Managing 2000+ Monthly Leads: Looking for Your Best Tips to Streamline Prospecting

[basdenhoed]

Hello HubSpot Community,

I’m seeking advice on optimizing our lead follow-up process to improve both speed and quality. We’re a SaaS company generating around 2,000 leads per month.

Our process starts when a visitor on our website requests an information package via a HubSpot form. We send this information directly and then follow up with prospecting activities to schedule an online meeting, which serves as our primary sales conversation. With sales teams in multiple countries, effective lead management is crucial.

Current Situation:

Currently, when a lead submits a form, HubSpot automatically creates a contact and lead, which is then assigned to a sales representative. While this helps distribute the workload, I’ve noticed several challenges:

1. Inconsistent Follow-Up Approaches: Each sales rep has a different approach. This leads to varied responses in emails and WhatsApp messages, and not all reps are skilled at accurately identifying a customer profile. As a result, the most relevant case studies or resources are often not shared, and follow-ups lack personalization.

2. Limited Visibility: I currently have limited insight into the prospecting activities of my team, making it difficult to monitor effectiveness and spot missed opportunities.

Objectives for Prospecting:

• Immediate Contact: Our top priority is to ensure that leads are contacted as soon as possible after form submission, with both an immediate call and entry into an automated email sequence.

• Conversion to Meetings: The purpose of follow-up is to convert leads into scheduled online meetings, which serve as our main sales conversation. We only create a deal once this meeting is booked.

• Measurable Insights: I want clear, actionable metrics to consistently track prospecting activities and assess effectiveness.

Proposed Solution: Centralized Sales Inbox & Dedicated Appointment Setter

To address these challenges, I’m considering the following:

• Centralized Team Inbox: I’m looking into HubSpot’s team email inbox for prospecting, aiming to centralize all communications. The idea is that all emails to prospects would come from a single person—ideally myself as the CEO—to add a personal touch. Replies from prospects would also return to this inbox, ensuring consistent and personalized interactions.

• Automated Lead Assignment After Meeting Booking: I want an appointment setter to handle the initial prospecting until a meeting is booked, at which point the lead is handed over to a sales closer. After a meeting is scheduled, we mark the lead as “won,” create a deal, and assign it to a sales rep based on criteria like region or industry.

Key Challenges:

• Challenge with Open Leads: Leads often remain open for too long and aren’t marked as “lost” when they don’t convert. I’d love to hear your experiences and recommendations for effectively managing these open leads.

• Workflow Configuration: I need HubSpot to support a process where one person handles initial prospecting until an online meeting is scheduled, at which point ownership is routed to the appropriate sales rep.

• Automated Lead Assignment: Ideally, leads remain under centralized control until a qualifying action (e.g., booking a meeting) occurs, at which point HubSpot automatically reassigns them based on criteria.

If anyone has insights, workflows, or best practices to streamline lead follow-up using a centralized model or a dedicated appointment setter, I’d be grateful for your guidance!

Thanks in advance for any advice or suggestions!

Best,
Bas

[JessicaBaskey · Accepted solution]

Hi @basdenhoed,

@TomM2  and I have been working with a lot of clients on establishing these processes.

I think it might be easier to hop on a screen share for this to walk you through some recommendations.

Here is my meeting link in case you're interested: https://meetings.hubspot.com/jessica-hoernschemeyer/consultation-meeting-jessica 

Best,

Jess

[MDanBlackTreble]

Hi @basdenhoed, we created Trebot after 100+ clients told us about issues with pipeline visibility in WhatsApp. It's a free tool to sync contacts, chats, and tasks from any type of WhatsApp account (even personal) to any tier of HubSpot. Perhaps it could help you with the WhatsApp bucket of your visibility problem. Pls give it a try and let us know what you think!

[KlemenHrovat · Accepted solution]

Hi @basdenhoed, this is an interesting challenge and something I'd gladly discuss further. 

We are developing a sales assistant for HubSpot that helps sales reps automatically create and draft personalized and contextualized follow-ups. This can save them a lot of time, increase conversion rates, and address the challenge of inconsistent Follow-Up approaches that you mentioned. 

We initially developed it in a way that we help right after the first human response but recently started exploring it even before that so that you could send personalized emails even within the initial sequence. 

If you are interested in exploring how this could work, here is my scheduling link: https://meetings-eu1.hubspot.com/klemen-hrovat/meeting30

[JessicaBaskey · Accepted solution]

Hi @basdenhoed,

@TomM2  and I have been working with a lot of clients on establishing these processes.

I think it might be easier to hop on a screen share for this to walk you through some recommendations.

Here is my meeting link in case you're interested: https://meetings.hubspot.com/jessica-hoernschemeyer/consultation-meeting-jessica 

Best,

Jess

[PamCotton]

Hey @basdenhoed, thank you for posting.

Given your volume, a centralized inbox and appointment setter could definitely streamline your process. Using HubSpot’s workflows, you can route leads to a centralized prospecting team initially, then reassign them after they book a meeting. To maintain consistency, consider standardizing messaging templates for follow-ups, and set clear criteria for marking leads as 'lost' when they don’t convert. Regularly reviewing metrics in HubSpot will also help ensure the effectiveness of prospecting activities.

To our top experts, @TomM2 and @Ktamir do you have any recommendations for @basdenhoed matter?

Thank you,

Pam