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10 Tips for Meaningful Conversations in the VisitorReach App

Watch this video to learn how to Build Genuine Relationships in VisitorReach App or read below: 

 

Using the VisitorReach app is more than just sending a text, it’s about building real connections.

Every person reaching out is on a journey, hoping for community and care. How you respond can make a lasting impact.

Here are 10 essential communication tips to help you engage effectively:

1. Lead with Relationship, Not Just an Invitation

Most people reaching out want connection, not just an invitation to an event. They can find event details on your website, but building a relationship takes 12 to 15 interactions before someone feels comfortable attending. Prioritize 1:1 engagement over generic invitations.

2. Respond as Quickly as Possible

Aim to reply within 10 minutes of receiving a message. 92% of people respond if contacted within this window.¹ Waiting too long can drastically reduce engagement—in fact, every 10-minute delay makes it four times less likely that someone will respond, as their interest fades.²

3. Schedule Dedicated Response Time

With a busy schedule, it’s easy to overlook follow-ups. Here are some strategies to stay consistent:

  • Five-by-Five Plan: Respond five times a day for five minutes each.
  • Use in-between moments: Reply between meetings, before lunch, or at the end of the day.
  • Have an after-hours strategy: Many people reach out in the evening. Consider checking in or having a team member handle late responses.

4. Introduce Yourself Early

Start the conversation with your first name (without a title) to keep things personal and approachable. Titles like “Pastor” can sometimes create a barrier—leading with your name fosters a more natural conversation.

5. Acknowledge What People Share

People will often share deep personal struggles. Take time to read their message carefully and respond with empathy. A heartfelt reply makes a world of difference.

Avoid generic responses like an emoji. One pastor mistakenly replied with a thumbs-up emoji to someone whose child was dying of cancer. Be intentional in every response.

6. Keep Messages Short & Engaging

Instead of long texts, aim for 160 characters or less. Use the Three A’s Framework to keep conversations flowing:

  1. Acknowledge – Recognize their message with a quick response.
  2. Address – Answer their question or comment separately.
  3. Ask – End with a question to encourage further engagement.

Example questions to keep the conversation going:

  • "How long have you lived in the area?"
  • "How can I pray for you?"
  • "Does what I shared make sense?"

7. Use Quick Replies to Save Time

Quick Replies provide pre-written responses that save time while ensuring thoughtful and effective engagement. They are designed to be sent in a specific sequence to increase response rates.

8. Share Resources for Those in Need

As more people discover your church, they may open up about personal struggles. Have a list of support groups and local resources ready in Quick Replies, such as:

  • Church Ministries: Celebrate Recovery, Counseling, Grief Groups.
  • Community Resources: 211.org, food pantries, rental/utility assistance.

9. Pray for Each Person You Message

Take 15-30 seconds to pray for each person before sending a response. Inviting God into the conversation can have a profound impact—even in ways we may never see.

10. Be Ready for Their First Visit

If you follow these tips, people will visit your church! When they do, make sure they feel seen and welcomed:

  • Text them before they arrive: “I’d love to meet you in the lobby.”
  • Have someone ready to greet them: Assign a team member to connect with new visitors so they always have someone to meet.

Example: One visitor sent a message upon arrival: "Tim, I’m excited to be here! I just walked into the lobby. I’m the African American lady by the info counter wearing a gold sweater. Do you see me?"

She wasn’t just looking for directions—she wanted to be seen, known, and not alone. Be intentional in making visitors feel welcome.

Make Every Interaction Count

Every text you send is an opportunity to reflect Jesus’ love to someone who may be searching for hope and connection. You might be the only Jesus they encounter today, so make every interaction count!

 

Footnotes: 

1. “9 Lead Response Time Statistics (2024).”  Rep.AI, link.


2. “Important Speed to Lead Statistics: Why Response Time Matters.” LeadAngel, link.