How To Effectively Follow-Up, Issue #13

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How to Effectively Follow-Up with Prospective Clients.

1. Keep a Log

This part is a necessity of business. It’s always a good idea to have a spreadsheet or clipboard log where you can take note of important details such as Name, Phone Number, and Email. I’ve learned from experience that sometimes the email address or phone number might be entered incorrectly, making it impossible to reach out to the prospect. To avoid this, always double-check the details with the person to ensure that they’re correct. This will save you time and frustration in the long run.

2. Clearly state why you are reaching out

You always want to let someone know why you are reaching out to them. Keep your message brief and to the point. Whether it’s to discuss next steps, check in, or address a concern, it will make for better communication when it comes to moving forward.

3. Use a Professional Tone

You want to always be respectful and make sure that you are using a professional tone when it comes to communicating with prospective clients. If I started my emails the way I talk to, or email my friends with “What’s up Chica?”, then I most likely will not hear from that person again. You’re more likely to get a response back if you maintain a professional communication standard.

4. Choose a Professional Medium

Following up with someone through text message is not ideal nor professional. A phone call, email, or other business communication platform like Zoom or Teams should be the medium of choice.

5. Include a Call-To Action

You want to clearly define the next step of actions to take. This could be scheduling another follow-up phone call, zoom meeting or in-person meeting. The bottom line is that you want to make it easy for the prospective client to understand what you are asking for. Also include any relevant information that you think he or she might need.

 6. Pay Attention to Timing

When you decide to follow-up with someone, pay attention to the day and time. There are days that are less desirable when it comes to reaching out to a prospective client. Mondays and Fridays tend to be busier days for most people. Try to conduct your follow-up midweek, usually before noon or a little after noon, as they are less likely to be caught up in a meeting or trying to make a project deadline.

My favorite option is by email, as I can easily share relevant updates or insights and even share resources or valuable information that they could use. I can also include a Call- to Action.

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Here is what one of my sample email templates look like:

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Hi
I’m Shamayne, and I’m an executive virtual assistant.

I’m like a Swiss Army Knife for small business owners—handling everything from email newsletters to creative design tasks, and everything in between.

Think of me as your partner-in-crime, taking on the tasks you don’t have time for.

To schedule a free 30 minute session with me click here.

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