The minimum useful lead record for a small team

Establish an identity

Keep a name or organization and a usable contact channel when available. Distinguish the individual from their company: several people can work at the same business and have different responsibilities. Use consistent spelling and enough context to avoid confusing similar names when teammates search the shared list.

Explain why the record exists

A short note should describe the enquiry or the reason for research. “Asked about importing an existing spreadsheet” is more useful than “interested.” Say whether the person contacted you or came from a research process. That distinction informs whether a conversation is expected and what an appropriate opening might be.

Describe the next action

Use a concrete action such as answering a question, sharing a requested document, or checking missing information. Add timing when appropriate. A follow-up date without a purpose leaves the next person guessing. A note that simply says “call” may be insufficient when someone else needs to continue the conversation.

Keep the record maintainable

Begin with a few fields that the team updates consistently. In Happitap, contact details, notes, contact status, and follow-up dates support this approach. Supplementary research can stay in a separate maintained source, with relevant context summarized in the lead record. Review unused fields before expanding the information you collect.