If you’re reading this, you probably want more conversations with the right people—without burning hours on busywork or babysitting your dialer. Maybe you’re a real estate investor, a sales team lead, or just the “tech-savvy” one on your crew who got stuck figuring out the phones. Either way, you want to squeeze as much value as possible out of Batchdialer and not get lost in settings you don’t need. Let’s get you set up, dialing, and closing, minus the fluff.
Step 1: Set Up Your Batchdialer Account the Right Way
Before you even think about campaigns, get your Batchdialer account squared away.
- Import your contact lists: Don’t overthink this. Clean your list first (junk in, junk out) and use a CSV format. Make sure you have names and phone numbers at the very least.
- Warm up your numbers: If you’re using new caller IDs, Batchdialer offers “number rotation” to avoid spam flags. But don’t expect miracles—carriers are getting smarter. Rotate, but don’t hammer one number all day.
- Set up your users: Add your team. Give them roles that make sense. Don’t give everyone admin rights if you don’t have to.
Pro tip: Don’t buy every add-on or feature just because it’s there. Start with the basics, then add tools as you hit clear bottlenecks.
Step 2: Build a Campaign That Doesn’t Waste Time
Now for the meat: building a campaign that actually gets you results.
2.1 Name Your Campaign Clearly
Skip the cutesy names. Use something like “July Probate Leads – Team East.” In six months, you’ll thank yourself.
2.2 Select the Right Contact List
- Don’t blast every contact you have. Segment by lead type, location, or source.
- If you’re new, start small—maybe 100–200 leads. It’s easier to fix mistakes on a short list.
2.3 Choose Your Dialing Mode
Batchdialer offers several modes:
- Preview: One call at a time. Slow, but safest if you want to check every record.
- Power: Calls next lead as soon as you hang up. Good mix of speed and control.
- Predictive: Dials multiple numbers at once. Fastest, but you risk dropped calls and annoyed prospects.
Honest take: Predictive sounds sexy, but unless you have a big team and a bulletproof answer rate, you’ll drop calls and burn leads. Most small teams do best with Power mode.
2.4 Set Call Cadence and Hours
- Only call during reasonable hours—8 am to 8 pm local time is typical.
- Don’t overdo attempts. Three tries per number, max, is enough. More than that, you’re just pestering people.
2.5 Create Scripts (But Don’t Sound Like a Robot)
- Use scripts as a guide, not a crutch. Write out intros and key questions, but encourage your team to sound human.
- Update scripts based on what’s actually working, not what you wish would work.
Step 3: Configure Call Settings for Efficiency
You can waste a ton of time here if you let yourself.
3.1 Voicemail Drops
- Batchdialer lets you pre-record voicemails you can “drop” when you hit a machine.
- Keep it short. “Hey, this is Sam, I’ve got a quick question about your property—call me back.” That’s plenty.
- Don’t overuse. If everyone gets the same message, your callback rate tanks.
3.2 Call Recording
- Turn it on if you want to coach your team or check compliance.
- Warn your team (and check your local laws). Some states require consent.
3.3 Call Dispositions
- Set clear, simple options like “Not Interested,” “Callback,” “Wrong Number,” etc.
- Don’t make your agents click through a dozen choices after every call.
Step 4: Launch, Monitor, and Tweak
4.1 Test Before You Blast
- Run a mini-campaign with 5-10 leads. Make sure calls connect, voicemails drop, and your scripts don’t sound weird.
- Fix anything broken before you go big.
4.2 Go Live and Monitor in Real Time
- Watch your dashboard. Are calls connecting? Are agents sitting idle? If something looks off, pause and fix it.
- Batchdialer’s live analytics are useful, but don’t fall in love with pretty graphs. Look for bottlenecks: high drop rates, low connection rates, or agents waiting too long between calls.
4.3 Adjust on the Fly
- If you’re getting a lot of voicemails, try calling at a different time of day.
- If numbers are getting flagged as spam, swap them out and slow your pace.
- If agents are getting the same objections, tweak your script or your lead list.
Pro tip: Don’t be afraid to hit pause. It’s better to stop and fix a campaign than to burn thousands of leads with a broken setup.
Step 5: Follow Up and Keep Good Records
5.1 Use Call Dispositions to Trigger Follow-Ups
- Set up automations or reminders for callbacks and nurture leads.
- Don’t rely on memory—Batchdialer can remind you who to call and when.
5.2 Export Your Results
- Pull reports after each campaign. Who picked up? Who converted? Who should you take off your list forever?
- Don’t overanalyze. Look for obvious wins and fixes, then move on.
5.3 Regularly Clean Your Lists
- Remove dead numbers and people who asked not to be called.
- The cleaner your list, the more efficient your next campaign will be.
What to Ignore (at Least for Now)
- Overly complex automations: Get basics working before you try to build a Rube Goldberg machine.
- “AI” coaching tools: Most are overpriced and don’t actually improve your closing rate (yet).
- Every integration under the sun: Unless you have a team drowning in manual data entry, keep it simple.
Summary: Keep It Simple, Iterate Often
Batchdialer’s powerful—but only if you keep things straightforward. Start with a clean list, a clear campaign, and dialing settings that match your team size. Don’t get distracted by shiny features or analytics dashboards that don’t move the needle. Launch, watch what happens, and adjust. The best teams aren’t perfect out of the gate—they’re just relentless about fixing what doesn’t work.
You’ll get more out of each campaign if you keep it simple, learn from your mistakes, and treat the setup as a living process, not a one-and-done project. Good luck—and happy dialing.