When it comes to reaching out to potential leads, timing is everything. Contacting your leads at the right moment can increase the chances of meaningful conversations, higher engagement, and ultimately, better results. But what exactly is the “best time” to connect with them? Let’s explore this in simple terms.
Imagine you’re busy with your day, and you get a call or email at the wrong time—perhaps when you’re working, eating, or relaxing. Chances are, you’ll either ignore it or feel frustrated. The same goes for your leads. Reaching them when they’re most likely to be available and attentive is key to making a good impression.
Did you know that asking between 11–14 questions during a lead call will translate to 74% greater success?
Lead response time is quickly becoming the most powerful determiner of successful contact, conversions, and even bookings and closes for agencies operating in the B2B space. The longer you take to contact a lead after they request information or a demo, the less likely you are to close that deal.
You Have 5 Minutes to Contact Leads:
This seems nearly impossible because it is for many organizations using their current processes, but the consequences are actually grave. And according to a study conducted only 7% of the surveyed companies are currently achieving an average lead response time of five minutes or less.
78% of Customers Buy From the First Responder:
According to a recent study, 78% of customers buy from the company that responds to their inquiry first. That’s how severe the organizational consequences can be of taking a few extra minutes to make a cup of Joe before getting to those leads.
Sales Conversions are 391% Higher in the First Minute:
According to another research, there is an increase of 391% sales conversions when inbound leads are contacted within the same minute that they submit a demo. This isn’t an increase in presentation bookings or anything like that, this is conversions. If your organization is able to make this a reality, you would join the top 1% of companies selling B2B, and enjoy the awesome results.
If you take Longer Than 5 Minutes, it will result in an 80% Decrease in Lead Qualification:
Eighty is the percentage decrease in the odds of qualifying your lead between 5 minute and 10 minute response times.
Right Now, 55% of Companies Take 5+ Days to Respond:
As per a study, only 55% of companies do not contact their inbound leads within 1 full business week. This is really very bad for the business.
Limited engagement in place for nurturing – “If Your Sellers Aren’t Engaged, Your Customers Won’t Be Either”:
It’s no secret that engaged customers are better customers. Improving customer engagement can strengthen customer loyalty, increase a customer’s lifetime value, and improve and solidify brand perception.
Every customer is willing to engage because:
a. They have a business pain that needs to be taken care of.
b. They are actively looking for information to help them solve their pain.
c. They are willing to trust people who can help them in overcoming this pain.
Please Let Them Know You’re Available:
Acknowledge the fact you know people get busy with other projects and offer a flexible schedule for them to get back to you. Be friendly and open, and they’ll recognize that.
Enroll them in your Marketing Newsletter:
Sometimes leads become stuck because the decision-maker at the company is not on board – yet. If your marketing team sends a regular newsletter and they’re not on the list, ask if they want to subscribe.Your leads will stay on top of your company’s communication and your brand will keep resurfacing. Then, hopefully, when the time is right, they’ll be excited to begin working with you again.
Send Them Relevant Content that suits/interests them:
If you’re looking for a way to reconnect with a lead, sending them a piece of content that addresses their exact pain points is a good idea. Send something they haven’t seen before with a note explaining why you’re doing so. This demonstrates that you haven’t forgotten about them or their situation and hopefully opens the door for conversations.
Invite them to company events – It gives a personalized touch:
If your company is hosting a webinar, Twitter chat, or in-person event, send a personalized invite to your prospect. The invite will remind them about your company too, and if they accept, they’ll have another opportunity to learn about your offerings and why they should work with you.
1. Know Your Audience: Understand your lead’s habits. If you’re targeting professionals, avoid rush hours or meeting-heavy times. If your audience includes students or retirees, their schedules might differ.
2. Follow Up Quickly: If a lead shows interest (like filling out a form or requesting a callback), contact them within five minutes if possible. Fast responses show that you value their time.
3. Test and Adjust: Different industries and audiences may have unique preferences. Experiment with different times and track what works best for your business.
The best time to contact leads is typically mid-morning (10 a.m. to 12 p.m.) or mid-afternoon (2 p.m. to 4 p.m.), as most people are less busy then. Experiment with these times and adjust based on your audience’s habits.
Weekdays are generally better for professional leads, especially Tuesday to Thursday. However, weekends might work for casual or personal leads, depending on their lifestyle.
It depends on the lead’s preferences. Calls are more personal and effective for urgent matters, while emails are less intrusive and better for detailed information. Test both to see what works.
Aim for 5–7 follow-ups, spaced a few days apart. Persistence shows interest, but avoid being pushy. Track responses to know when to stop or change your approach.
Yes, always consider the lead’s time zone to avoid contacting them too early or late. Tools like scheduling apps can help ensure your timing is convenient for them.
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