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Orca Group

Inbound Orchestration Pre-Call Questionnaire

Based on our initial conversation, here is our current understanding of your inbound flow:
1. Leads come in primarily via web contact forms or demo registration on the website 2. They are picked up by a call center team that pre-qualifies based on firmographics 3. Qualified leads are handed over to sales 4. Sales handles the full process through to close, with all activity tracked in Pipedrive.
There is currently no automation, no data enrichment, and no defined SLA between form submission and first contact.

Does this reflect your current reality? Please expand on this flow with as much detail as you can Steps we may have missed, who is involved at each stage, tools used, and anything that feels broken or inefficient today.

1. Lead Sources

What are all the ways a lead can currently come in?

You said it's through email or register for an account. Anything else?
What are all the ways a lead can currently come in?

Which source drives the most volume?

2. Current Form & Data Captured

What information do you wish you had at the point of form submission that you don't currently collect?

3. Lead Volume

What % of the roughly 500 leads you receive inbound/mo do you estimate are actually qualified?

4. Qualification Criteria

What makes a lead a clear YES?

What makes a lead a clear NO?

What does a 'grey area' lead look like - where a human judgment call is currently needed?

5. Current Handover Process

How does the call center currently pass a qualified lead to sales?

Oliver said it's Pipedrive update and another tool. Ca you share the actual process? Do they update a property or other objects?

How long does it typically take from form submission to a rep picking it up?

What information does the rep actually receive at handover today?

6. Pipedrive Setup

Which pipeline stages are currently in use for new acquisition?

Is there a Pipedrive admin (or a team member who owns the setup) we can speak to or get view access from?

Is there a Pipedrive admin (or a team member who owns the setup) we can speak to or get view access from?
A
B
C

7. Rep Workflow

How do reps currently decide which leads to prioritize working?

Do reps research a lead before calling? If yes, what do they typically look for?

8. Notifications & Communication

Is the sales / prequalification team active on Slack?

Is the sales / prequalification team active on Slack?
A
B
C
D

Who should receive lead notifications when a new lead comes in?

Who should receive lead notifications when a new lead comes in?

9. Definition of Success

If the inbound flow were fully automated, what would 'working perfectly' look like for you in 90 days?

Is there a specific internal metric you'd use to measure whether this was a success?