“Life is like a ten speed bicycle. Most of us have gears we never use .” - Charles M Schulz

Introduction:

Assembling a professional reputation, keeping abreast of opportunities, and preserving excellent connections all depend on prompt follow-up. This will also results in increased productivity. 

An InsideSales study found that businesses that attempt to get in touch with potential clients within an hour of getting their inquiry had a roughly 7 times higher chance of engaging in meaningful dialogue with a decision-maker.  The probability of qualifying a lead if called in 5 minutes as opposed to 30 minutes declined 100 times, according to a different Harvard Business Review study. 

Both studies demonstrate that the quicker you respond to leads, the more probable it is that you will qualify them and advance them to the next step in the sales process.  Time is of the utmost in the fast-paced corporate climate of today, and your ability to follow up swiftly can have a huge impact on both your personal and professional lives. The data unambiguously shows that swift follow-up improves efficiency and significantly raises your chances of success.

1. Use A CRM

Use a CRM: A customer relationship management (CRM) system can help you keep track of leads and follow-up tasks, and set reminders to ensure you follow up in a timely manner.  One of the best questions you can ask yourself when comparing CRMs is “Where do I see my business in 5 years?”  Choosing a CRM that only works for where your business now could inadvertently create a “fishbowl” effect on your business slowing, and ultimately capping, what you are able to do.

2. Auto-Responders

Set up automatic email responses: Set up automatic email responses to let leads know you received their message and will be following up soon The more advanced systems can create automations that will have multiple touches in multiple mediums.  This can save significant time, and create a user experience that doesn’t seem canned or robotic.

3. First Things First

Prioritize leads: Organize your leads by priority and follow up with the most promising leads first. The word "priority" did not show up as a plural (priorities) in the English language until the 1960s. "Prior" means before something else. Make sure that you have a priority order you have established for leads and follow it.

4. Use Your Calendar Proactively

Use a shared calendar: Use a shared calendar to schedule follow-up tasks and keep track of when you need to reach out to leads.  Pro tip:  Purchase a personal domain URL for your calendar that you can give out instead of having to send links. For example “meetwith(yourname).com” - most can be purchased for less than $10 If you use a scheduling service this will allow you to always point your domain to whatever system you are using, you can switch systems as often as you choose and maintain consistency as the personal URL will never change.

5. Templates Are Your Friend

Use templates: Create templates for emails and messages to save time and ensure consistency in your follow-up.  A great way to do this is to go back through your last few clients, look at the emails you sent and copy and paste them into whatever system you are using.  Now you have the bulk of your email template written without having to do all the work yourself.

6. Scripts Are Words That Work

Use a call script: Prepare a call script to ensure you stay on track and cover all important points during your follow-up call.  Scripts are something that many people push back on, and yet they are just words that work.  Following this formula when it comes to implementing scripts will help you implement them quickly and make sure they sound like you. M-I-C  Memorize, Internalize, Customize.   

7. No Days Off For Follow Up

Follow up on weekends and holidays: Follow up on weekends and holidays when your leads may be more likely to be available and less busy. A great way to do this, and still enjoy your time off is to use your CRM to schedule touches such as emails, texts, vms, etc.  If that hot lead wants to talk to you right away they can set an appointment for a time that works best for you.

8. Use Reminders.. Often!

Use a reminder system: Use a reminder system, such as an app or calendar, to ensure you don't miss any follow-up tasks.  The average attention span according to some sources is 8.25 seconds .. that’s less than the attention span of a goldfish!  Don’t put pressure on yourself to remember everything all the time!  Setting reminders and tasks for yourself at a time you know you will be able to complete them is smart business and smart personal management!

9. Be Prepared .. to a point

It is imperative to make sure you have as much of the information prepared ahead of time as possible.   However do NOT allow yourself to get caught in paralysis of analysis attempting to gather every single piece of information under the sun ready before you start.  Sometimes saying to a client “That’s a great question and one I haven’t been asked before, would you mind if I researched the answer and got back to you?” shows your professionalism and willingness to help: The priority is to move the conversation forward and keep the lead moving towards your business.

10. Make It a Team Effort

Leverage in any business is important, without it we are stuck in first gear.   Where possible, use a team to help with follow-ups and to ensure that leads are not left waiting for too long.  If you are just starting a team a great format to follow when getting the team up to your speed is “I do it.  We do it.  You do it.”  Have people watch you while you work and answer calls, then do it with that person or people, until your confidence is high they can handle this on their own.  A great rule of thumb is if someone else can do something with 75% of the efficiency you do it, let them own this responsibility.