Best practices

Proven habits that separate top-performing teams from the rest. Follow these guidelines across dialing, lead management, communication, AI coaching, and team operations to get the most out of Asan CRM.

Dialing — do this

• Dial consistently every business day. Carriers reward steady, predictable call patterns. Sporadic bursts followed by silence look suspicious and hurt your number reputation.
• Spread calls across the day. Avoid dumping all your volume into a single hour. Space sessions out — morning, midday, and afternoon — to mirror natural calling behaviour.
• Keep enough numbers in rotation. Each number should stay under roughly 200 calls per day. Add more numbers as your volume grows. See Number rotation & caps.
• Watch your Compliance Monitor. Check your connect rate and short-call percentage at least weekly. A connect rate below 5% or a short-call rate above 40% are warning signs. See Compliance Monitor.
• Use clean, accurate lead data. Bad numbers waste dial attempts and inflate short-call rates. Scrub your lists before importing. See CSV import & export.
• Honour opt-outs immediately. When a lead says "don't call me," mark them DNC on the spot. See DNC & consent.
• Let DialGuard manage your ramp. New numbers start with a low daily cap that increases automatically as trust builds. Don't try to bypass it. See DialGuard.

Dialing — avoid this

• Immediate redials after busy or no-answer. Wait at least a few hours before retrying. Back-to-back attempts to the same number trigger carrier spam filters.
• Calling the same person repeatedly in a short window. Three unanswered calls in one day to the same lead is aggressive. Space retries across days.
• Dialing known-bad or disconnected numbers. These inflate your short-call rate and waste DialGuard capacity. Remove them from your lists.
• Sharing one login across multiple agents. Each agent needs their own account for accurate reporting, call attribution, and AI coaching. See Team management.
• Calling outside permitted hours. Respect calling-hours rules for your leads' time zones. Asan enforces these automatically. See Calling hours.
• Skipping the warm-up period. New numbers need a gradual ramp. Jumping straight to high volume gets numbers flagged. See Account warm-up.

Lead management

• Keep your data clean. Deduplicate leads on import, fill in missing fields, and archive leads that are clearly dead. A smaller, accurate database outperforms a bloated one.
• Use tags to organise. Create a consistent tagging system across your team — by source, industry, stage, or campaign. Tags power filters, segments, and workflow triggers. See Tags.
• Let SMART scoring prioritise your day. Cori AI scores every lead based on engagement, call outcomes, and buying signals. Sort by score and dial the hottest leads first. See Lead scoring.
• Segment regularly. Build saved segments for your most common workflows — new leads this week, hot leads with no recent contact, leads by area code. See Segments.
• Use custom fields for your industry. Every business tracks different data points. Add custom fields that matter to your pipeline so nothing lives in notes where it can't be filtered. See Custom fields.

Communication

• Respond to new leads within 5 minutes. Speed to lead is the single biggest factor in conversion. A lead contacted within 5 minutes is 21x more likely to convert than one contacted after 30 minutes. Use notifications to catch new leads instantly.
• Use templates for repetitive messages. Build SMS and email templates for your most common follow-ups — introduction, follow-up after missed call, appointment confirmation. See Email templates.
• Personalise every touchpoint. Templates save time, but merge fields (lead name, company, last interaction) make messages feel personal. Never send generic blasts to warm leads.
• Mix your channels. Some leads prefer calls, others respond to SMS or email. Use the lead's engagement history to pick the right channel. Check their timeline on the lead detail page.
• Log every interaction. Use notes and mentions to record context from calls, meetings, and messages. Your future self (and your team) will thank you.

AI & Cori

• Review AI coaching feedback after every call. Cori analyses your conversations and highlights what went well, what to improve, and what to say next time. Treat it like a personal sales coach. See Call coaching.
• Read your daily briefing every morning. Cori prepares a summary of your pipeline — hot leads to follow up, overdue tasks, and trends. Start every day here. See Daily briefing.
• Let Cori auto-score your leads. AI scoring uses call transcripts, email engagement, and activity patterns to surface leads that are ready to buy. Trust the scores and prioritise accordingly.
• Ask Cori questions in chat. Need to find a lead, summarise recent activity, or draft a follow-up email? Use Cori Chat instead of digging through menus manually.
• Use Cori Live for real-time coaching. On high-value calls, enable Cori Live to get real-time suggestions and objection handling while you're on the phone. See Cori Live.

Team management

• Set clear roles and permissions. Admins manage the account and billing. Agents focus on leads and calls. Use roles to control what each person can see and do.
• Review agent reports weekly. Check call volume, connect rates, and coaching scores for each agent. Identify who needs support and who deserves recognition. See Agent reports.
• Use Team DNA for lead matching. Team DNA analyses each agent's strengths and automatically routes leads to the agent most likely to close them. See Team DNA.
• Set up lead assignment rules. Don't let leads sit unassigned. Use round-robin or rule-based assignment to distribute incoming leads automatically. See Lead assignment.
• Hold weekly pipeline reviews. Use the Deals pipeline and Dashboard together to review progress, stuck deals, and forecasts with your team.