Create a system-defined, guided sales process for a step-by-step lead conversion
- An unexpected decrease in the conversion rate
- A huge difference in the number of leads that were generated compared to the number of deals that were closed
- An increase in customer complaints due to delayed responses to their inquiries
- Build a system that will guide the reps to complete one stage and proceed to the next stage within a stipulated time.
- Standarize the way sales follow-ups and lead conversions are performed.
- Mandate important activities like follow-ups, sending quote details, gathering client details, etc.
- Automate actions like updating the status after the completion of each stage.
Sales stages | Actions performed at each stage | Who should perform these actions? | Actions performed after the stage is completed |
Sending email and catalogue | Send email to the interested prospects along with the property catalogue. | Sales rep | Update lead status to "Requirement collection" |
Requirement collection |
| Sales rep |
|
Scheduling site visit | Enter the date of site visit (mandatory). | Sales rep |
|
Site visit completion | Add notes from site visit (mandatory). | Sales rep | Update lead status to "Site visit completed" |
Price negotiation |
| Sales rep | Update lead status to "Negotiation canceled" or "Revised quote sent" |
Interested or Lost lead | Interested: Collect mandatory payment and other related documents from the prospect. Lost: Send email to the prospect informing them of cancellation of the deal. | Record owner | Update lead status to "Interested" or "Lost" |
- Create a step-by-step guideline that will help the sales reps identify the next step in the Lead Conversion process.
- Assign and mandate completion of activities at each stage to bring uniformity to the follow-up process.
- Mandate actions like follow-ups and collection of documents.
- Automate certain actions to reduce manual work.
Field name | Picklist Values |
Property type |
|
|
|
Blueprint Name | Lead Conversion |
Module | Leads |
Choose Layout | Standard |
Choose Field | Stages for Lead Conversion |
Criteria (optional) | Property type is Purchase |
From state | Transition | To state | |||
Details | Before Transition | During Transition | After Transition | ||
Start | Name: Send email Description: Send an introduction email and catalogue to the interested buyer | Who will execute this transition? Record owner | Add > Associated item > Task - Create task as associated item - Validate the task status as "Completed" | Update lead status to "Email Sent" | Email Sent |
Email Sent | Name: Call prospect (common transition) Description: Call the buyer to collect details | Who will execute this transition? Sales rep | Mandatory notes: What was the call result? | Update Lead status to "Contacted" | Contacted |
Email Sent | Same as above | Same as above | Add > Associated item > Field Validate call status as "Not Contacted" | Update Lead status to "Re-contacted" | Not reachable * if the re-contact attempt fails the lead will move to lost state. |
Contacted - Number of days the record can stay in this state = 5 business days - On 6th day, send SLA alert to immediate manager | Name: Collect details Description: Collect proof of documents from the buyer | Who will execute this transition? Sales rep | Add > Associated item > Checklist 1. Prepare this checklist: - Property type - Budget - Amenities - Bank details 2. Make attachment mandatory Message: Attach the documents for items in checklist | Update Lead status to "Requirement Gathered" | Site visit scheduled |
Site visit scheduled | Name: Fix site visit Description: Schedule the site visit and receive confirmation from buyer | Who will execute this transition? Sales rep | Add > Associated item > Call - Create call as associated item - Validate the call status as "Completed" - Make attachment of call transcript mandatory | - Update Lead status to "Site visit scheduled" - Send email notification to confirm the date of the site visit | Awaiting site visit |
Awaiting site visit | Name: Complete site visit Description: Make sure site visit details are captured | Who will execute this transition? Record owner | - Make notes about: site visit details - Make attachment of site plan mandatory | - Update Lead status to "Site visit completed" - Send SMS to the buyer acknowledging completion of site visit | Site visit completed |
Site visit completed | Name: Negotiation Description: Check the price quoted by the property owner and the buyer | Who will execute this transition? - Record owner | - Make attachment of buyer's and property owner's quote mandatory | Update Lead status to "Negotiation" | Negotiation |
Negotiation | Name: Finalize price Description: Finalize the property amount and send the quote | Who will execute this transition? - Sales manager | Add > Associated item > Field - Validate property negotiation field as "completed" - Make attachment of negotiated amount mandatory | Update Lead status to "Negotiation finalized" - Send email notification to the buyer stating negotiation complete | Create booking (* At this stage the lead will be converted and deal follow-up process will begin) |
Negotiation | Name: Finalize price Description: Finalize the property amount and send the quote | Who will execute this transition? - Sales manager | Add > Associated item > Field - Validate property negotiation field as "Rejected" - Make attachment of rejection of negotiated amount mandatory | Update Lead status to "Lost" | Lead lost |
From state | Common Transition | To state |
Email sent | Call prospect | Not reachable The record will show the "Call prospect" transition. This will ensure the buyer is re-contacted. |
Site visit scheduled | Fix site visit | Rescheduled The rep will have to contact the buyer and reschedule the site visit. |
| Cancel booking |
If the buyer is not interested or cancels site visit, the booking will be canceled and the lead will be moved to the "Lost" state |
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