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How to Stop Losing Leads In Your Inbox

September 26, 2019

A cluttered inbox is the main reason why valuable leads are being lost. Here are some helpful hints that'll prevent you from losing leads while also helping you to automate the customer’s journey through the pipeline.

According to a recent HubSpot study, 69% of companies considered converting contacts and leads into customers as their top priority in 2019. Even the strongest marketing strategy isn't effective without being backboned by equally strong execution.

Have you ever had a situation where you almost converted a client but, at some point, they just stopped replying? 

According to research conducted by the NetHunt CRM team, lack of personalization, untimely follow-ups, and information overload are the major reasons why your leads are heading straight to your competitors. 

Organizing your massive data may help seal the leaks in your sales funnel. We compiled a list of handy tools you can use right in your Gmail account to automate your workflow and never lose a single lead.

Best Tools to Capture Leads in Your Inbox 

Below is a list of resources you can invest in to maximize your sales potential and gain leads. 

Canned Responses

This tool is a real time saver. If you find yourself typing similar replies over and over again, it’s time to automate them. Gmail Canned Responses allow you to save a message that you can access later and send to multiple people countless times. 

You can even set up a so-called “auto-reply,” which will be triggered by specific words or phrases. Canned responses help you deal with the overwhelming amount of repetitive questions by creating a so-called answer template.

Here's how to start using them in your Gmail inbox:

  1. Click the gear icon on the right and select Settings.
  2. Select "Advanced Settings"
  3. Click "Enable" on Canned Responses (Templates) and click "Save Changes" at the bottom of the page.
  4. Write your first email which you'll use as a template for further typical replies.
  5. Click the "More" at the bottom right of the window, near the trash can icon and select Canned Responses > New canned response.
  6. Name the canned response. Next time you'll respond to an email, click the respond button like normal, but instead of typing text use the "More" at the bottom right to select your canned response. 

Below is an example of how Google suggests certain responses in emails:

Canned Response Option

You can create templates for canned responses to make emailing a faster process. 

Canned Response Alternative

Such a tool may be extremely helpful if you need to send out follow-ups or a standard quote. As well, if you have a scheduled vacation, you can easily set up an out-of-office email or automated responses before you get back to them later.  

Google Tasks

Most of the emails in your inbox require some sort of action. Obviously, you can’t get to them all at once, so you have to prioritize, delegate, and postpone some replies. It’s no wonder you may forget about a new lead or a follow-up that you have to send. 

To avoid this, connect your emails to tasks and create an ultimate to-do list. It will remind you of the emails you have to send first thing in the morning and also helps you stay on track of the sales process.

Schedule Send

With a new schedule send feature, you can schedule your emails in Gmail to be sent at a specific date and time. 

It’s real salvation to those who want to send their clients some sort of reminders (ex. payment reminders), and want them to arrive at an ideal time if the recipient is in a different time zone. 

Convenient, right?

Gmail-Based CRM Software

Apart from the native Gmail tools, there is one ultimate solution which may improve your habitual workflow all at once. 

Stats don't lie: 49% of businesses use some form of email automation, usually as a feature from their customer relationship management (CRM) system. 

CRM is the main tool to store, organize, and share client data between several departments. 

Around 64% of companies admit that CRM tools may significantly influence the team’s performance. As they help you set up different workflows and optimize the whole customer interaction process, you may significantly boost your sales by seeing exactly which stage your prospect is on. 

Pipeline Visualization

Besides, by automating your routine tasks, CRMs will save you time and help you improve productivity to close more deals. A CRM system can handle multiple routine tasks while storing customer records in the Gmail Inbox. 

It can automate your follow-ups, track emails, and help you set up bulk email campaigns easily. 

Here’s a small cheat sheet on choosing the best CRM for your business:

How to Choose a CRM

Using this sheet, you can more easily use your CRM to your best advantage.

As an entrepreneur or as a salesperson, you are likely to read a lot. 

If so, some important emails in your inbox may get buried under the pile. Newsletters, promotions, and announcements of all sorts are seeping into your inbox non-stop.

As you’re already spending a lot of time on emails, any irrelevant email can distract you from getting to the important ones. 

Use a tool like to scan your inbox, and decide which email sources you want to block from getting to your inbox. Tool

This type of tool can make organizing your inbox simpler and help you focus on your top priorities. 

Optimize Your Inbox With the Right Tools

We’ve reviewed five tools and technologies that can speed up your daily routine. Use them to streamline your sales process and help you stay on task. 

Retain control over your daily activities and make sure your sales process allows you to define the highest priority action to take at any given time. 

These tools will help you minimize the manual work and stress upon tasks that matter. Keep your inbox well-organized and watch as you manage your leads better.