Are you tired of chasing leads that go cold? Is your sales pipeline leaking potential clients because you struggle to stay top-of-mind? A well-designed follow up system can transform your business by nurturing customer relationships & driving conversions. The best follow-up systems are integral for business growth.

If you want to maximize the impact of every initial meeting or sales pitch, a proven follow up system is non-negotiable. Many find they are missing key components in their system, while others don’t have one at all. Let’s uncover how to construct the system to grow your potential customer base. This is it’s time to create the perfect follow up.

What is a Follow Up System?

• What is a Follow Up System?
  • The Importance of an Effective Follow Up
  • Building Blocks of a Great Follow Up System
• Crafting Your Follow Up System
  • Step 1: Personalize and Segment Your Outreach
  • Step 2: Build An Initial Follow Up Plan
  • Step 3: Email Marketing or Marketing Automation Platform
• Increase Productivity: Optimize Your Approach to Tasks
  • Mastering Sales Rep Productivity
  • Crafting Your Sales Process and Building Relationships
• Follow Up: Specific Platforms and Communication Tools to Use
  • Text Message Follow Ups: Quick and Personal
  • Phone Call Follow Ups: Perfecting Timely Outreach
  • Email Marketing Automation Follow Ups
  • Additional Integrations to Consider for Efficiency
• Lead Generation Tactics: Sharing Value is Everything
  • Follow Up Content
  • Stay on Task and Keep Everyone Aware
  • Case Studies that Share Valuable Information
• FAQs about Follow Up System
  • What is a follow up system?
  • What is the follow-up method?
  • What is a follow up CRM system?
  • What is an example of a follow up service?
• Conclusion

What is a Follow Up System?

At its core, a follow up system involves intentional actions taken to engage someone following an initial interaction. It includes tools to nurture relationships with existing and potential clients.

With a structured system, businesses can address queries effectively. Additionally, they maintain customer engagement. Ultimately, these help businesses progress sales. These are important follow-up activities to get done in an effective system.

The Importance of an Effective Follow Up

Why is having an effective follow-up so crucial? Well, strong customer relationships help lead to long term success and revenue.

First off, you don’t want customers repeating their information. After all, 92% of global customers and 88% of US consumers are more willing to spend with companies who avoid making them repeat their data. This helps increase customer retention.

Did you know that the speed at which you schedule follow up can have a big impact on customer loyalty? Almost 90% of purchasing customers expect questions answered fast. Further, many consider fast to be within 10 minutes.

An effective sales pipeline needs a deliberate and persistent contact strategy. The study by Brevet uncovered that most sales need about five follow-ups. All of this just to finally get a yes, by the way.

Building Blocks of a Great Follow Up System

To help you build an awesome system, here are some elements you need.

• Define your Goals: Set goals for the customer follow-up system. Are you looking to drive qualified leads drive, or improve sales, or retain more customers? Having defined goals can allow you to make better strategies.
• Create a Follow Up Cadence: How many days apart will each outreach be performed, and what specific content or offers will be given at that time? Make sure your content has a consistent cadence and the customer doesn’t feel overwhelmed.
• CRM and Automation Tools: Use customer relationship management like Hubspot CRM. If not that, there are still CRM’s for consideration like Capsule CRM and even One Page CRM. Moreover, use marketing platforms to automate parts of emails to leads or specific accounts you are trying to nurture and track team efficiency with software. CRM inside Gmail is available with Streak â CRM inside Gmail.

Personalization shows customers that you aren’t trying to treat them like numbers. It has value, while at the same time building more rapport in your brand. This shows that you increase customer care and build a good customer relationship.

Did you know 90% of text messages get read within three minutes? Emails, phone calls, and follow up strategies are all a part of the plan to reach customers. With personalized emails, it is important to provide them with value and quality.

Crafting Your Follow Up System

Alright, so how exactly do you build a better system? What actions should you take after setting goals? Also, are there ways you can tailor the follow-ups effective?

Step 1: Personalize and Segment Your Outreach

To make customers more aware of their significance, you can personalize and segment content. For instance, a small company and an enterprise client will want very different resources in the outreach. Tailoring content will make your outreach the perfectly timed system.

Also, remember to collect more useful data in order to make this personalization really pop. Make it clear to the customer, what their intentions are. This means sharing industry updates, sharing content, and getting contact details up front.

Step 2: Build An Initial Follow Up Plan

Leveraging social media can be a great help. Here is what that can look like:

• The immediate connect. As soon as you get someone’s information, you should immediately connect.
• The information download. It’s as simple as sending valuable information right after a call, video or meeting.

Remember to start conversations with shared connections. Starting or maintaining can be really simple in a social connection environment.

Step 3: Email Marketing or Marketing Automation Platform

According to Emarsys, 81% of smaller businesses use marketing platforms or email marketing for acquisition, while 80% also use it for retention. This makes your sales team have a more seamless process.

When creating automated workflows, here are elements you can inject.

• Welcome new subscribers to keep your email list engaged and give warm welcomes to drive excitement and awareness.
• Promote flash sales by notifying your list that prices have slashed and they need to act.
• You can also remind those of abandoned carts, where items can be purchased that the customer left earlier.

One can improve qualified leads after applying marketing automation, because the Annuitas Group finds you can expect up to a 451% boost. This makes it easy to nurture leads drive and chasing opportunities.

Increase Productivity: Optimize Your Approach to Tasks

Effectively managing your pipeline will also rely on how many opportunities there are. If tasks start to become confusing and messy, then important conversations may slip through the cracks. Utilizing an effective follow system helps increase task management.

Here are important areas to focus on:

• Assign owners so leads do not have duplicated conversations with other employees.
• Decide who has what responsibilities or current workload levels.
• Improve communication to help relay or escalate requests properly and prevent time gaps in responses.

With more ownership on the team and a smoother handoff in real time, you can focus on delighting customers. These customers can realize that your company values their specific goals, rather than seeing them as just a number. This is important in relationship management.

Mastering Sales Rep Productivity

How many sales are closed on first touchpoint? Prepare to call at least five times after the first meeting. As much as 80% of sales need persistence like that to be effective. Also, understand that about 2% of leads are closed within the first touchpoint.

So you should expect most conversations to need lots of love. Make sure to schedule follow up and set scheduled time for that.

These may happen on phone calls, but consider alternate modes of communications with text. Sending valuable text is critical in an effective system. This also helps keep a personal touch.

Crafting Your Sales Process and Building Relationships

As your contact moves from stage to stage, what specifically are you going to discuss and cover? Can they easily schedule to accommodate any important points along the way? Make sure to keep a follow-up message consistent.

Let’s say you did not give everything they needed up front. Moreover, what materials are still outstanding to fully assess and present what the potential customer wants? Providing additional materials is key to ensuring complete follow-up.

Follow Up: Specific Platforms and Communication Tools to Use

Which communication mediums are the most reliable for your customers to see value? It’s also important to share a specific topic when it comes to these communications.

Text Message Follow Ups: Quick and Personal

Consider SMS for immediate engagement because they’re more direct for communications. Text can have a huge potential when using correctly, due to a higher awareness. You should feel free to use SMS to engage potential leads.

Phone Call Follow Ups: Perfecting Timely Outreach

Surveys show the best times to schedule customer calls are 4:00 PM and 5:00 PM. Some find 11:00 AM and 12:00 PM as successful, too.

So you want to make the outreach at the correct times, in addition to being concise. Having optimal times set for your team is important in making a good system.

Email Marketing Automation Follow Ups

As mentioned earlier, using a marketing automation email follow-up effective has it’s benefits. Using email marketing is one of the most helpful methods of business communication.

• CAN SPAM compliance has to be followed, where every marketing platform allows contact to subscribe to receive, but also one click to unsubscribe. Ensure that any third party email vendors you engage for sending bulk commercial messages comply. This aligns with the CAN-SPAM Act guidelines.

Additional Integrations to Consider for Efficiency

Does a trigger happen in another place? Think about using automation to link information using different automations or low-code no-code automation systems.

A great tool from the team over at Zapier can also apply, because if you want to set emails on delays, be sure to add the Zap delay tool, to queue on what timing makes the most sense. A key point is to set the email at a specific time for outreach.

Lead Generation Tactics: Sharing Value is Everything

Want people to find the most value in what you do? Use great methods of communication. Great lead generation happens when you’re sharing industry knowledge.

Follow Up Content

Want help keeping a follow up template consistent across many clients? Consider follow up examples. Think about how they apply.

If that toolset does not do it for you, no sweat because you could try follow up systems that way. Moreover, you can use different integrations, to allow many actions that you will make to get more value across different platforms. This can save your sales reps time and make them more effective.

Stay on Task and Keep Everyone Aware

Everyone wins when there is shared success. Keep each individual owner, with specific context on why. Assigning owners makes for a good contact management system.

Case Studies that Share Valuable Information

Customers gain assurance from evidence that what is pitched comes to fruition, and can become a true case to consider. For one company, the up system can serve in lots of automation with technology in the business. Sharing a case study builds credibility and can build trust with leads.

FAQs about Follow Up System

What is a follow up system?

A follow up system refers to the structured set of steps and processes undertaken to engage with potential customers. These steps can engage in the following, whether resolving inquiries, nurturing existing relationships and converting new business or upselling existing clients to related new solutions, which all must move toward advancing an agreement forward. Make sure to nurture customer relationships to improve conversions.

What is the follow-up method?

The follow-up method describes consistent reaching out to prospective buyers through various types of channels. Those different approaches have the aim of nurturing connections. These involve things like using relevant resources as you follow and engaging them. When all aligned can have a lasting impact to make your approach the perfect system of contact for follow-ups.

What is a follow up CRM system?

A follow-up CRM system is Customer Relationship Management software configured specifically to track interactions plus touchpoints you share. Some are through phone calls and in-person communications to gather lead engagement as prospective purchasers, all to help to track and move them to take appropriate sales strategies that increase productivity toward sealing their contracts through a CRM. It uses tracking mechanisms, engagement reminders through each channel while analyzing for improvement.

What is an example of a follow up service?

A prime example may be scheduling follow-up automated SMS communications in a chain after attending particular marketing webinars while using email plus advertising automations too. Using text messages is a great tool for a follow up.

Conclusion

By implementing these strategies, you are sure to construct a follow up system that generates lots more closed deals.

Ultimately you win as a result. This occurs by helping improve business revenue. What will the most refined customer nurturing model entail as a proper standard for excellence in business development through all appropriate digital touch points? It’s all about having a system that utilizes all forms of communication for your potential clients and existing customers. Make sure to get started with your initial follow up today.