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How To Improve Your Lead Response Time to Boost Sales

Lead Response Time and the speed of “handling” a client’s inquiry is a metric that impacts the grouping to-deals change proportion. This implies the Lead Response Time (LRT) likewise influences generally deals results and the budgetary presentation of an organization. 

Moving from hypothesis to rehearse, here are a couple of functional tips on the best way to improve Lead Response Time in your organization and get the correct outcomes:

How to improve your Lead Response Time

Step # 1: Control all the lead sources.

Lead Response

The most well-known reason for lack or prolonged response to incoming leads is quite simple – someone simply forgets about a specific lead source.

Requests from potential customers come through many different channels, not only the contact form or emails sent to contact@yourcompanysname.com. Even while contacting small companies with 50 or fewer employees, potential clients have many ways to get in touch with them:

  • company’s profile on Facebook,
  • general phone number,
  • general email,
  • phone numbers or emails of individual employees,
  • chat on the website,
  • callback tools,
  • inquiries in public social media comments,
  • contact forms on a website,
  • phone numbers/email addresses of former employees,
  • answers coming to the inbox from which you send a newsletter.

Besides, there are indirect sources, if the business has such a part and sources that can appear only in certain ventures. For instance, for e-commerce – price comparison websites, Amazon, Google Shopping, for SaaS companies – software review sites.

The first step, thusly, is to guarantee that all possible lead sources are kept under control. Why? So there is no situation when the leads come through channels that are not taken care of.

Step # 2: Change approach and coach people responsible for contacting and managing leads.

What we’ve been doing at CallPage since 2015 is strictly related to Lead Response Time, and the way companies process leads. We have examined thousands of companies from over 15 different industries, both in the US and in Poland. 

The three most common problems that we’ve noticed which relate to sales reps: 

  • they classify leads based on their subjective judgment,
  • they do not know that LRT is significant in the sales process,
  • they may simply do not pay attention to this matter.

The way that one person is considered a more important lead and the other one as less valuable is quite a popular situation in the automotive or real estate industry.

Dealership’s employees consider potential customers who show up at the showroom and ask about a specific car model more valuable, than those who ask for the same thing using the contact form on the website.

This can not be changed overnight, because a top-notch car salesperson is hard to find and valued by dealerships.  That is the reason you won’t terminate a decent representative for not getting back to a likely customer shortly or not noting an email inside 60 minutes. Yet, you can impact their approach and clarify why you require a, specific proactive disposition. Do it by training and continuously expanding the desires.

Step # 3: Implement systems that automate the process of reaching out to prospects or managing contact with potential clients.

A possibility can likewise plan a callback, or, on the off chance that they attempt to contact you in the wake of working hours, our framework will start the call at a particular time toward the beginning of the day. After the discussion, the framework will send a programmed SMS-catch up with the expert’s contact data, and so on 

These are straightforward arrangements, yet they dispose of a portion of the manual work and the danger brought by a human factor. What are the dangers? An expert can basically neglect to call or send a SMS with an email address. What’s more, we as a whole realize that such circumstances now and then occur (which means: consistently). 

It is likewise worth setting up techniques in the CRM framework that will show drives that have sent a question and are not allocated to any rep, all continuously. This will permit you to screen the quantity of contacts that have not been prepared. This, is, obviously, expecting that all contacts go to your CRM (see step # 1).

Step # 4 Inform potential customers on how long it will take you to respond.

Informing a prospect when they can expect your answer works incredibly well in terms of psychology. Have you noticed that Facebook started showing information on the company Lead Response Time? I’m referring to: “Usually responds within a few hours.”

So, when a user submits a form on your website, show information about the waiting time. Put your working hours next to the phone number on your website, or set IVR, which will inform the user in case they call after hours.

Advising a possibility when they can expect your answer functions admirably regarding brain research. Have you seen that Facebook begun showing data on the organization Lead Response Time? I’m alluding to: “Normally reacts inside a couple of hours.” 

In this way, when a client presents a structure on your site, show data about the holding up time. Put your working hours close to the telephone number on your site, or set IVR, which will educate the client on the off chance that they call night-time.

Step # 5: Reduce the need for contact with consultants.

Lead Response
group of young business people with headset working and giving support to customers in a call center office

A frequently forgotten but effective way to shorten the response time is to decrease the volume of queries and make only the necessary ones come in.

A good solution is to make a Frequently Asked Questions list, a committed section that responds to the most popular questions asked by users.

In addition, if you often get messages or phone calls with questions about any specific thing like price, terms of cooperation or product features, it is worth putting this information in a prominent place on your website or simply the landing page with contact info that a prospective client visits before reaching out to you.

The hairdressing industry can be an example to follow. Customers regularly call to ask for available appointment dates. The hairdressers themselves can not answer the telephone because they are busy taking care of their client’s hairstyle. 

The solution is an application that permits users to check available dates, book or cancel visits, thus eliminating the need to contact salon employees by up to 90%.


We are still far from being able to introduce this type of automation in every industry. 

However, if you see an area or any particular aspect of your business that can benefit from such a solution, test it, and if it drives results – implement it.

And these are the 5 steps that I hope will allow you to improve Lead Response Time to your potential customers’ queries and thus skyrocket your sales.

You can see more : Best Lead Generation Tools for Small Businesses

Check more information about tool pop up Leadee.ai to help you increase your sale in a short time at link here:https://leadee.ai/leadflows/

Let’s us know your suggestion by comment below!

Thank you and Best Regard!

Leadee.ai Team


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