Client Tracker

The best we can give are general guidelines for developing the workbook, seeing as only you know the details about client information and progression through phases, etc.

All related raw data should be contained on a single worksheet that is structured in a classic database format, which means:

• The top row (not necessarily row-1) of the data table is a header row spanning across as many columns as is needed for the different data types (i.e. Name, Address, Phone, etc.). The header cells indicate the type of data expected in the cells below.
• All cells below the header are records. Each row represent a single record in the database.
• Do not use blank rows to space data - set the row height for vertical separation if needed.
• Ditto for blank columns
• A few blank cells in a record are OK - you may not always have all of the information.
• Never use merged cells - ever. Did I say never used merged cells? Well, I meant - no merged cells.

Here are a few topics to research while you think about how to structure your sheet.
Data Validation
Named Ranges

Because you are using Excel 2007, you might consider using the Table Feature to help with the database. Before doing so, it is best to make sure you have created all headers, implemented data validation, set the cell formats, etc. before using the Table Feature. By using Tables, Excel will carry forward all properties, formats, formula, validation, etc to new rows.

Last, use a separate worksheet for reporting or analysis by extracting data from the database.

I first would put the name of the potential client under the first column (and would like to but not sure how have their contact information on a separate sheet).

I would opt for having a column solely for the name (actually, I'd use two columns - for last name, first name). Then, in "Initial Phone Call" would use a date, same for Live Meeting and and New Client. Dates will show the progression of the phases and provide clear documentation of when the events occurred.

As for contact information, it makes sense to me to have it all on one sheet, but if you want to use another sheet, simply select the sheet or, if necessary, add a new worksheet. With a default Excel installation, you should have three blank worksheets in any new workbook, so pick a blank sheet and set it up to hold the contact info as needed. Again, this could all be done on a single sheet as there are plenty of rows and columns.

Lastly, would want to add a 'notes' field beside each of the three columns, so for example, if I was only able to leave a message on their voicemail I could document that but would not be able to move them to another column.

I don't see why you need three columns for notes when one would probably suffice and be more efficient. However, simply title the columns with Note1, Note2, Note3 or whatever makes sense for your purposes. That being said, you could have a column that uses a data validation drop down to select the type of contact made (voicemail, email, message, etc.).

I don't know what you mean by "not be able to move them to another column".

Each column header should be unique, but you could append the header name with a numeric character. This should be kept to an absolute minimum and is not an approach I use.

Given I don't know anything about your project or business, I get the feeling you are trying to accomplish two things: develop a client tracking system and a contact list.

If that is the case, then I would opt for two sheets: one to track contact attempts and the other to maintain details of client contact information. Both would be "linked" by a common field, like last name or, better yet, a unique client ID. Reason: if the need arises to correlate call records to client information you will have a ready means to do so.

Would you add another column with the same heading until you actually spoke to the person and would then move to column header #2?

I would create a new record for each contact attempt, note the method of contact, using just a single column (with a drop down) to select contact method, and results in a column.

You might try a web search on Excel Templates and view other attempts to help develop your own custom solution.
Templates available from Microsoft