Recognize a good fit. Remember what matters.
The best lead notes let someone continue the conversation without making the visitor start over.
Use BANT to understand the situation
Budget
What resources are available to solve this?
Authority
Who else will help evaluate the options?
Need
What is the visitor trying to change?
Timeline
When would a solution be useful?
Begin with the need. Explore budget and the buying process when the conversation makes it appropriate. A researcher or influencer can still be a valuable contact even if someone else approves the purchase.
Record the context
Capture the visitor’s challenge, relevant product interest, decision process, timing, and agreed next action. Add an owner and a date. These details are more useful than a list of names with no explanation.
Close with clarity, even when there is no fit
“Would a follow-up demo help? Let’s agree on a date.”
“Thanks for stopping by. I hope you find what you need at the show.”
If a discussion needs more time, arrange a separate meeting. If a colleague can help, explain why you are introducing them and share the context.
Plan your qualifying conversation
Choose the questions that fit your audience and the information your team should record.
See a filled-in example
Illustrative example. Replace with your own team’s decisions.
Northline Filtration · ProcessTech Expo
Three questions we will use1. What is happening on the water line today, and what would you want to change? 2. Who else will help evaluate a different setup, and how would you decide whether it is worth funding? 3. When are you hoping to review options or make a change, and what next step would be useful? Ask naturally as the conversation develops; record unknown budget or timing as unknown.
What we will captureRecord name, company, role, the visitor's challenge in their words, product interest, other decision participants, timing, available budget if volunteered, promised information, next step, owner, follow-up date, and priority. Hot means an active near-term evaluation with an agreed meeting; Warm means relevant need and permission for a useful follow-up; Later means interest without a current project. Priya checks required fields and duplicates daily. Give the visitor a clear explanation of how their contact details will be used.