Lead Response - Timing Is Everything

It’s been said that the early bird catches the worm. The same logic can be applied when it comes to leads.

Time and time again, we hear about missed sales opportunities due to lack of proper timing when reaching out to a lead. You responded and followed up accordingly, but were you the first to do so?

According to a study by Lead Connect:

Additionally, Lead Management Research has cited that “the odds of a lead entering the sales process or becoming qualified are 21 times greater when contacted within 5 minutes versus 30 minutes after the lead was submitted.”

When response times matter this much, you’ll want to have a plan in place to assure every lead is followed up with quickly and effectively. We know that it can be challenging when people on your staff are wearing multiple hats already - how can you find time to ensure that every lead is responded to within minutes?! Don’t worry, our team compiled some tips that can help any business - large or small - convert more leads to buyers just by responding faster.

Below are a few tips for responding to leads quickly:

1. Set-up an email template

One way to reduce your response time when answering an email lead is having an email template ready to go. What is an email template? In short, it is pre-drafted script that you can insert into any message. Email templates provide an easy way to deal with repetitive email tasks. Instead of typing similar text over and over again, you can setup a template that will pre-populate greetings, company info, etc.

If you manage your leads in BoatWizard, here are instructions on how to create an email template in CRM.

2. Set-up an auto response

Similar to an out of office message, you can setup an auto response for email leads you receive with certain keywords in the subject line.

For example, email leads from a Boats Group portal usually have the words New Lead or Used in the subject line. Knowing this, you can set up an auto response so your prospect receives a quick message confirming that their message was received and will be followed up with shortly.

An example of an effective auto-response is:

Thank you for contacting [business name]! Our team is gathering the details about your inquiry and will follow-up with you within [the next x hours, the day, etc.]. Or, if you’d like to speak with someone immediately, please give us at call at [phone number].

In the meantime, please check out our website at [insert URL] for more information about the inventory we have available. We look forward to working with you!

Depending on your email platform, you can set up an auto response in the settings menu. If you are part of a larger business that utilizes an in-house CRM or other lead management tool, you may need to speak with your systems administrator for assistance.

3. Designate a point person for lead follow-up

Many brokerage firms and marine dealerships have sales people that are also executing the deals they close. With so many moving parts, it’s easy to see how a lead can slip through the cracks.

The best solution, regardless of your business size, is to designate The First Responder. This person is responsible for responding to incoming email leads immediately. And, they can implement Tips 1 or 2 for even better efficiency!

If your business utilizes the CRM in BoatWizard, you can easily assign leads by clicking into a message and clicking on the drop down menu below the prospect’s email (see below screenshot for reference).

Regardless of the method(s) you use to respond to leads, make sure a system is in place to assure the quickest response. It could be the difference between your business closing a sale and your competitor’s business closing it!

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