TLDR
- Fast, repeatable play to spot early signals, confirm who makes decisions, fill missing intel, and respond in 24–72 hours—protects deals and builds loyalty.
- Use a simple readiness score to prioritize outreach: higher signals get contacted first.
- Ask 1–2 quick questions to verify decision maker and timing; log confirmed facts within 1 hour.
- Close intel gaps with short asks (who, budget, timeline) and deliver a tailored, two-tier offer fast (within 24–72 hours).
- Keep actions small and concrete: a quick call, a one-page proposal, and scheduled follow-up.
Overview
This playbook explains how to spot early signals, confirm intent, close missing intel and act fast. Actions happen inside one to three days to protect deals and build loyalty.
- Switch trigger
- Any event or behavior that signals a buyer may change providers.
- Intel gap
- Missing detail that blocks qualification (no decision maker, no budget, no timeline).
- Post-ready action
- Concrete outreach or offer executed in the 24–72 hour window after a positive signal.
Detect signals early
Look for odd web traffic, late or urgent inquiries and sudden product comparisons. These are surface cues that a prospect is moving.
Common signal examples (tap to expand)
Examples include a burst of visits to pricing pages, a late request for references, a change in contact email domain, or social posts that show dissatisfaction. Each should prompt a quick check.
- Watch web surges and page patterns.
- Flag late-stage questions about price, uptime or warranty.
- Note behavioral changes: new contact, faster replies, defensive language.
Score and prioritize
A 0–100 readiness score helps set response order. Higher scores get contact first. The score is simple: signal strength, intel completeness, and purchase intent.
| Factor | Weight | Trigger example | Response priority |
|---|---|---|---|
| Web surge | 30% | Spike to pricing page | High |
| Late-stage inquiry | 25% | Request for delivery date | High |
| Intel completeness | 30% | Decision maker listed | Medium |
| Budget clarity | 15% | Budget confirmed | Medium |
| Notes: Use simple signals first. Focus on quick confirmable facts. Keywords to find related tables: web surge, late inquiry, intel gap, 24 hour outreach. | |||
What to do in 24 hours: confirm intent, find missing contact or budget, and prepare an immediate offer.
Confirm before launching
Verify the signal fast. A short check protects time and avoids wasted offers.
- Ask one to two direct questions by phone or chat.
- Confirm decision timing and the real decision maker.
- Log confirmed facts in the shared record within one hour.
Quick confirmation script (click to view)
"Thanks for the note. Who else decides on this purchase, and what is the target start date?" Use this to validate intent and timeline.
Close intel gaps
If budget, decision maker or timeline is missing, deploy short, targeted steps to close each gap.
| Gap | Rapid action | Owner | Target window |
|---|---|---|---|
| No decision maker | Ask for referral to the final approver | Sales rep | 24 hours |
| No budget | Offer tiered options with clear prices | Sales rep | 48 hours |
| Unclear timeline | Propose two delivery windows and get choice | Operations lead | 24–72 hours |
| Missing technical detail | Send quick checklist and ask for one photo or spec | Tech/Estimator | 48 hours |
| Considerations: Keep questions short. Use images or checklists to reduce back-and-forth. Search keywords: intel not shared in time, flipped angry customer to fan. | |||
Deploy rapid, post-ready actions
When confirmation is positive, deploy a clear action. Actions must be doable within 24–72 hours and aim to convert or protect the deal.
- Offer a limited-time discount or priority delivery.
- Schedule a short site visit or video call within two days.
- Send a tailored one-page proposal that lists next steps.
Sample 24-hour play (open for steps)
- Call to confirm decision maker and timeline (within 1 hour).
- Send one-page offer with two price tiers (within 6 hours).
- Follow up by text or phone before the end of day.
Tools, AI and data rules
Use simple analytics and one human review for each high-priority lead. AI can flag anomalies and draft messages. A person must approve offers and sensitive outreach.
- AI: flag web surges, score leads and draft quick proposals.
- Human-in-loop: review AI flags and approve offers.
- Data minimization: keep only what is needed for the response. Remove sensitive notes after the deal stage ends.
Measure success
Track a few clear numbers. Keep metrics simple so the team knows what to watch.
| Metric | How to measure | Target | Why it matters |
|---|---|---|---|
| Switch-rate recovered | Percent of flagged prospects that stayed or returned | Increase month-over-month | Shows conversion after outreach |
| Time-to-first-contact | Hours from signal to contact | <24 hours | Affects win probability |
| Intel completeness | Percent of leads with decision maker, budget and timeline | 75%+ | Reduces follow-up delays |
| Post-contact satisfaction | Quick NPS or thumbs survey after offer | Positive majority | Helps turn friction into loyalty |
| Search keywords: prospect chose other provider, new influencer campaign seen, unusual web traffic surge. | |||
Simple workflow for the team
Use a card or checklist per lead. Each card holds score, confirmed facts and the next action. Low friction keeps responses fast.
- Card shows readiness score and missing intel.
- Owner is assigned within one hour of a strong signal.
- Actions are short and time-boxed: call, offer, follow-up.
Checklist template (click to expand)
- Signal recorded
- Decision maker confirmed
- Budget status noted
- Offer ready
- Follow-up scheduled
Categories and tags
Category: sales activation and customer experience loops
Tags:
- unusual web traffic surge
- prospect chose other provider
- new influencer campaign seen
- intel not shared in time
- flipped angry customer to fan
Closing note
Spot the unusual. Confirm one key fact fast. Close what is missing. Act within 24–72 hours. The simple loop of signal, confirm, share and offer turns short-term risk into long-term loyalty.
Written to be easy to follow with steps the team can use now.decision maker, budget clarity, timeline clarity, short procurement cycle, tiered pricing, two delivery windows, limited-time discount, tailored one-page proposal, rapid outreach, 24–72 hours, on-site visit or video call, quick reference checks, site readiness, intel gap closure, low-friction process, simple lead scoring, readiness score, reliable delivery, on-time performance, post-sale loyalty, contractor-friendly terms, local B2B partnership, ROI focus, measurable results, straightforward next steps, minimal admin, human-in-the-loop, AI flagging, rapid intel review, fast qualification, clear call-to-action, next-step checklist, auditable pipeline, price transparency, references availability, warranty clarity