Base Tips & Tricks #1: Best Practices for Smart Lists

Smart Lists are real-time lists in Base that can be created around leads, contacts or deals. These dynamic, customizable lists can be viewed, filtered and exported to include any number or combination of attributes, including custom fields and tags.

While they may sound just like any old spreadsheet, this assumption couldn’t be further from the truth. In fact, Smart Lists are actually extremely powerful, and, when used to their full potential, can have a major impact on organization and productivity. Here are some best practices for Smart Lists to help Base customers use them more effectively in their day-to-day sales activities.


Sometimes reps get handed a list of hundreds or even thousands of leads to reach out to all at once. Talk about overwhelming! Fortunately, using best practices for Smart Lists in Base can help them prioritize and better structure their outreach.

The most obvious way to do this is to create a Smart List that includes lead scores. Sorting leads by score enables reps to reach out to those with the highest score and who are therefore most likely to convert first, rather than wasting time on lower quality, higher friction prospects.

Another good strategy to help structure and streamline outreach is to filter your Smart List by industry. Presumably, your reps have a specific talk track or email template for each of the industries your company serves. Segmenting your outreach list by industry helps reps get into a groove with similar back-to-back conversations, rather than having to switch gears between each lead.
Best practices forSmart Lists

Another best practice for Smart Lists is to filter them by time zone or state. Doing this is extremely helpful for reps with larger sales territories. For example, if you live on the West Coast, the ability to see which leads are based on the East Coast allows you to reach out to them first since they are three hours ahead.


Persistence is key when it comes to closing deals. Follow-up is critical, but it’s also one of the most time-consuming parts of sales. Not to mention, with reps juggling so many prospects and conversations, potential clients sometimes get lost in the shuffle.

One of the best and easiest ways Base customers can ensure that they are following up with their prospects in a timely and efficient manner is by using Smart Lists to view or filter leads and contacts by one of these three criteria:

Last outgoing call or email: this Smart List essentially provides a timeline of lead or contact outgoing calls and emails. Most importantly, it highlights new leads that reps have not yet had contact with so that they can be sure to connect ASAP.
Days awaiting contact response: adding this field to your Smart List will show you how many days have passed since you last reached out to a lead or contact. If you still haven’t heard back, it might be time to shoot them another note or give them a quick call.
Email views and clicks: to help pinpoint key follow-up opportunities, first filter your Smart List by emails sent within a certain timeframe, such as the last two days or one week. Then add email views and/or clicks to the mix. Knowing that an email you sent yesterday has been viewed 10 times is a sure sign that this prospect is ripe for follow-up!


With so many leads to follow up with, metrics to hit and contracts to sign, a sales rep can sometimes feel a bit crazed. Not to mention, while CRM is a powerful tool for collecting and housing your sales data, because everyone in the sales org is (hopefully!) adding information on a daily basis, it can sometimes get a little messy.

Luckily, Base offers a few best practices for Smart List to help keep both your sales team and platform organized. By using the “Actionable” field, you can see all of your unread emails and overdue tasks that you created in Base in a single glance. This makes it super easy to prioritize your day and ensure that nothing important slips through the cracks. Think of it as your morning to-do list!
Best practices for Smart Lists

Managers can also use deal Smart Lists to improve data cleanliness within Base. Filtering by “last stage change date” will show you the last time a deal moved stages in the sales pipeline. If it’s been awhile since a deal made progress, it may be time to follow up with the contact or mark them as “unqualified.”

Finally, adding basic fields like email, phone number and address to your Smart List is a fast, easy and highly effective way to gauge data completion in Base. If leads, contacts and deals are showing up without this key contact information, it’s time to have a serious talk about data cleanliness with your reps and spend some time cleaning house.

Getting Smart About Smart Lists

How does your team use Smart Lists? Have any specific questions? Let us know what you think of these best practices for Smart Lists in the comments below. And be sure to keep an eye out for the next post in the Base Tips and Tricks series, all about notifications!

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