1. Project Overview
A digital marketing agency needed a Lead Management System (LMS) to track leads from Meta, Google Ads, WhatsApp, website forms, and manual entries.
The existing process used Google Sheets + WhatsApp notes, leading to lost leads and poor follow-up. The goal was to create a clean CRM for the sales team to convert leads faster.
2. Problems Identified
- Leads were not assigned to sales team properly.
- No clear visibility of lead stages (New → Follow-up → Closed).
- Slow manual updating caused missed opportunities.
- No reminders for follow-ups.
- Managers couldn’t see performance of the team.
3. Research & UX Insights
From stakeholder meetings, we understood:
- Sales executives needed a mobile-friendly CRM.
- Managers needed simple dashboards to track conversions.
- All leads required color-coded status for clarity.
4. UX Strategy
We created a linear, friction-free flow:
Lead Flow Stages
New → Contacted → Interested → Proposal Sent → Follow-up → Won / Lost
Key UX Decisions
- Kanban board for visual lead tracking.
- Quick actions: Call, WhatsApp, Notes, Update Stage.
- Auto-assign rules for new leads.
- Reminder notifications for follow-ups.
- Performance dashboard with:
- Lead Source
- Conversion Rate
- Top Performing Executive
5. UI Design Approach
- Clean dashboard with high-level KPIs.
- Lead list showing:
- Name
- Source (Meta/Google/Website)
- Status color tag
- Last contact time
- Use of blue + green palette for trust & clarity.
- Collapsible sidebar for more working space.
- Simplified forms with only essential fields.
6. Final Output & Results
- Lead response speed improved by 5x.
- Team collaboration increased because everyone saw real-time updates.
- Managers got clarity on which campaigns were performing.
- Conversion rate improved by 22% after 1 month of use.