LEAD FOLLOW-UP RESPONSIBILITY WORKSHEET
Companion to: Assign the next step before collecting a lead
The filled example is fictional. No request was received, message sent or
workflow tested. This worksheet does not configure a CRM or automation.

DEFINE ONE JOURNEY
Enquiry type and visitor's intended task:
Exact promise on the page:
What submission establishes:
What submission does NOT establish:
Agreed work destination:
Reference/identifier used to connect records:
Who has existing authority and access to handle the request:
Current owner:
Backup, or explicitly none:
Trigger for requesting a handoff:
When ownership changes and how acceptance is recorded:
Review schedule and time zone:
Confirmed public reply expectation, or unresolved:
Verified contact route for the visitor:

TASK MAP — FILL EACH ROW FOR YOUR PROCESS
Stage | Current owner | Next action | Review/due time + zone | Evidence
Saved | | | |
Reviewed | | | |
Reply prepared | | | |
Reply sent | | | |
Next step agreed | | | |
Enquiry closed | | | |

Do not equate saved, prepared, sent, delivered, read, agreed or completed.
Use only stages supported by evidence. Leave unavailable delivery or reading
status unknown. Closing an enquiry does not establish a sale or service delivery.

EXCEPTION REGISTER
Situation | Current owner | Next task | Review time + zone | Closure rule
Owner unavailable | | | |
Information missing | | | |
Outside service scope | | | |
Delivery uncertain | | | |
No requester reply | | | |
Other | | | |

An owner remains recorded until the agreed handoff is accepted. A gap in
coverage stays visible. Agree on your own review/closure rule; no universal
response target or follow-up cadence is supplied here.

FICTIONAL B-014 PLANNING EXAMPLE
Business: bicycle workshop
Request: replacing a bicycle brake cable
Proposed received time: Thursday, 2026-10-08 09:10 America/Chicago
Proposed first review: 2026-10-08 11:30 America/Chicago
Current owner: Jamie
Backup: Nico, only after accepting the handoff
Immediate result: saved repair enquiry, not a repair appointment
All planned steps below: NOT RUN. Actual evidence: NONE — plan only.

1. Jamie locates B-014 in the agreed destination and checks its details.
   Record to seek: reference and checked time.
2. Jamie reviews actual service fit and needed information.
   Record to seek: fits / does not fit / needs clarification, with reason.
3. Jamie prepares a first reply; ask for the bicycle model if needed.
   Record to seek: reply draft tied to B-014.
4. Jamie sends the checked reply through the agreed channel under existing authority.
   Record to seek: sending record, recipient and time; delivery separately.
5. Jamie retains ownership while awaiting the requested information.
   Record to seek: open question and next review time.
6. Jamie records an agreement or a reason for closing the enquiry.
   Record to seek: exact next action agreed or actual closure reason.

EXAMPLE EXCEPTIONS — PLANNED, NOT OBSERVED
Jamie unavailable: request Nico's acceptance. Jamie remains owner until that
acceptance. If neither can act, document the unresolved coverage gap.
Model missing: ask one needed question; keep owner and next review time.
Outside service scope: explain the limitation and record reply/closure reason.
Delivery uncertain: inspect evidence through the agreed contact process;
keep open rather than labeling the reply received or the next step agreed.

PROPOSED CONFIRMATION TEXT — REQUIRES ACTUAL SAVE AND AGREED FOLLOW-UP
Your repair enquiry has been saved. The workshop will review the details and
reply about the next step. A repair appointment has not been booked.

Add a confirmed reply timeframe and a verified contact route for your own
business. The example's internal 11:30 review is not a public reply promise.

READINESS WALK-THROUGH
Have the named people agreed to the responsibility and schedule?
Can the owner find the intended saved record?
What evidence distinguishes draft, sent reply and delivery?
What happens if the owner is away or the requester does not reply?
Does the confirmation match the actual saved result and agreed next step?
What is still unknown?

Actual walk-through date/time and zone:
Participants:
Environment and existing authority:
Evidence observed (do not prefill as passed):
Unresolved issue, owner and next action: