What to Look for in a Lead Management System


Lead Management, in its simplest form, is the ability to acquire, manage, analyze, and distribute leads. Although it is important to know where leads come from, this should not be the only aspect of a quality sales strategy. The agency should be able to manage their lead management system in their own way. Your agency’s unique mix will not be served by any other system. You will need to look for key elements in your lead management system that will allow you to manage your agency the way you want.

1. Manage Your Leads Your Way: Your agency should be able to get leads from any source. A lead management system should make it easy to enter these leads if your agency subscribes online leads. Double-check to make sure you know how much the lead management system charges per month. This could cause a sudden increase in your monthly billing. You should look for a system that can import leads directly from lead providers.

2. Auto Responders and Assignment are essential: When auto-importing online leads or from a website leads, you need to respond immediately. Reach out to your prospects first. Many agencies hire people to respond to leads and follow up with them. Administrators will be completely free to manage the system if it automatically assigns leads to producers. This will save your agency money and allow you to hire an administrator to do these tasks.

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3. See Data Storage Limits. To store documents, emails, notes, and quotes, you need storage. Some systems limit the storage of each file and limit functionality. It is important to know if data storage fees will be charged for beyond a set limit. Accessing this information is crucial to daily operations.

4. File Sharing and Producer Access Levels. You can allow your agents to share prospects or lock down to leads that have been assigned to them. Based on the structure of your office and the location where your producers are located, ensure that your lead management system allows your producers access to the system.

5. Consider the total cost of the system. Some systems have a monthly fee, while others charge according to the usage level. There are some systems that charge per activity or function. Be sure to fully understand the fees and be prepared for any hidden charges. Verify that there is no set-up fee. Verify if any updates are required or if different sections of your application will need to have to be subscribed separately. Check to see how many leads are accepted each month. Also, verify if there are any fees per lead source, lead source, autoresponder, or email. These fees can quickly add up.

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