# Lead Follow-Up Map v2: Setup and Field Guide

The Lead Follow-Up Map is a free, portable CSV for keeping inquiry ownership and the next action visible. Version 2 adds populated examples and fuller documentation. It does not send messages, make decisions, replace consent, or guarantee a sale.

## Before using the file

The four populated rows are **clearly fictional examples**. They use invented organizations, placeholder names, and the reserved `.invalid` email domain. They are not customers, leads, testimonials, results, or proof of MethodCo work.

Delete or replace every example before entering real information. The original blank v1 file remains available at `/downloads/lead-follow-up-map.csv` for anyone who needs it.

## Included file

- `lead-follow-up-map-v2.csv` — version 2.0, UTF-8 CSV
- Compatible with Excel, Google Sheets, Numbers, and CSV-compatible spreadsheet applications
- Personal-use license
- Self-serve documentation; no hosted software or automatic outreach is included

## Set it up

1. Save an untouched backup of the downloaded file.
2. Import the CSV into the spreadsheet application you already use.
3. Delete the four fictional example rows after inspecting how complete rows work.
4. Name one person as the owner of every open inquiry.
5. Keep only the statuses your workflow can explain and review.
6. Protect the file according to the sensitivity of the information it contains.
7. Record contact details only when you have a legitimate reason and permission to do so.

## Field guide

| Field | What belongs here |
| --- | --- |
| Inquiry ID | A unique internal reference. Do not use sensitive identifiers. |
| Date Received | The date the inquiry entered the workflow, in `YYYY-MM-DD` format. |
| Contact Name | The name needed to respond to the inquiry. |
| Contact Details | The minimum email, phone, or channel detail legitimately needed for the reply. |
| Organization | The organization named by the requester, when relevant. |
| Source | Where the inquiry arrived, such as a website form, referral, or direct email. |
| Request Summary | A short factual description of what the person asked for. |
| Owner | The one person responsible for moving the inquiry to its next honest state. |
| Status | One of the small, explained states below. |
| Next Action | One specific visible action, not a vague note such as “follow up.” |
| Follow-Up Date | When the owner will review or take that next action. |
| Last Contacted | The most recent date a useful response was sent. |
| Permission Notes | The legitimate basis, preference, or limitation relevant to using the contact details. This is not legal proof. |
| Outcome | The closing result when the inquiry is no longer open. |
| Notes | Only context needed to handle the inquiry responsibly. Avoid unnecessary personal information. |

## Suggested statuses

- **New:** captured but not reviewed.
- **Replied:** the first useful response has been sent.
- **Waiting:** another person must act before the work can move.
- **Next action:** a specific follow-up is scheduled.
- **Closed:** completed, declined, or no longer active.

Do not add statuses merely to make the file look sophisticated. A status is useful only when the owner knows what it means and what can happen next.

## Daily review

Check:

- New inquiries without an owner.
- Follow-up dates that are due or overdue.
- Open rows without one specific next action.
- Replies that make a promise requiring human confirmation.
- Sensitive or unusual requests that should leave the normal workflow.

Give every open row one owner, one next action, and one review date. A note without a decision is not a follow-up system.

## Weekly review

1. Close completed, declined, duplicate, or no-longer-active inquiries.
2. Correct missing ownership or dates.
3. Review waiting items and decide whether a responsible follow-up is still appropriate.
4. Remove information that is no longer needed.
5. Look for repeated questions that should improve the website, intake form, or service scope.
6. Archive closed rows only when retaining them is justified by the operator’s real requirements.

## Privacy and responsibility

This file is not a contact list for unsolicited outreach. Store the minimum information needed to respond to genuine inquiries. Do not collect, retain, enrich, share, or contact people merely because the spreadsheet makes it possible.

A person remains responsible for permission, accuracy, access, retention, each follow-up decision, every promise, and the final message. Apply the legal, professional, contractual, and security requirements relevant to your situation. This guide does not provide legal, privacy, security, or compliance advice.

## Keep the system small

Remove fields you do not use. Add a larger tool only when the real workflow proves it needs one. If the work requires automated messaging, complex permissions, regulated records, high-volume routing, or consequential decisions, a CSV may not be the right system.

No AI is required to use the map. If AI helps prepare a summary or draft, verify every fact against the inquiry and keep the response decision human.