Here's the same charter reworked for a non-CRM setup — using manual trackers (Excel/Google Sheets, WhatsApp/calls, and daily reporting discipline) instead of software automation.

Role: Lead Response & Follow-Up Coordinator (Manual System)1. Lead Response ManagementMetricTargetLead assignmentWithin 10-15 minutes of lead coming in (via WhatsApp group / call / shared sheet)First contactWithin 1 hour (max 4 hours after-hours)Unassigned leadsCoordinator manually checks lead-source inbox/sheet every 30 min during work hours
- Every incoming lead (from calls, walk-ins, portals, referrals, ads) gets logged into a Master Lead Sheet immediately — no lead exists until it's on the sheet.
- Coordinator manually assigns to a rep and notifies them directly (call/WhatsApp) — don't rely on reps checking the sheet themselves.

2. Follow-Up Discipline (Most Critical — manual version)

Since there's no auto-alert system, this becomes the coordinator's core daily task:
- Daily Follow-Up Sheet with columns:



Lead Name | Contact | Source | Date Added | Last Contact Date | Next Follow-up Due | Status | Rep Assigned | Remarks
- Every morning, coordinator manually scans the sheet and prepares a "Due Today / Overdue" list for each rep.
- Hard rule: any lead with "Last Contact Date" older than 48 hours gets flagged red and pushed to the rep personally — call them, don't just message.
- End-of-day: coordinator collects updates from each rep (5-min check-in, call, or WhatsApp update) and updates the master sheet personally. Don't wait for reps to self-report in writing — chase actively.

3. Conversion Tracking (manual)

Maintain a straightforward Funnel Tracker (Excel) updated weekly:
StageCount% Conversion from previous stageTotal LeadsContactedSite VisitQuotation GivenClosed
- Update this every Friday by manually tallying from the Master Lead Sheet.
- Flag stages with the biggest drop-off and discuss with sales team in weekly meeting — e.g., if Site Visit → Quotation is weak, is it pricing, product fit

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