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 a 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 ensure 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 to have an email template ready to go. What is an email template? In short, it is a 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 repeatedly, you can set up a template that will pre-populate greetings, company info, etc.

2. Set up an auto-response

Like an out-of-office message, you can set up an auto-response for email leads you receive with specific 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 call us at [phone number].

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

You can set up an auto-response in the settings menu depending on your email platform. 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 salespeople also executing the deals they close. With so many moving parts, it’s easy to see how a lead can slip through the cracks.

Regardless of your business size, the best solution 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!

Regardless of the method(s) you use to respond to leads, make sure a system is in place to ensure 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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