How do we find out how many inbound calls we're missing?
Short answer: Pull a recent stretch of call logs from your phone system's admin console. Mark every unanswered call, remove spam and vendors, then split the rest into business hours and after hours. Finally, match the remaining numbers against your CRM to see which callers never became a lead. That list tells you whether missed calls are a pipeline problem or just noise.
Step by step
- Export the log. Most business phone systems have a call report in the admin console. Your telecom or IT owner can pull it.
- Mark unanswered calls. Rang out, went to voicemail or hung up while waiting.
- Remove the noise. Robocalls, sales pitches and wrong numbers.
- Split by time. Calls missed while the team was busy are a different problem from calls after hours.
- Check the CRM. Did the caller later fill a form, book a meeting or show up as a lead? The ones who disappeared are the calls most likely to have cost you.
- Look for repeat dialers. The same number calling twice in a short window usually means real intent.
Who should own this
RevOps or sales operations is the natural owner, because the answer feeds pipeline reporting. Share the result with whoever runs marketing spend, since many of those calls were paid for.
What to do with the result
If missed callers almost always left a message and got a same-day callback, your current setup may be fine. If many vanished, look at coverage: a rotation, an answering service, or a front desk behind your team's phones. Whatever you choose, keep measuring after the change, not just before it.
How First Deploy approaches it
We start with a written plan built around how your calls actually arrive, then cover the calls nobody on your team can take.
Next step: See the First Deploy founding offer for funded teams