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Resource 01 · Follow-up

Follow-Up Leak Audit

A fifteen-minute audit that shows where conversations are falling through the cracks in the CRM you already use.

About 15 minutesFor: Agents and teams with leads coming in, but no clear owner or next task for each one.

Watch

Walkthrough coming soon01 The Follow-Up Problem
  1. The problem: leads are coming in, but follow-up is inconsistent
  2. What goes wrong: a lead gets one call, then nobody remembers who owns the next step
  3. The fix: pull ten recent inquiries and check response, owner and a dated next action
  4. What we would show: overdue conversations brought to the top of the day
Nick has not recorded this video yet. It will run about 90 seconds and cover the points above. Everything on this page works without it.

The problem

Most follow-up does not fail because nobody cares. It fails because a lead gets one call, you head out to a showing, and two days later nobody remembers who was supposed to call back.

The CRM brand rarely matters. What matters is whether every conversation has an owner and a dated next step.

What to look at

  1. Pull ten recent inquiriesUse the last ten people who reached out, from any source: portal, website, sign call, referral text. Recent beats representative; you want today's process, not last year's.
  2. Find the first responseFor each one, look for a logged first call, text or email back. If the only record is in your phone, it does not count yet.
  3. Name the ownerWrite down who is responsible for the next step. 'The team' is not an owner.
  4. Check for a dated next actionA task or reminder with a real date. A note that says 'follow up' without a date is the most common leak.
  5. Record the outcomeA one-line note on where the last conversation landed: booked, not ready until spring, working with another agent.

Do the exercise

Answer six yes, no or not sure checks for up to ten inquiries. Use the inquiry number only; do not type names.

Follow-up leak audit

Open your ten most recent inquiries. Use numbers, not names: nothing you enter leaves this browser.

  1. Inquiry 10 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  2. Inquiry 20 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  3. Inquiry 30 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  4. Inquiry 40 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  5. Inquiry 50 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  6. Inquiry 60 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  7. Inquiry 70 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  8. Inquiry 80 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  9. Inquiry 90 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
  10. Inquiry 100 of 6 answered
    Captured in the CRMThe inquiry exists as a contact record, not only in a text thread or inbox.
    First attempt loggedThere is a timestamp for the first call, text or email back.
    Meaningful replyThe person answered with something more than an auto-reply.
    Explicit ownerOne named person is responsible for the next step.
    Dated next actionA task or reminder with an actual date exists.
    Outcome recordedThe last conversation's result is written down (booked, not ready, lost, and so on).
Audited0
Owner + dated next stepn/a
Workflow completenessn/a

Not started. Answer at least one check for one inquiry to see a result.

This is a workflow completeness ratio, not a conversion rate. It does not predict how many leads will close.

Answers by check across audited inquiries
CheckYesNoNot sure
Captured in the CRM000
First attempt logged000
Meaningful reply000
Explicit owner000
Dated next action000
Outcome recorded000
Your answers stay in this browser.

How to read your result

What Anu would build

A routing rule that assigns every new inquiry to one owner, a task that is created automatically with a due date, and a morning list that puts overdue conversations at the top.

Built in your existing CRM and shown on sample data first. Nothing contacts a lead without your approval.

Go deeper in the Playbook

Next step

See a follow-up process built around your CRM.

Ready to see how this applies to your business? A conversation with Nick is free and is not the paid program.

Talk through your business

Related resources

This page uses no client data and no example results. Your answers stay in your browser. Educational content, not legal, tax or compliance advice. See the privacy policy.