July 24, 2023

How to Effectively Handle Too Many Leads

Read to find out how to effectively handle too many leads at the same time, which could pose a challenge in your sales team.

A business has more prospective clients than it can manage if it has too many leads. Generally, this can be seen as a good thing; it is a telling sign that business is doing well, though it may not always be the case. As a result, employees may feel overburdened, making it challenging for them to follow up with each lead promptly and effectively. In quoting Lead Fuze, a surplus of lead generation can also result in missed opportunities and disgruntled clients.

You could run into a multitude of problems as a result of lead surplus. You can waste marketing dollars on ineffective leads and having unorganized data in your CRM system, as well as having the misconception that there aren't enough excellent leads, to name a few. If you work in sales and marketing and you notice that your prospect lists are out of hand, it’s time to step back and restrategize.

Most marketing companies distribute sizable but manageable lead lists and wait for sales to contact them. Most salesmen give up after several calls, determining that the leads are poor. This method is outdated, ineffective, and causes inefficiencies in an organization's capacity to generate income. Sorting through all the leads may take a lot of time and work, especially for sales. Meanwhile, given that they were not reached promptly, the strong leads (which had been buried behind a mountain of weak ones) may disappear.

So really, what should you do when you receive an influx of leads? Read on to find out.

Pause and Evaluate

Even though it might be daunting, you should set aside a day with your team to pause and make plans despite the overwhelming number of leads that warrant your attention. Planning and job delegation are the greatest ways to manage your time. A procedure like this in place will make your team feel at ease and ready to handle new clients. Without this, individual team members risk being overworked or unable to carry out their tasks. This may seem to be a lot of work, but doing this step could effectively manage the task for the team and could be the touchstone of getting the quality leads that you are seeking.

It is important to ensure that your sales team knows how to assist new leads effectively and provide supervisors with an action plan in case they get overbooked. You can decide to give some clients more priority than others, or you can divide labor-intensive jobs into smaller ones and operate on a more manageable timetable. Allow your personnel to be open and honest with prospective customers, letting them know that even when business is brisk, the customers are still a priority.

Remember that the people on your sales team are the ones directly contacting these prospective customers. They could easily lose interest in their jobs if they keep calling up leads that do not translate into sales. Your team will be more enthusiastic about a lead when you have more details about a prospect. As such, it is best to ask the prospect questions exhaustively to get to know him or her better during your interaction. Always keep in mind that these probing questions would help a lot in getting to know the prospect and in creating a better quality lead, which can translate into sales.

Suppose your sales team does not encounter this dilemma. It is still highly suggested to hold regular meetings with your team members. This way, you won’t get rushed into booking meetings in the event a crisis occurs. In order to keep enhancing your productivity, you should regularly meet with the relevant employees to look at win/loss records, track CRM systems, and examine the lead quality. This is your best preventive measure once the leads do go overboard; you and your team will no longer panic since a standard procedure is already set.

Reallocate Your Marketing Budget

Your marketing budget most likely includes funds for active lead creation, such as sponsored Facebook and Google advertisements. Come peak season, however, you don't need to spend as much on lead creation. By doing so, a sizable percentage of your budget becomes available for you to invest in enhancing the core components of your company: website, online presence, and overall brand.

You can choose to focus on doing a conversion review and Q&A completeness of your Google My Business account. Re-evaluate your traffic, activity, and engagement rates. Review your website design, content, and conversion audit: Does your company story need updating? How about your branding? Maximize the channeled fund by taking advantage of peak season as much as you can.

However, this does not mean that you need to completely halt your sponsored advertising. Unlike organic lead generation strategies, which target a wider audience, active lead creation strategies like PPC let you concentrate on highly precise search phrases. You may target quality leads by using an intelligent sponsored search approach. According to Lauren Temmler, a senior demand generation manager at ZoomInfo, "Allocation relies on what's converting the best and what your goals are. Invest more money where you can get it back faster."

Paid social often has a high conversion rate but can be costly. Meanwhile, although less expensive, content syndication doesn't convert as well. Email is cost-free, but it has a small audience. Your website is often your best-converting marketing medium, though it may take many months to start seeing results. SEM has a higher cost but can also have extremely high conversion rates. Your best chance is to diversify your expenditures across many outlets.

Last but not least, you should set aside a modest amount of your budget to test out new channels. Experimentation and innovation are crucial to growth. Don't forget to allocate funds in your budget for testing out novel marketing strategies.

Select the Ideal Client

Targeting the proper audience begins with defining your ideal customer. For example, the ideal client for most contractors is an elderly person in their final residence. This individual has the resources to spend on a major renovation and cares about the efficiency and health of their home. They also want the task done well. Establishing a client profile allows your team to quickly determine which leads are worth pursuing.

The primary goal of lead generation is to compile potential customers' contact information. Prospecting for sales goes one step further to turn leads into money. You may raise your conversion rates by allocating other resources and time for these procedures. The ideal client profile should be outlined to help direct your marketing and sales efforts as you build your customer pipeline.

When your business is already well-established and has a sizable customer database, you can now begin by identifying your top customers. This shall be your initial step. You should research the factors that contribute to the profitability of each account with your team. The length of the customer's relationship with your business and whether they provide helpful criticism of your services are other factors to consider. Examine the facts pertaining to these companies and their interactions with your organization after that. Keep track of how these clients are reacting to your digital marketing strategies.

After that, evaluate the information pertaining to these clients and their relationships with your organization. Pay close attention to how these clients are reacting to your digital marketing strategies. You will have a better knowledge of the part your firm plays in each customer's ongoing success if you use these research strategies. According to an article from Lead Boxer, this enables you to study the numerous ways businesses connect with your brand and provides you with verifiable proof of how your product or service is being utilized.

Regularly Clean up the Lead Timeline

It's not always true that more leads in your pipeline translate into more transactions closed. You run the risk of squandering time and money on prospects that won't benefit your company if the quality of those prospects is not properly filtered. Holding onto leads without any concrete action plan can only result in chaos and uncertainty. Process efficiency, transaction prices, and win rates all increase with a clean pipeline.

One of the first steps is to ensure an updated CRM system. With the information of your CRM, conduct a review of the status of your leads. Prospects who have lingered longer than usual in a certain stage should have their status reviewed to find out what factor or factors probably contributed to a bottleneck and attempt to resolve it. You can discard those whose issues do not have a workable answer so you can concentrate more on leads with a greater chance of a conversion.

To the prospects you've chosen to cut off, send parting emails. Retain the prospect in your bottom pipeline if they respond favorably. However, if you receive a negative response, continue the purge. What do you do, then, if no one responds? Try to follow up once more after your initial email, and if the outcome remains the same, stick with the original strategy.

When all of that is done, conduct routine pipeline maintenance. According to an article from Outreach, pipeline maintenance should be done every three to six months. This depends, however, on how many leads you have. If you think that waiting for three months is too long, then feel free to set a shorter duration. The main purpose is to establish a recurring pipeline evaluation to ensure that it only contains leads that have a high chance of being converted. You may even assign a point person for this task to ensure proper monitoring.

Modify Your Website Pages

One of the reasons behind an influx of leads is that these potential customers think you’re the one they’re looking for. But in reality, there has been a disconnect—they misunderstood your webpage or the services you offer. When this happens, your team will waste too much time talking to leads and explaining to them why you cannot serve their needs.

Your website can be creating unrealistic expectations if you're only receiving calls for straightforward, one-measure projects. You should demonstrate to your clients that you are an expert in extensive, whole-home work if you want to get those kinds of tasks. This means that your website, page, or social media platforms should specifically indicate what kind of services you offer—and not a generalized summary.

A fantastic approach to this is to create long-form landing pages. To create realistic expectations, you might also want to think about eliminating single-measure pages and modifying your calls to action (CTAs). Encourage a consumer to "better entirety performance and health with a thorough insulation makeover" rather than "arrange insulation installation."

The ratio of casual visits to call-to-action answers is essentially what is meant by the term "conversion rate." More specialized websites have higher conversion rates primarily because users are more likely to react to the call-to-action since they are aware of the type of goods and services being offered.

As you can see, being particular with website design has a big impact on both its performance and conversion rate. Website visitors will be able to recognize what it offers right away and thus can respond appropriately since it appears to be more believable, more compelling, and more easily distinguishable.


By now, you may have realized that having too many leads is not always a good thing, especially when it gets out of hand. Lead management is important so you won’t have to waste the company’s time and effort in chasing non-convertible leads. During the sales cycle, lead management is the organization of potential customers' information. It helps to have a clear understanding of what works and what doesn't so as to not miss crucial tasks.

That's easier said than done for the majority of home service providers. The reality remains: How do you decide which leads to follow up with? What procedures can you establish for your sales staff so they can rank the appropriate leads? At this point, the discussions above can be of help. Take proactive steps before you run into this issue in your organization.

Recent Articles

Improve Your PPC Campaigns

Supercharge Your PPC Campaigns

Get Quicker's Ad Performance Checklist

Our 108 point Google Ads Performance Checklist will help you optimize your paid search campaigns instantly.

We respect your privacy.

Check your email!
Something went wrong! Try again later