Introduction
For a mid-sized marketing agency working with contractor companies in the US, our team at Value Added Tech successfully automated our client’s operations by integrating dialer software (Calltools.com) with a CRM solution (Gohighlevel.com). The goal was to capture leads from ads and lead generation efforts and dial them as quickly as possible, minimizing delays and maximizing revenue.
Challenges
The company faced significant inefficiencies in lead management, including:
- Inefficient Lead Handling: Agents manually switched between spreadsheets and multiple CRM accounts to assign leads, causing delays and errors.
- Slow Speed-to-Lead: The speed-to-lead was above 25 minutes, leading to missed opportunities and lost revenue.
- Missed Leads: Delays in processing leads resulted in many leads not being contacted promptly, resulting in lower conversion rates.
- Data Fragmentation: The use of multiple tools and platforms led to fragmented data, making it difficult to have a unified view of lead information.
- Manual Processes: Many processes were manual and time-consuming, contributing to inefficiency and higher operational costs.
- Scalability Issues: The existing setup was not scalable, limiting the company's ability to handle increased lead volumes.
Research indicates that reducing speed-to-lead to 5 minutes can increase closing conversions by 7 times, highlighting the importance of a swift and efficient lead response system.
Solution Provided by Value Added Tech
Our team proposed and implemented a solution to address these challenges:
- Data Aggregation: Aggregated lead data from 700+ clients and pushed it in real-time into the dialer with all necessary information.
- Automated Dialing: Agents needed only to log into the campaign to dial hot leads automatically and immediately.
- Personalized Scripts: Provided agents with relevant data, scripts tailored to specific clients (e.g., “Hey, I am calling from XYZ Roofing company…”), and links to book appointments directly.
- Seamless Integration: Integrated Calltools.com with Gohighlevel.com to ensure seamless data flow and synchronization.
- Comprehensive Training: Conducted training sessions to ensure agents were proficient in using the new system effectively.
Results
The implementation yielded significant improvements:
- Speed-to-Lead: Reduced speed-to-lead to an average of 4.5 minutes.
- Lead Volume: Enabled the creation of over 1,000 leads daily.
- Call Management: Managed 5,000 calls daily.
- Cost Reduction: Achieved a 25% reduction in call-center costs.
- ROI: Delivered a return on investment within the first month.
The project was completed within 60 hours after a 30-minute discovery call. The solution was delivered end-to-end in 14 days.
Conclusion
By automating the dialing process and reducing the speed-to-lead, the agency significantly increased its closing conversions and operational efficiency. The integration of Calltools.com and Gohighlevel.com by Value Added Tech transformed the lead management process, showcasing the value of effective technology integration in driving business success.
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