1. Respond as soon as possible

The speed of your response is crucial. If you reply within five minutes, you’re seven times more likely to have a conversation with a lead than if you wait an hour. Nobody wants to idly await a response to a text. Offer to answer any questions they may have to demonstrate the care and attention you provide to each customer.

2. Organize your leads into categories

The messaging you use with leads will vary depending on their level of interest. A lead that contacts you directly is likely more interested than one that you found through a general campaign. For example, a lead that fills out a contact form on your website is further along in the sales process than one that simply subscribed to your email list. Therefore, you should tailor your approach accordingly. 

Organize the leads into at least three groups: Hot, warm, and cold. Seems a bit remedial, but trust us, you’ll want to take note of the leads’ temperatures so that you don’t treat them like one size fits all.

3. Track your communications with leads

If you want to keep track of your customers and prospects, then a CRM system is a great investment. CRMs allow you to store customer information and communications, so you can easily follow up with leads. If you don’t have a CRM, no problem – Excel can do the trick! Just create a spreadsheet with your prospect’s contact information and notes on when and how you contacted them.

4. Create a follow up schedule

As a general rule, it takes 7-10 interactions before a conversion occurs. To make sure your hard-earned leads don’t slip through the cracks, put together a follow-up schedule and stick to it. Your communications calendar should be designed to keep you top of mind without being annoying.

5. Use different communication channels

As a business owner, you should be proactive in communicating with potential leads. By using various methods such as social media, email, snail-mail, and phone calls, you increase the chances of connecting with them. Don’t just wait for leads to come to you – reach out to them directly and see what communication method they prefer. This way, you can respond quickly and efficiently, no matter their preferred medium. So if they send a message on social media, answer your phone when they call, or check your emails regularly.

6. Personalize your messaging

It’s always a good idea to make your correspondence personal by adding the recipient’s name to your emails. Another great way to personalize your communication is by sending them information based on the pages they visit on your website. And, whenever possible, respond personally to online inquiries instead of using canned responses.