The #1 Factor: Response Time
Speed to lead is the single biggest predictor of conversion. Research shows firms that respond within 5 minutes are 21x more likely to qualify the lead than those who wait 30 minutes.
Optimal response time for maximum conversion
How to Achieve Sub-5-Minute Response
- Enable SMS/email alerts: Get notified instantly when ClaireAI captures a lead
- Assign lead ownership: Make one person responsible for immediate callbacks
- Use transcripts immediately: Don't wait—call back while reading the transcript
- Set business hours expectations: During business hours, aim for 5 min. After hours, first thing next morning.
Use Transcripts for Personalized Follow-Up
Your secret weapon is the full transcript. When you call back, you know exactly what the caller said. Use it:
"Hi Sarah, I see you called about a car accident on Highway 1..."
Reference specific details from the transcript. The caller feels heard and understood immediately.
Address their concerns proactively
If the transcript shows they asked about costs or timeline, address those in your callback before they ask again.
Optimize by Practice Area
Personal Injury
- Ask about accident date, injuries, and treatment status in intake
- Flag recent accidents (under 2 weeks) for urgent follow-up
- Prioritize calls mentioning hospital visits or ambulance
Family Law
- Ask about children, property, and urgency level
- Flag emergency situations (DV, custody emergencies)
- Schedule consultations within 24-48 hours
Criminal Defense
- Ask if caller or family member is currently in custody
- Flag active arrests or court dates within 72 hours
- Enable immediate escalation for urgent matters
Track Your Metrics
What gets measured gets improved. Track these key metrics in your CRM:
- Lead-to-consultation rate: What % of ClaireAI leads book a consultation?
- Consultation-to-retention rate: What % of consultations become clients?
- Average response time: How quickly are you calling leads back?
- Practice area performance: Which practice areas convert best?
Want help tracking this? We can configure custom reporting dashboards for your firm. Contact your account manager.