seriously, this avoids a lot of confusion. - Notes & Comments: Decide where to put key info—use comments for quick updates, notes for details.
What to ignore: Don’t overcomplicate it with custom fields or automations until you’ve got the basics working. Fancy setups often create more overhead than they save—at least at the start.
3. Create and Share Lead Lists
Lonescale lets you build lists of prospects, but it’s easy to end up with overlapping or outdated data if you’re not careful.
How to do it: 1. Build Lists Together: Either one person creates the main list and shares it, or you assemble lists in smaller teams and merge them. 2. Share the Lists: Use Lonescale’s sharing features so everyone can access (and edit, if needed) the same list. No more “I sent it to you on Slack” nonsense. 3. Assign Owners: Each lead should have a clear owner, visible in the system. If it’s “unassigned,” it’s no one’s job.
Pro Tip: Use tags to mark lists by campaign, date, or owner. It’s a simple way to avoid stepping on toes.
What doesn’t work: Sending out static CSVs or screenshots. The second you export, your data is out of sync. Keep it in Lonescale, or you’re back to square one.
4. Assign and Track Prospecting Tasks
Once your lists are in order, you need a way to actually do the work—without losing track of who’s contacting whom.
Step-by-step: - Assign Tasks: In Lonescale, assign outreach, follow-up, or research tasks to specific team members. Make sure everyone knows how to claim or reassign tasks. - Due Dates: Use deadlines, but don’t overdo it. You want visibility, not a calendar full of fake urgency. - Notifications: Set up email or in-app notifications, but encourage your team to actually check Lonescale instead of waiting for pings. - Activity Logs: Check the activity feed to see what’s been done—calls made, emails sent, notes added. This cuts down on status update meetings.
What works: Quick, clear assignments and a habit of marking things as done. If someone’s out sick, it’s obvious what needs to be picked up.
What to ignore: Don’t try to track every single detail (like “sent first email” vs. “sent second email”). That way lies spreadsheet hell. Focus on meaningful milestones.
5. Use Comments and Notes for Real Collaboration
One of the best parts of Lonescale is the ability to leave comments and notes directly on prospects or tasks. But you have to actually use it.
Tips: - Comments for Context: Drop a quick update (“Talked to Jane, circling back next week”) so others know what’s happening. - Notes for Details: Save the deeper research or call summaries here. Think: enough info so someone else can pick up the thread if you’re out. - Tag Team Members: Use @mentions to loop in colleagues. Don’t overuse it, though—no one likes a barrage of notifications. - Keep it Professional: Comments are visible to the team. Save the snark for your group chat.
What doesn’t work: Relying on chat tools for critical updates. If it’s not in Lonescale, it’ll get missed.
6. Review Progress and Clean Up Regularly
Even the best systems get messy. Leads fall through the cracks, tasks go stale, and lists multiply like rabbits. Set a regular time—weekly or biweekly—to review and clean up.
What to do: - Review Unassigned or Stale Leads: Reassign or archive as needed. - Check for Duplicates: Merge or delete to keep things tidy. - Update Lead Statuses: Move leads along the pipeline, or mark them closed if they’re a dead end. - Delete Old Lists: If a campaign is done, archive or delete the list. Don’t let old stuff clutter up your view.
Pro Tip: Nominate someone as the “Lonescale wrangler” to do a quick sweep every so often. It saves everyone time.
7. Avoid Common Collaboration Pitfalls
A few traps are easy to fall into when working as a team. Here’s how to dodge them:
- Too Many Cooks: Don’t have everyone working the same lead at once. Assign clear owners.
- Lack of Visibility: Make sure everyone knows where to find the latest info. Centralize it in Lonescale.
- Overcomplicated Workflows: More fields, automations, and custom statuses are not always better. Start simple.
- Forgetting to Document: If it’s not written down, it didn’t happen. Use notes and comments.
8. Keep Improving the Process (But Don’t Chase Perfection)
Collaboration tools are only as good as the habits behind them. Expect some bumps, and don’t feel like you need to overhaul everything overnight. See what’s working, tweak what isn’t, and don’t get distracted by every new “productivity hack.”
A few things to keep in mind: - Get feedback from the team—what’s actually helpful, what’s just noise. - Revisit your workflow every month or so. Small adjustments beat big, rare overhauls. - When in doubt, cut steps, not add them.
Bottom line: Team collaboration in Lonescale doesn’t have to be a headache. Start simple, agree on the basics, and actually use the tools Lonescale gives you. You’ll move faster, drop fewer leads, and spend way less time chasing updates. Keep it straightforward, and you’ll figure out what works for your team as you go.