Start with what you promised
Review leads where a follow-up date has passed. Read the last note before sending anything. Did you promise an answer, a document, or a call? Complete that action first rather than sending a message that ignores the previous conversation.
Review new enquiries next
Check who has not been contacted and whether the enquiry includes enough information to respond. Acknowledge the specific request and ask for the smallest amount of additional detail needed to help. Avoid presenting the same long questionnaire to every prospect.
Make the next message useful
A relevant follow-up might clarify a requirement, answer an unresolved question, or share a requested example. For instance: “You asked whether we can support a two-person sales team. Here is the setup we discussed; would a short walkthrough help?” Adapt the wording to what was actually agreed.
Record the outcome while it is fresh
Add a brief note with the result, remaining question, and next action. Set a follow-up date if another conversation is appropriate. If the person asks you to stop contacting them, record and respect that preference in your workflow.
Review the routine with your team
Check whether handoffs are clear and whether repeated follow-ups are adding value. Lead counts alone cannot tell you that. Use a weekly review to improve the quality of the notes and next steps. Happitap’s dashboard and lead records give the team a shared place to begin.