If you’re building a sales pipeline and your prospect lists are a mess, you’re not alone. Most people start with good intentions—maybe a spreadsheet, maybe a list in some CRM—and end up with a random pile of names, half-baked notes, and a bunch of “Who’s this again?” entries. This guide is for anyone who wants to wrangle their prospect lists in Rhetora and actually see results, not just busywork.
No fluff, no magic bullets—just the real steps to get your pipeline sorted, with a few warnings about what not to bother with.
1. Get Your List Out of Chaos Mode
First things first: import your prospects. If your contacts are in spreadsheets, another CRM, or scattered across email threads, gather them up. Rhetora lets you import from CSV or connect to some common sources. Take the time to clean your list before you hit import. Here’s what to check:
- Remove obvious junk (test contacts, old emails, duplicates).
- Check for basic info: name, company, email, maybe LinkedIn if you have it.
- If you have notes, try to get them into a column.
Pro Tip: Don’t get sucked into the trap of “perfect data.” You’ll never have it. Good enough is fine for now—fix the big stuff, import the rest.
2. Set Up Lists That Make Sense (Not Just “Everyone”)
Inside Rhetora, you can create multiple prospect lists. Resist the urge to dump everyone into one bucket. Instead, break them up by what actually matters to you, like:
- Source: Where did they come from? (Event, referral, inbound, cold list)
- Stage: Are they cold, warm, or in conversation?
- Persona or segment: Industry, job title, or company size.
Don’t overcomplicate it. Three to five lists is enough for most people. You can always split or merge later.
What to skip: Don’t bother tagging every tiny detail (like “likes golf” or “has a dog”) unless it’s directly relevant to your outreach. Focus on what moves deals forward.
3. Use Custom Fields, But Keep It Simple
Rhetora lets you add custom fields to prospects. This is handy, but it’s easy to go overboard. Start with the basics:
- Status (e.g., New, Contacted, Follow-up, Qualified)
- Last Contacted Date
- Next Step (short text: “Send proposal,” “Book demo,” etc.)
- Source
If you find yourself adding 10+ custom fields, ask yourself: Will I actually use this info? If not, skip it.
Pro Tip: Make the “Next Step” field mandatory for your own sanity. If you don’t know what happens next with a prospect, they’ll fall off your radar.
4. Prioritize and Triage—Don’t Treat All Prospects the Same
Once your lists are set up, triage your prospects. Who’s hot? Who’s just noise? Assign a basic priority (High/Medium/Low is fine). You can do this with a custom field, tag, or just sorting in Rhetora.
- High Priority: They’re actively talking to you, or you know they’re a perfect fit.
- Medium: Good fit, but haven’t engaged yet.
- Low: Long shots, or you’re not sure they’re worth your time.
Work the high-priority list every day. Medium gets attention when you have time. Low? Ignore unless you’re desperate or bored.
Honest Take: You’ll never have time for every lead. Don’t pretend you will.
5. Build (and Stick to) a Simple Follow-Up System
Rhetora has basic task and reminder features. Use them. The best system is the one you’ll actually keep up with. Here’s a straightforward approach:
- When you contact someone, set a follow-up date—right then, before you move on.
- Use Rhetora’s reminders so you get pinged when it’s time. Don’t trust your memory.
- Add a quick note each time you reach out. Nothing fancy—just enough to remember where you left off.
What doesn’t work: Trying to automate too much too soon. Don’t waste hours setting up complex workflows unless you’re drowning in volume. Manual works fine when you’re starting out.
6. Use Filters and Views to Stay Focused
Rhetora’s filters are your friend. Once you have lists and custom fields, use saved views for:
- “Show me everyone I need to follow up with this week.”
- “Show me all prospects from last month’s conference.”
- “Show me hot prospects in [industry/segment].”
Set aside time each week to review these. If you’re not using filters, you’re staring at a wall of names and hoping for the best.
Pro Tip: Don’t build a view for every possible scenario. Start with two or three that actually help you decide what to do next.
7. Clean Your Lists Regularly (Yes, Really)
It’s tempting to let your lists get stale. Don’t. Once a month, spend 30 minutes:
- Archiving dead leads (people who never reply, bounced emails, etc.)
- Merging duplicates that slipped through.
- Updating statuses so you’re not chasing ghosts.
Rhetora makes this pretty quick if you use bulk actions. It’s boring but necessary—otherwise, you’ll start ignoring your own pipeline.
8. Ignore the Bells and Whistles—Focus on What Moves Deals
Every tool, Rhetora included, has shiny features you probably don’t need (advanced automation, AI scoring, etc.). If you’re not closing deals yet, ignore those. Focus on:
- Getting a process you can actually stick with.
- Keeping your lists and notes up to date.
- Following up—not just once, but until you get a “yes” or a “no.”
Once you’re reliably moving prospects through your pipeline, then look at automation or fancier features. You can’t automate a mess.
9. Collaborate… Only If You Need To
If you’re on a team, Rhetora lets you share lists and assign prospects. But don’t overthink permissions or create a maze of shared lists. Keep it simple:
- One owner per prospect, if possible.
- Clear handoffs if someone’s going on vacation or leaving.
- Shared notes are great—just don’t turn them into a dumping ground.
If it’s just you, skip this section.
10. Review, Adjust, Repeat
Nothing will be perfect out of the gate. Every month or so, check:
- Are your lists still working for you?
- Are you actually following up, or just shuffling names around?
- Is there anything you can cut or simplify?
Make small changes. Don’t burn it all down and start over unless you’re truly stuck.
Keep It Simple—and Keep Moving
Managing prospect lists in Rhetora isn’t about fancy features. It’s about having a clear, simple system you’ll actually use: clean imports, sensible lists, quick notes, and regular follow-ups. The rest is just noise.
Keep it simple, tweak as you go, and don’t let “perfect” get in the way of making progress. If you’re working your pipeline and deals are moving, you’re doing it right.