How do you stay organized and manage a large volume of client accounts and information? What system or tool do you find most helpful?

Question

In the fast-paced world of account management, staying organized is crucial for success. This article delves into proven strategies and tools that can help Account Executives streamline their workflow and boost productivity. Drawing from insights provided by industry experts, readers will discover practical tips for maintaining order in their professional lives.

Adam Whittaker · Answer

At Manifest, we manage outbound new business for quite a few agencies at once, so there's no room for disorganization. A single missed follow-up or a lost contact detail can mean the difference between landing a meeting with a dream client or missing the boat completely. The system that's worked best for us is building everything around HubSpot. We've tried most of the major CRMs over the years, but HubSpot just fits best for the kind of detailed, multi-threaded outreach work we do. Every email, call note, and meeting is logged and visible to the whole team, so we're never starting from scratch with a prospect.
But tools alone don't solve the chaos. What's made the real difference is how we use them. We've built a very structured weekly rhythm across the team. Everyone has time blocked out for pipeline reviews, account health checks, and a regular scan of stalled conversations that might need a nudge. There's no over-reliance on memory or "gut feel" to know what's working -- it's all there in the data if you're disciplined about keeping it updated. We also build bespoke dashboards for each client so they can see progress without having to ask. It keeps things transparent and lets them feel involved in the process, which is important in what can otherwise be a bit of a black box industry.
I think the main lesson is that any system is only as strong as the habits around it. If your team isn't trained to use your CRM properly, or if people are inputting inconsistent data, even the best tool will let you down. So we keep it simple, but consistent, and always tie it back to results. If a particular approach isn't helping us convert more meetings, we're not sentimental about changing it.

Niclas Schlopsna · Answer

Managing a large volume of client accounts and information is like juggling at a circus—you need rhythm, focus, and the right tools to keep things in the air. At Spectup, we rely heavily on systems that ensure everything runs smoothly without the team losing its sanity (or coffee supply). Personally, I'm glued to tools like HubSpot and Notion. HubSpot helps us track client communications, timelines, and progress without missing a beat—it's like having a second brain specifically for client relationships. Notion, on the other hand, is our go-to for internal organization, whether it's detailed project plans or a treasure trove of ideas for pitch decks.
One time, we had four different startups preparing for investor meetings in the same week, each in different industries and time zones. Without proper organization, I would've mixed up a fintech deck with an agrotechnology one—and trust me, nobody wants to tell a VC about "revolutionizing digital banking for corn farmers." To avoid confusion, each startup gets its own dedicated space in our system, with clear task lists, deadlines, and ownership assigned.
But here's the real game-changer: consistency and delegation. Everyone on the team has clear roles, and we huddle regularly to stay aligned. It's like driving a car—you need everyone working together, from the engine to the GPS. Also, I'm a huge fan of the rule that if something takes less than five minutes to answer or fix, just do it immediately—no need to add it to a never-ending to-do list. Staying organized isn't just about the tools; it's about building habits that prevent chaos from ever becoming the norm.

Benn Thomas · Answer

Managing a large number of clients requires a balance of organization, consistency, and a deep understanding of each brand's goals.
Right from onboarding, I ensure every client has a smooth start with Zoko. I guide them through setting up their dashboards, configuring key features, and aligning the platform with their specific business needs. From there, I closely monitor how they're using the platform—what features they've adopted, how actively they're engaging with it, and where they might need help. Rather than waiting for issues to arise, I proactively reach out every 10 to 14 days with a review of their account. These check-ins are a mix of performance insights and practical suggestions—what's working well, what they could do more of, and where they might see better results with a few changes.
To manage this volume effectively, I keep things organized using simple tracking systems that help me monitor progress, client communication, and review cycles. But tools alone aren't enough. What really makes a difference is the structure I follow: I categorize clients based on their goals, maturity, and activity levels. This helps me tailor my conversations—whether they're focused on growing sales, improving support, or automating their customer journeys.
I also believe in being clear and actionable with my advice. Instead of giving clients general suggestions, I try to share ideas that are easy to implement and specific to their business model. For example, if a brand is seeing good results with WhatsApp broadcasts but hasn't yet explored cart recovery flows, I'll guide them on how to set that up and what kind of results they can expect. If a customer service team is overloaded, I'll walk them through setting up automation or using our multi-agent inbox efficiently.
What keeps everything running smoothly is consistency. I carve out time each week to plan my follow-ups, review accounts, and prioritize clients who may need more support. This rhythm ensures that even with a high client volume, I'm able to give each one the attention they deserve.
At the end of the day, my goal is to be more than just a point of contact. I aim to be a strategic partner who helps clients get the most out of Zoko. Staying organized isn't just about ticking boxes—it's about making sure every brand I work with feels supported, heard, and set up for success.

Adam Chahl · Answer

For me, staying organized while juggling a large volume of client accounts comes down to two things: having a rock-solid system and actually using it religiously.
I run a real estate team here in Vancouver under PLACE Real Estate Team - Oakwyn Realty, and we handle a high volume of leads, listings, and transactions through our platform, Follow Up Boss. That's been the backbone of our CRM setup. In my opinion, it's one of the most intuitive and powerful tools for agents, not just for storing client info, but for automating follow-ups, tracking conversations, and assigning tasks to team members.
On top of that, I use Google Workspace for everything else: Calendar for blocking time, Sheets for tracking deals and KPIs, and Drive for organizing docs. I'm also big on labeling everything and keeping a clean digital workflow so nothing gets buried.
The key for me is this: every client goes into the system, every note gets logged, and every next step has a due date. If it's not scheduled or written down, it doesn't exist. That structure allows me to give personalized service to each client without dropping the ball, even when things get busy.

Nicole Mutchler · Answer

As an Event Project Manager, I often manage 10 to 12 projects simultaneously, each with its own unique needs, timeline, and moving parts. Having a reliable project management system is essential. I use Asana to keep myself and my team organized and on track. Each event gets its own Asana board, where I can map out timelines, tasks, key dates, and deadlines.
Our team also pairs Asana with Google Drive to keep important documents and assets accessible, such as vendor contacts, client notes, and important information pulled from email threads. It's helpful to keep my inbox focused on client communication rather than internal back-and-forth with my event team. Email chains can become messy quickly! With Asana, everything lives exactly where it should: neatly organized under each task, just how I like it.
One of the best aspects of Asana is how naturally it fits into our team's day-to-day operations. We're constantly brainstorming and collaborating in person, so it's become second nature to wrap up a conversation by saying, "Let's add it to Asana"—and then actually doing it. That simple habit helps us capture ideas and action items right then and there, without losing the flow or momentum of authentic and spontaneous collaboration. With this system, we get to keep that special and unique part of our job while still keeping everything organized and actionable.
Asana helps me feel confident that nothing is slipping through the cracks. I rely on templates and repeatable checklists that keep things consistent from event to event while still being totally customizable for each event's unique needs. It takes the guesswork out of planning and gives me peace of mind, knowing all the important details are accounted for while I iron out the big picture for my team and clients.
Ultimately, using Asana allows me to manage complex event timelines with consistency and efficiency. What project manager doesn't love that?

Daniel Lynch · Answer

At Empathy First Media, managing high volumes of client accounts demands a fusion of process discipline and intelligent tooling. We use HubSpot CRM as our operational backbone — but the secret sauce is customizing it with workflow automations, personalized client views, and emoji-coded pipelines for instant status recognition. I believe organization isn't about perfection — it's about creating fast clarity under pressure. Every client touchpoint, from onboarding to campaign updates, is systematized and synced with project management tools like ClickUp. The key is ruthless prioritization: color-coded queues, milestone-based tracking, and daily dashboard hygiene.

Yasmin Parveen · Answer

In my experience, the right process will always be what is most natural to the individual Account Manager. Having over 7 years of experience managing around 20-30 accounts a month and then managing a team that does a similar volume, I've learned it has to feel right for the person. You need to understand the key checkpoints within your process and ensure you have a record for those checkpoints. I like to say have records so that anyone can cover for you if needed. On our end, for example, it would be when a client has approved sites for the Link Building campaign; this is an essential checkpoint. If they've approved, the team has moved onto content, which is the next checkpoint, or if they haven't, you know the discussion is ongoing or we might be working on providing the sites.
I've always been fond of a formulated, color-coded spreadsheet personally. You also can't go wrong with a manual to-do list for your day-to-day tasks, but these are not efficient for tracking work across multiple campaigns that have multiple checkpoints. Ultimately, this is where a Kanban board wins in my opinion. You can monitor Accounts moving across the boards, easily identify what status they are on, and delegate work accordingly. This, alongside a more personalized spreadsheet, helps keep me organized with deadlines.
I know others that prefer to block out their calendars for efficiencies or that prefer automated task lists. There are options out there, but ultimately the option you choose has to work for you; otherwise, remaining organized will be difficult. Whatever system you set up, it's important that updating the system once it's in process isn't a task in itself. If it is, you'll find members of your team not using it correctly, which could lead to some data loss.

John Xie · Answer

I use Taskade to manage everything in one place. It's how I stay organized across projects, clients, and ideas without dropping the ball.
Instead of jumping between docs, spreadsheets, and tools, I keep all notes, tasks, timelines, and files in Taskade. Each client or project has its own space, and I can track progress, tag teammates, and connect related information easily.
The real magic comes from Taskade's AI Agents. I can assign them to help follow up, summarize updates, or prepare reports. They keep things moving, even when I'm focused elsewhere.
It's like having an extra set of hands and eyes—built into your workspace. If you're handling a lot of moving parts, this kind of setup saves time and reduces stress.

Bertrand Waché · Answer

I don't see how this would be possible without a great CRM. We're fastidious about logging all of our client touchpoints - from initial lead form entry all the way through policy approval and delivery - in our CRM at LTCB. This can include automated integrations like tracking calls and emails, but also unstructured data like call notes so that we know where to pick back up with clients days or weeks later. Pro-tip: having a CRM is only half of the battle - you have to make sure to use it effectively in order to reap all of the benefits.

Phillip Mandel · Answer

At Mandel Marketing, we often manage a dozen or more client accounts at any given time, each with its own unique goals, timelines, assets, and stakeholders. For a small company, this is a lot—so staying organized is a necessity. That's why one of the most important roles on our team is our senior project manager. This person is the connective tissue between strategy and execution, making sure every deliverable is tracked, every deadline is met, and every client gets the attention they deserve. It's not an exaggeration to say that this role is essential to keeping everything moving smoothly.
In terms of tools, Trello is our project management platform of choice. It's deceptively simple, but incredibly powerful. We build out custom boards for each client, using columns to track everything from early-stage planning and creative briefs to live assets and final reporting. Each card includes checklists, deadlines, files, and internal notes, so there's one centralized place to monitor progress. It's visual, collaborative, and scalable—which makes it ideal for a fast-moving agency environment.
Trello also keeps our clients in the loop. When appropriate, we grant client access so they can see what's in motion and what's on deck. It builds trust and transparency, and minimizes the risk of miscommunication.
Ultimately, what keeps us organized is not just the right software—it's the combination of experienced people and smart systems. That's how we're able to deliver high-quality work at scale, without sacrificing attention to detail.

darwin liu · Answer

At X Agency, managing a large volume of client accounts and information is critical to ensuring we deliver the best service while maintaining efficiency. Staying organized isn't just about keeping things neat -- it's about streamlining workflows so we can be responsive, proactive, and data-driven.
The system we rely on for client management is HubSpot, with a few key integrations and workflows that help us stay on top of every detail. Here's how we make it work:
1. Centralized Client DatabaseHubSpot's CRM acts as our centralized hub for everything related to our clients. From contact details and contracts to campaign notes and communication logs, all client information is housed in one place, accessible to our entire team. This ensures no one has to dig through emails or scattered documents to find what they need.
2. Project and Task ManagementWe use Asana for task management and project tracking, which is synced with HubSpot. For each client, we create a project board with specific tasks, timelines, and deliverables. Whether it's an SEO audit, content calendar, or creative asset, our team can easily track progress, assign responsibilities, and ensure deadlines are met.
3. Automated WorkflowsTo reduce manual effort and avoid errors, we've set up custom workflows in HubSpot. These workflows automate routine tasks, like sending reminders for client meetings, follow-up emails after a proposal is submitted, or notifying our team about contract renewals. Automation helps keep our team aligned without getting bogged down by repetitive administrative tasks.
4. Collaboration, Communication, and Client TransparencyFor internal communication, we rely on Slack to keep real-time conversations flowing and facilitate quick, actionable discussions, while Asana is used for more structured project management. To maintain transparency, we use Google Data Studio (also integrated with HubSpot) to create custom dashboards that provide real-time insights into KPIs, SEO progress, campaign results, and more. Clients can access these dashboards at any time.
Ultimately, staying organized is all about creating a system that keeps us connected, transparent, and responsive to our clients' needs. By leveraging these tools, we ensure that every client, regardless of the size of their account, receives the level of attention, expertise, and timely communication they deserve.

Haley Gallerani · Answer

Staying organized while managing a large number of client accounts comes down to having solid systems in place and using the right tools to streamline communication and execution. At Real Estate Rankers, we handle SEO for a variety of real estate professionals, so staying on top of each client's progress is essential.
We use ClickUp as our main project management hub. Each client has a dedicated workspace where we track tasks, deadlines, notes, and deliverables. It helps our team stay aligned and ensures that nothing slips through the cracks, even when working across dozens of campaigns.
To monitor SEO performance, we rely on Google Search Console, Google Analytics, and SEMrush. These tools give us a complete picture of keyword rankings, website health, and traffic behavior. We then pull key data into shared Google Sheets, which allows both our team and our clients to see results clearly and consistently.
For client communication, Dubb has been one of the most impactful tools we've added. Instead of sending long written updates, we record short, personalized videos that explain results or walk through upcoming steps. Dubb videos appear as clickable thumbnails directly in the client's inbox, which stands out more than a plain link and helps increase engagement. It keeps our updates more human and easy to digest without adding extra meetings.
More than any single tool, though, it's the habit of regular check-ins, clear documentation, and keeping everything centralized that really makes the difference.

Joe Spisak · Answer

At Fulfill.com, we have prioritized managing a high volume of client accounts efficiently from day one. We've built our own custom CRM system on Airtable that's specifically designed for the unique needs of the 3PL industry.
This system allows us to track everything from initial inquiry to ongoing partnership management. We've created specific workflows that follow the client journey - from understanding their fulfillment requirements to matching them with the right 3PL partners, and then monitoring the relationship for success metrics.
What makes our approach particularly effective is the integration capabilities. Our CRM connects seamlessly with our proprietary matching algorithm, which considers factors like order volume, product specifications, geographic needs, and special handling requirements. This creates a single source of truth for all client information.
I've found that in logistics, details matter tremendously. A client shipping hazardous materials to international destinations has completely different needs than someone shipping apparel domestically. Our system tags and categorizes these requirements, ensuring nothing falls through the cracks.
One lesson I learned early in my entrepreneurial journey is that technology should serve people, not the other way around. We've designed our tools to be intuitive enough that our team spends time building relationships rather than managing software. Our account managers can quickly pull up a comprehensive client profile before any call, making conversations more productive.
We've also implemented automation for repetitive tasks. For example, we have automated check-in sequences that touch base with clients at key milestones post-matching.
The best system combines powerful technology with human expertise. No tool replaces the value of our team's industry knowledge, but the right tools multiply what our people can achieve. That's the balance we've struck at Fulfill.com, and it's allowed us to scale our client management without sacrificing the personal touch that's essential in this industry.

Syed Sarmad Ali · Answer

Managing a high volume of client accounts is less about juggling tasks and more about designing a system that thinks the way I think: structured, strategic, and insight-driven. Over time, I've developed a personalized system that blends smart tools with my own way of processing information. I built a custom "Client Intelligence Hub" in Notion that functions like a CRM, but tailored to me. It doesn't just store names and dates; it tracks patterns, priorities, and even sentiment based on our conversations. That part was inspired by a project I did analyzing customer reviews for Netflix, where I explored how indirect feedback reveals deeper service gaps. I've applied that same lens here: each client has tags like "growth-focused" or "at risk," and I assign urgency scores based on potential impact, not just deadlines. I also link this setup with Trello and Google Calendar through Zapier so everything syncs in real time with no double work and no missed steps. Once a week, I carve out time for what I call a "Service Reflection Sprint," where I scan through notes, spot emerging trends, and adjust my approach before anything slips through the cracks. It's not just about staying organized. It's about staying thoughtful, proactive, and deeply tuned in to each client's experience. That's what makes it work for me.

Ariana Adireh Anderson · Answer

Ariana Adireh Anderson, CEO, Ariana Designs & Interiors
Managing a high volume of client accounts across design, furnishings, and construction requires more than just good software—it takes a clear system and consistent communication.
At Ariana Designs & Interiors, we use Zoho Projects to manage project timelines, delegate tasks, and maintain visibility across teams. Each phase of a client project—from initial consultation to final installation—is organized into trackable milestones. This helps our designers, project coordinators, and build teams stay aligned, no matter how complex the project.
We also rely heavily on shared cloud folders for budgets, floor plans, samples, and selections. Having a centralized space for each client ensures we're always referencing the same information and can respond quickly when decisions need to be made.
The real key? Weekly internal check-ins, detailed client updates, and a strong project intake process. Tools are only as powerful as the systems behind them—and for us, structure is what keeps everything moving forward with clarity and care.

Jason Moss · Answer

To stay organized with a ton of client accounts, I lean on a system that blends automation with clear prioritization. I break my day into blocks--client check-ins, updates, and admin--so I'm not drowning in multitasking. Every client gets a dedicated digital file with notes, timelines, and deliverables, updated after every interaction to keep things fresh. Weekly, I review a master dashboard to spot who needs attention, ensuring no one slips through.
The most helpful tool for this is GoHighLevel. It's a CRM that centralizes everything--client contacts, communication history, and campaign stats--in one clean interface. For my website, I've set it up to auto-log emails and calls, tag leads by status (like "hot" or "follow-up"), and send reminders for tasks, cutting manual work by hours. Its pipeline view shows where each client's at--say, onboarding or closing--which keeps me from missing steps. Plus, it syncs with my calendar, so I'm not double-booking. It's like a virtual assistant that doesn't sleep, keeping my accounts tight and letting me focus on relationships over paperwork.

Anna Urban · Answer

Managing a large volume of client accounts requires a system that balances structure and flexibility. For us, Monday.com is our primary tool for organizing tasks, timelines, and deliverables by client. It's excellent for visualizing workflows and ensuring accountability across teams. Slack keeps communication fast and fluid, especially for time-sensitive updates or quick questions. We still rely on good old Google Sheets for tracking budgets, campaign metrics, and historical data. It's easy to share, customize, and reference across teams—especially when we need quick data views or collaborative input outside the platform.

Elizabeth Ortiz · Answer

We use our project management system, ClickUp, to efficiently organize and manage all client work. It allows us to schedule tasks, track follow-ups, and centralize meeting notes—all in one place. This setup makes it easy for team members to step in and pick up where someone left off without missing a beat. Additionally, ClickUp enables helpful automations, such as automatically generating tickets or triggering client follow-ups as soon as deliverables are ready for review.

Maksym Zakharko · Answer

Working in a marketing agency environment, I had to manage a large volume of client accounts and projects simultaneously, so I spent a lot of time testing different solutions to stay organized and efficient. After trying various tools, I found that combining Asana for project management with Microsoft Office for documentation and reporting was by far the most effective system.
In Asana, I organize each client separately, with dedicated projects and task lists to track deliverables, deadlines, and responsibilities. For team communication, we create separate channels for each project, which keeps discussions focused and prevents information overload. This structure helps maintain clear visibility across all client work without getting lost in the details.
All client files are stored and shared through OneDrive, which integrates seamlessly with our workflow. We use Excel for media planning and performance reporting, PowerPoint for pitching new ideas and preparing sales decks, and Word (exported to PDF) and PowerPoint for creating campaign summaries and post-campaign reports.
This setup not only keeps everything organized but also ensures that all stakeholders — both internal teams and clients — have access to the latest updates, data, and materials in one centralized system. It has saved countless hours and made scaling client operations much smoother.

Bhavik Sarkhedi · Answer

Staying organized comes down to building a rhythm that works and sticking to it. I keep things simple with a mix of project management tools and personal check-in habits. ClickUp helps me track tasks across clients, while shared folders and clear naming systems keep files easy to find. But more than tools, it is the routine that makes the difference. A quick morning review, weekly touchpoints, and space to adjust when things shift - that structure keeps everything moving without feeling overwhelming.

Michelle Garrison · Answer

Rather than depending on a single CRM, I pair a physical Kanban board with weekly "client checkpoint" huddles to stay sharp on account status. Listing top priorities on colored cards forces concise action items and highlights bottlenecks that tools might obscure.
Photographing the board and uploading it to our company wiki builds a digital audit trail while keeping the tactile benefit. This hybrid approach taps both right- and left-brain strengths, so I don't lose sight of relationships amid data points. It's unconventional, but it guarantees I stay present with each client rather than hidden behind screens.

How to Stay Organized as An Account Executive

How to Stay Organized as An Account Executive

Build a Structured System Around HubSpot

Customize Tools for Client Management Efficiency

Proactively Monitor and Support Client Success

Religiously Use a Rock-Solid CRM System

Leverage Asana for Comprehensive Event Management

Fuse Process Discipline with Intelligent Tooling

Tailor Organization to Individual Work Styles

Utilize Taskade and AI for Streamlined Management

Implement and Effectively Use a CRM

Combine Experienced People with Smart Systems

Integrate Tools for Comprehensive Client Management

Centralize Information with Custom CRM Solution

Design a Personalized Client Intelligence Hub

Blend Software with Clear Systems and Communication

Balance Automation and Prioritization with GoHighLevel

Combine Multiple Tools for Flexible Management

Centralize Client Work with ClickUp

Integrate Asana and Microsoft Office Suite

Establish a Consistent Organizational Rhythm

Pair Physical Kanban with Digital Tracking

Simplify with Project Management Tools