Do you feel that you’re losing track of the important people in your business? Potential clients, past clients who might want to work with you again, people who might refer your services?
Would you like to have a simple client follow up system so you contact every single lead, in the time frames that work for you, so you can maximise your sales? No more leaving money on the table!
To me, business is made up of connections to people; those who might want to work with us, those who do work with us and those that form our support crew.
As your business grows, and you spend more time with your clients, you can easily lose track of the connections you’ve made. It’s all too easy to realise that you haven’t followed up with Martha for months and then feel like you’ve left it too late, so you don’t follow up at all.
Not only do we miss out on opportunities to attract new clients we also miss out on possible collaborations, and the opportunity to make new friends.
In this article I walk you through five steps to creating a simple client follow up system that works for you.
Step 1: List of people to follow up with
Let’s stay by making a list of all of the people that you could follow up with. Don’t get distracted by those feelings that come up “I can’t follow up with them. That course we did together was a year ago”. Simply put down everyone as a starting point.
You could include past clients, business buddies and people that you’ve done courses with.
The point is to collect the names into a list so you can see there are more people than you thought that you could reach out to.
Step 2: Ways to follow up
Next, consider the various ways that you could follow up with people on your list. You could meet in person, send them an email, send a message via Facebook or pick up the phone and call them.
Choose a way that feels good for you. Don’t allow any nerves to make the decision for you. While emailing people is an easy option the best results might come from having a coffee in person.
Step 3: Make it personal
While I’m outlining a system for you to use, you always want to remember that you’re dealing with a person, not just the next number on your list.
Think about the people who have reached out to you. Which did you like the most? The person you’d send a standard email to everyone or the person who emailed you with a personal message.
While it might take you a little longer to contact everyone if you’re spending time researching what they’ve been doing and creating an individual message, you’ll be creating a much more genuine connection.
If you’re writing to people to say tell them about a new service, then write the description of the service once (then copy and paste into every email). Doing this in advance leaves you with more time to create a personal message for each person at the start of your email and removes the voice of self-doubt that can come up.
Step 4: Keep track
There are many tools that you can use to keep track of the people you want to follow up with.
I started with a simple spreadsheet that listed names, where we’d met and the last date of contact.
As my list of contacts grew a simple spreadsheet became too cumbersome so I tested out Asana. I love it! I’ve created templates that I can use for each contact and I find it much easier to find the information that I need.
Step 5: Stay consistent
If you’ve been kicking yourself that you haven’t followed up consistently with people in the past and have lost opportunities because of it, then use that feeling to ensure that you’re going to be consistent in the future.
Don’t just send a random email once a year.
Have a look over the different types of people who are on your list. How will you stay in touch going forward? You might have coffee with a business buddy once every couple of months or email a client a month after your last session to see how they’re going.
In my calendar I have 90 minutes blocked out once a week to do my follow ups. I might contact some people earlier, if we’re in the middle of a conversation, yet my standing appointment on a Friday means that no-one is forgotten and I can easily stay consistent with my connections, even when I get busy.
Where does the money come from in your business? If you’re a service based business the money is in the follow up.
Do you have a system to follow up with hot leads and reconnect with them a few weeks or months down the track to ensure that when they’re ready to work with you, they do? If not then come and buy a 90 minute session with me so we can set up a simple client follow up system that is completely tailored to you and your business. Never leave a lead behind again!
If you’ve been putting off connecting people to talk about your business, because you’re feeling like you’re bugging people, then read this blog post about how to move past that feeling.