Hey, it's Joe from Atrium Leads.
I am emailing you a one-minute idea to help you sign more PI cases.
The topic of this newsletter is why your best intake person is probably doing too many things, and how that's killing your conversion rate.
Problem
Most small to mid-sized PI firms don't have the luxury of a dedicated intake team. The person handling leads is also answering the main line, scheduling appointments, filing paperwork, and doing a dozen other things.
And every time they switch tasks, their performance drops.
Context switching is a silent killer. When your intake person is bouncing between calling leads, answering random calls, and handling admin work, they lose focus. They can't build rhythm. They can't stay sharp. And most importantly, they can't respond fast enough when a hot lead comes in.
The result? Leads sit. Conversion rates tank. And you wonder why you're not signing more cases.
Story
I worked with a firm in Phoenix where the intake person was also the office manager. She was good at her job, really good. But she was doing everything.
One day I asked her, "How many times do you get interrupted while calling a lead?" She laughed and said, "Constantly. I'll be mid-conversation with a prospect and the main line rings, or someone walks into the office, or the attorney needs something."
We ran a test. For two weeks, we blocked off two hours every morning where she did nothing but intake. No interruptions. No admin work. Just leads.
Her contact rate went up 30%. Signed case rate jumped from 12% to 18%. Same person. Same leads. The only difference was focus.
Implementation
Here's what you need to do:
Identify who is handling intake and write down every other responsibility they have.
Block off dedicated time each day where they do nothing but call and follow up with leads.
Route all other calls and tasks away from them during that time.
Track their performance during focused intake time vs. when they're multitasking.
If you can't carve out dedicated time, you need to hire someone or reassign responsibilities.
Your best intake person can't perform if they're doing ten other jobs. Give them space to focus, and watch your signed cases go up.
Hope you find this useful,
Joe
P.S. Work with me: If you want a lead system that respects your intake team's time and delivers predictable volume, reply to this email or go to atriumleads.com and book a call to see if you qualify.