Let’s face it. Most CRMs end up becoming graveyards for leads that once had potential but never went anywhere. You log in, see a list of names you barely remember, and scroll past outdated notes like "call next week" from nine months ago.
It doesn’t have to be like that. When used right, your CRM can be the most powerful tool in your practice. Not just a place where data goes to die, but a real-time, living system that moves your business forward.
Here’s how to bring your CRM back to life and actually use it like the pros do.
Start treating it like a workspace, not a filing cabinet
Think about how you use your physical desk. You don’t just pile papers on it and never look at them again. You use it to get work done. Same idea applies here.
Your CRM isn’t just a place to park names and phone numbers. It’s where the work happens. It should tell you what to do next, who to follow up with, and where every lead stands in your process. If it’s not doing that, it’s just clutter.
Every time you log in, your question should be simple: what actions can I take today to move people forward?
Start tracking your conversations, not chasing your contacts
A common mistake is turning the CRM into a list of people you’re “trying to get ahold of.” That’s not the goal.
Instead, use it to track the actual flow of your conversations. Label your contacts clearly. Are they brand new? Have they booked a discovery call? Did they go cold but seem worth revisiting later?
When your CRM reflects your real pipeline, you’re not chasing people. You’re managing relationships with purpose. And yes, Planswell’s CRM has these categories built in so you don’t need to reinvent the wheel.
Make CRM updates a habit, not a chore
You don’t need to set aside a whole day each week to clean up your CRM. You just need to get in the habit of using it the way it was meant to be used—right after each call or interaction.
Sent a message? Update the status. Booked a meeting? Add a quick note. Talked to someone and learned something valuable? Capture it while it’s still fresh.
The more immediate the update, the more accurate your system stays. That means less stress later and no more thinking, “Who is this again?” when you get a reply out of the blue.
Make your notes personal, not just functional
"Left voicemail" or "good call" isn’t helpful when you go back weeks later. Instead, write like your future self will have no idea what happened. Because honestly, you won’t.
Try something like "talked about upcoming move to Florida, unsure if now is the right time to shift assets." These kinds of notes make it so much easier to pick up where you left off. They also show your prospects that you’re actually listening and remembering the details they care about.
That kind of attention builds trust faster than any pitch ever could.
Give everyone a next step
Every single person in your CRM should have some kind of action attached to them. If you can’t answer the question "what’s next for this lead," they don’t belong in your pipeline yet.
This doesn’t mean you need to book a meeting tomorrow. Maybe the next step is to follow up in a month. Maybe it’s to send a check-in email in the fall. Maybe it’s just to keep them in a nurture campaign for now.
The point is, they should never just sit there collecting dust. Action creates movement, and your CRM should reflect that.
Revisit old leads on purpose
There’s gold buried in your CRM. Those contacts from earlier this year, or even last year, who went quiet? They might still be in the market. They might just need the right nudge at the right time.
Set aside time each month to go back to older contacts. Reconnect with a simple message. No pressure. Just let them know you’re still available if the timing feels better now.
You’ll be surprised how many people reply with "Actually, yes, I was just thinking about that."
Final thought
Your CRM shouldn’t be something you dread opening. It should be your command center. A tool that tells you what’s happening, what’s next, and how to make progress.
When you use it like that, it stops feeling like a graveyard and starts working like a growth engine.
All it takes is a little consistency, a few smart habits, and a mindset shift. Don’t let good leads go to waste just because the system isn’t working for you.
Make it work with you. And you’ll be amazed what starts to happen.
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