Sales
How to reply to a lead in under 5 minutes without adding people
The inbox order, automatic assignment and a bot that never sleeps: the step-by-step.
Why the first few minutes matter
Someone who writes on WhatsApp expects a WhatsApp reply: fast. If an hour goes by, they've already asked somewhere else. If a day goes by, they've already decided.
Step 1: a single inbox
The first bottleneck is having to search. If messages arrive on three phones, on Instagram and in an inbox, someone misses one. When every channel comes in to the same place, your team stops searching and starts replying.
Step 2: give every conversation an owner
A conversation without an owner is a conversation nobody answers. Set simple rules to distribute them as soon as they come in:
- By region. Each region, with its team.
- By product. Each inquiry, with whoever knows the topic.
- By availability. To whoever is online right now.
Step 3: a bot answers the simple stuff
Hours, prices, appointments, requirements: a good share of inquiries repeat. A bot answers them instantly, at any hour, and hands the conversation to a person when needed.
What to measure to know if it works
Three numbers are enough to get started:
- First response time. How long your team's or your bot's first message takes.
- Unassigned conversations. If there are any, the distribution rule has a gap.
- Cold leads. How many stop replying after the first contact.
Want to see this working with your channels?
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