To keep people engaged, be tenacious yet adaptable. In case of uncertain leads, ensure flexibility in your timetable by incorporating buffer hours in case the day doesn't go as planned. Highlight time-sensitive benefits to create a sense of urgency to maintain their engagement. Communicate across various channels (email, WhatsApp, LinkedIn, etc.), so they don't miss your messages. Use asynchronous choices like a pre-recorded video or very detailed follow-up emails in case meetings fall through. Finally, monitor their responsiveness patterns to schedule meetings at the most convenient time.

Nobody forgets to do what they believe to be important… we actually prioritise what is important. If you have clients/prospects repeatedly changing plans it’s because they don’t see the meetings as important. Look at how you could frame these plans/meetings so that they are crucial to a result your prospect/client is trying to achieve. Once you have done that they will no longer cancel as they are seen to be important.

My Longest Lead to Call duration - 151 days. A few months ago, I had a lead who constantly rescheduled meetings. After three missed calls, I decided to adapt. I sent a concise email asking for their most convenient time and offered a flexible schedule. To make it easier, I included a calendar link for them to book directly. On the day of the meeting, I followed up with a gentle reminder and ensured all materials were ready. When we finally connected, the lead appreciated the flexibility and structure. The meeting turned productive, and we closed the deal. The takeaway? Be proactive—confirm times, provide clear options, and stay patient. Virtual meetings succeed when you adapt to the lead’s pace while keeping the process seamless.

I am actually in this situation right now. Well, with a clear and detailed agenda, there are more chances to demonstrate transparency. Plus, confirming appointment with reminders and confirmations to secure commitment is a good idea. Plus having a backup plan is based. Now let's see how do I do that : 1) Gave lead a Calendly. He forgot. He got distracted. He ignored me. No agenda. At last, he scheduled. Call confirmed. From both sides. He didn’t come to a call. So now, I'm reminding him once a week, that call is at hand. One day I will just give up, but not today.

Managing unpredictable leads requires a flexible and adaptable approach. Prioritize open communication and active listening to understand their unique needs and concerns. Use a CRM system to track interactions and identify patterns in their behavior. Tailor your outreach efforts to their specific preferences, such as adjusting communication channels or frequency. Be prepared to pivot your strategy if their needs change or if unexpected challenges arise. By staying responsive and proactive, you can increase your chances of converting unpredictable leads into valuable opportunities.