Dibiaa — Sales & Marketing Lead-Management Checklist

A single operating checklist to streamline the sales & marketing function and measure the actual output of lead management. Built from Dibiaa's knowledge graph (Discovery: 11 May 2026), the AI-caller script review (25 Aug 2026), and the Aug-26 task sheet.

Who uses it: sales reps run the daily boxes; the sales manager/owner owns the weekly and monthly boxes.
Legend: [R] rep · [M] manager/owner · [R/M] shared.

The one number that matters: ~600 leads/month enter the top of the funnel. The job of this checklist is to stop losing them at the known leak points (response time, follow-up, lost-reason blindness) and to make the funnel's output visible without asking the team.

1. Daily — Lead intake & source capture [R]

• Every new lead is logged in TeleCRM the same day (website forms already auto-route via Pably).
• Source is tagged on every lead: WhatsApp · Google · Facebook · IndiaMART · Referral · Other.
• No lead sits in "unassigned" — round-robin assignment is confirmed, not assumed.
• Referral leads are flagged distinctly (known best-converting channel; currently under-measured).
• Wrong numbers / invalid leads are closed as Invalid so they stop inflating the top of the funnel.

Gap to watch: WhatsApp/IVR inbound cannot yet be cross-linked to source attribution — flag any such lead as "source unknown" rather than guessing.

2. Daily — Speed to lead (the 5-minute cliff) [R/M]

• First response sent within 5 minutes of lead arrival (target), not the current ~2-hour average.
• Instant acknowledgement fires automatically on every inbound channel.
• Lead is auto-assigned to a rep at the moment of arrival, not at the next manual sweep.
• Any lead not answered in 5 minutes triggers an SLA-breach alert to the manager.
• [M] Reviews yesterday's response-time breaches each morning.

Why: conversion probability drops sharply past 5 minutes. This is the single highest-leverage fix the business has not enforced.

3. Daily — Qualify & log before the call ends [R]

Capture these fields on the first call, every time (the AI-caller review found most of these missing):

• Contact / shop name (not just city — a record is unusable without it).

• Category — gold / silver / diamond (note the customer's own words).

• Retail showroom vs wholesale / distribution.

• Incumbent supplier — who supplies their boxes today (best signal for switching potential).

• Approximate monthly / quarterly volume (ask in every call, not optional).

• Segment — premium/bridal vs daily-wear packaging.

• City.

• Lead disposition set correctly: Follow Up Hot / Warm / Cold · Quotation Sent · Order Confirmed · Invalid · Lost.

• For every Lost lead, a reason is recorded (TeleCRM is currently used as a dialer, so lost reasons go untracked).

4. Daily & Weekly — Follow-up discipline [R/M]

There is no follow-up SOP today; conversion depends on rep initiative, not process. This is the highest-priority SOP to run.

• Every lead has a next-action date set before the call ends (no open-ended "we'll be in touch").
• Follow-up cadence applied by disposition:
  • Hot — call/callback within 24 hours.
  • Warm — touch every 3–5 days.
  • Cold — scheduled nurture, not forgotten.
• Callback slots promised to the customer are logged and honoured.
• [M] Checks follow-up SLA adherence weekly — the count of leads with no next-action date should trend to zero.

5. Quote stage — protect the cold point [R/M]

Leads die immediately after the first quote is sent — the confirmed drop-off point.

• Quote is sent on WhatsApp with catalog/pricing in the same message (value exchange, not just "team will connect").
• A specific follow-up window is agreed at quote time.
• Every sent quote is followed up within 48 hours.
• Proforma invoice (PI) shares are logged per rep (a stated unknown the owner most wants visibility on).
• Off-shelf quotes are tracked against the ~3–4-call close norm; anything stalled beyond that is escalated.

6. Marketing & source attribution [R/M]

• Monthly lead count by source is pulled and compared source-by-source on conversion, not just volume.
• Referral channel is reactivated with a tracked referral code and a simple, clear reward (programme failed on rollout, not on premise).
• Brand story is told consistently on calls — [M] spot-checks recordings to hear how reps actually describe Dibiaa to prospects.
• Founder-led video / content plan is executed on a standing cadence.
• Campaign leads are tagged so marketing spend can be tied to confirmed orders.

7. Weekly — Pipeline cadence & visibility [M]

No standing cadence exists today; the weekly meeting happens only occasionally.

• Weekly sales meeting is held on a fixed day/time with a set agenda.
• Pipeline is reviewed by stage: Connected → Quoted → Confirmed / Lost.
• Owner can state live pipeline status in under 30 seconds without asking the team or opening TeleCRM.
• A daily WhatsApp digest or TeleCRM dashboard is in place for owner visibility.
• Aged leads (no activity > 7 days) are reviewed and reassigned or closed.

8. Monthly — Measure the actual output [M]

This is the section that answers "what is lead management actually producing?" Pull each metric from TeleCRM, the order sheet and Tally.

• Each metric above is filled with a real number, month over month.
• Call duration vs outcome is analysed at least once (TeleCRM holds this data un-analysed).
• Rep-level output is compared, not just team totals.

9. Monthly — Review & act [M]

• Numbers reviewed against the table above; the 3 biggest drops are named.
• One process fix is chosen and owned for the next month.
• Top-rep call patterns are extracted from recordings and folded into the playbook.
• Incentive structure (fixed salary + conversion incentive) is checked against actual output.
• "Qualified" is defined explicitly so outbound reps know what is worth pursuing.

10. Standing gaps / risk watchlist

• Follow-up SOP — highest-ROI unbuilt fix; write it first.
• Response SLA — 2 hr average vs 5-min cliff; no SLA enforced.
• CRM hygiene — TeleCRM used as a dialer; lost reasons untracked.
• Knowledge in people, not systems — exit loss already confirmed; document the playbook.
• Lead handover — no defined process; knowledge is lost when a rep leaves.
• LTV blindness — high- and low-value leads treated identically.
• Reorder trigger — repeat orders are customer-initiated only.
• Owner visibility — live pipeline not answerable in 30 seconds.

Cadence at a glance

Grounding: Dibiaa knowledge graph v1.1.0 (11 May 2026) — pipeline, gaps and metrics nodes; Dibiaa AI Caller Script review (25 Aug 2026); Task_Updates sheet (31 Aug 2026, MIS onboarding). Metric baselines marked "track baseline" are not yet recorded in the source and must be established with the first month's pull.