An efficient lead booking process can mean the difference between a successful conversion or a missed opportunity. If your agency is feeling bogged down by emails and follow-ups, or you know you’re not converting as many leads as you could, it’s time to rethink your approach.
Keep reading to learn how to map out, automate, and streamline your lead booking process. Your agency team will thank you and so will your prospective clients!
Before you streamline your lead process, look at the entire system first. List out every step, task, tool, and person in your agency involved. Workflow mapping will help you standardize your processes, which improves your productivity and ensures that no steps are left out.
If you’ve never done this before, don’t sweat it. Many of our clients haven’t, either! But once they did map their process, they noticed where leads would fall off, get stuck in an email, or get lost in the shuffle. It’s super useful.
Seriously, if there’s one thing you take away from this blog or put on your to-do list, it’s this one! In order to see what to improve and automate, you gotta map out your entire lead booking process first. Use our ClickUp Workflow Template to speed up the process!
How often are you communicating with your leads? Is that too much, or too little?
The number of key touch points in your lead booking process depends on you and your business, of course. But to give you an idea, here’s what works best for DaSilva Life:
You might have to play around with your number of follow ups and how quickly they’re sent to see which works best on your ideal clients. But have a follow up process and don’t give up!
Remember that people get busy and emails get overlooked. Sometimes the timing just isn’t right. So stick with it and keep following up. You may be surprised at how many conversions you get from long-term follow up emails!
I can hear what you’re thinking right now: “Who has the time to email and follow up with all these leads?” You do, when you let automation do the heavy lifting for you!
In our lead follow-up sequence we outlined above, each email begins as a templated response scheduled to send at a specific time. However, we always leave room to customize every email and we set up HoneyBook to require our approval before it is sent to the client.
You never want your automated responses to feel impersonal, and these two elements in our process help us avoid that! Automating the entire lead booking process as a whole saves us so much time. It provides a better experience for our customers, too.
One HoneyBook feature that saves us a lot of time is Lead Forms. A Lead Form is like a landing page that lets you capture a lead’s name and email, but also provides them with the info they’re looking for.
If someone is ready to book, or they want to look at a pricing guide, or buy a digital product, they can do so right away. No need to fill out the Contact Form and go through the entire follow-up sequence. It’s an even faster way to convert leads.
It may sound like ClickUp and HoneyBook are interchangeable tools in the lead booking process, but they’re not! It’s important to know the difference between what your CRM system does and what your project management tool does for booking leads.
For us (and a lot of our clients), the entire lead booking process happens in our CRM. From inquiry to nurture to discovery call to proposal — that all happens in HoneyBook. HoneyBook really is the best tool for it, in part because their Automations make it so easy to nurture leads.
Once client booking is done and their proposal is signed, client management begins. Our clients get handed off to ClickUp, our go-to project management tool. After they’ve been onboarded, we mainly work in ClickUp. They get their own client portal with a client dashboard. Everything client-related stays in one spot.
Even the simplest workflow for booking leads has room for improvement! Creating follow-up templates, scheduling responses, and automating key steps in the process can help you book leads so much more efficiently.
If you already have a lead booking process (even if you don’t like it right now), you’ve taken a step in the right direction. All that’s left is to map it out, find opportunities for improvement and automation, and use the right tools to get it all done.
Speaking of the right tools, why not grab a template from our Template Shop to save you even more time?
Try our HoneyBook Agency Booking Template Bundle or our ClickUp Leads Pipeline CRM Template to take your lead booking process to the next level! You get files, help with automations, tutorials, and everything else you need to streamline your lead booking process!
