Team Workflows

When multiple people work on signals, coordination is essential. This guide covers workflows to avoid duplicate outreach and maximize your team’s effectiveness.

The Core Problem

Without coordination:

• Multiple people respond to the same post
• Some signals get ignored while others get duplicate attention
• No visibility into what’s being worked on
• Awkward situations when a prospect gets contacted twice

Using Signal Statuses

Signal statuses are your primary coordination tool.

Status	Meaning	When to Use
New	Unprocessed	Default for incoming signals
Reviewed	Claimed/being worked	When you start working on a signal
Contacted	Response sent	After you’ve responded
Ignored	Not pursuing	When a signal isn’t worth pursuing

The Basic Flow

1. New signal arrives → Status: New
2. You decide to work on it → Change to Reviewed
3. You respond to the post → Change to Contacted
4. Or you decide it’s not worth it → Change to Ignored

Tip

Change to “Reviewed” as soon as you claim a signal. This tells your team you’re on it, even before you’ve written your response.

Team Coordination Strategies

First Claim

How it works:

• Signals go to a shared channel (Slack or dashboard)
• First person to mark “Reviewed” owns it
• Others skip signals already claimed

Best for: Small teams, collaborative cultures

Pros:

• Simple to implement
• Fast response to high-value signals
• No assignment overhead

Cons:

• Uneven distribution possible
• Requires team to check statuses

Round Robin

How it works:

• Assign signals on rotation
• Each team member gets the next unassigned signal
• Can use Slack workflow or manual assignment

Best for: Larger teams, fair distribution requirements

Pros:

• Even workload distribution
• Clear ownership
• No cherry-picking

Cons:

• Requires assignment mechanism
• May not match expertise to signal

Territory

How it works:

• Route signals by segment, industry, or geography
• Create separate listeners per territory
• Each rep owns their listener’s signals

Best for: Territory-based sales organizations

Pros:

• Clear ownership
• Expertise matching
• Scales with team

Cons:

• Requires multiple listeners
• Setup overhead

Time-Based

How it works:

• Assign shifts for signal review
• Morning shift handles overnight signals
• Afternoon shift handles real-time

Best for: Global teams, 24/7 coverage

Pros:

• Coverage across time zones
• Predictable schedules

Cons:

• Handoff complexity
• May delay responses during off-hours

Slack-Based Workflows

If you’re using Slack integration:

Thread-Based Claims

1. Signal posts to Slack channel
2. Team member replies in thread: “Taking this”
3. They update status in CatchIntent
4. Others see the thread and skip

Emoji Reactions

Agree on emoji meanings:

• 👀 = “Looking at this”
• ✅ = “Responded”
• ❌ = “Not worth pursuing”

Quick visual coordination without typing.

Dedicated Channels

Route different signals to different channels:

• #leads-urgent → High-relevance signals (claim fast)
• #leads-review → Lower-relevance for batch review

Avoiding Duplicate Outreach

Before Responding

Always check:

1. Signal status — Is it already “Reviewed” or “Contacted”?
2. The original post — Did a teammate already comment?
3. Slack thread — Did someone claim it?

If You See a Duplicate

If a teammate already responded to a post:

• Don’t pile on with another response
• Consider if you can add value in a reply to their comment
• Usually better to move to the next signal

Caution

Multiple responses from the same company looks spammy and can get your team banned from communities.

Handling High-Volume Periods

When signal volume spikes:

Prioritize by Relevance

Focus on 85+ scores first. Lower scores can wait or go to the digest.

Divide and Conquer

Temporarily assign:

• Person A: Reddit signals
• Person B: Hacker News signals
• Person C: Bluesky signals

Use Time Limits

“I’ll spend 30 minutes on signals, then move on.” Don’t let signal review consume your day.

Measuring Team Performance

Track at the team level:

Metric	What It Shows
Response time	How fast are signals being claimed?
Coverage rate	What % of signals get worked?
Contact rate	What % of claimed signals get responses?
Ignore rate	What % are marked ignored? (High = adjust listener)

Weekly Team Review

Every week, spend 15-30 minutes as a team:

1. What converted? — Share wins and what made them work
2. What didn’t work? — Signals that should have been ignored
3. Process issues? — Any coordination problems?
4. Listener adjustments? — Keywords or thresholds to change?

Communication Templates

Claiming a Signal

“Taking the [Platform] signal about [topic] - will respond in next hour”

Handing Off

“Started on this but won’t have time to follow through - can someone take over?”

Sharing a Win

“Got a demo from the signal about [topic]! Key was mentioning [specific thing]“

Tools for Coordination

Beyond CatchIntent statuses:

Tool	Use
Slack	Real-time coordination, thread discussions
Notion/Asana	Tracking follow-ups beyond initial contact
CRM	Logging leads and tracking conversions
Shared calendar	Scheduling shifts for signal review