From the time the potential client contacts you - what is your follow up system?

For instance - they call and you talk about the project, etc. - After the phone call you send them the contract - if you don't hear back from them - when do you follow up? What type of follow up do you do (phone call, email,?)

When do you stop following up, assuming they are no longer interested?

Do you have a system for this or does it vary per potential client?

Hi Aryn,

Good questions & I'm curious what others will say. Here's what I would do in regards to the situation you described.

Definitely follow up with a phone call. Don't leave vmail - instead, call until you actually reach the person. Be prepared with what you want to say. Take the opportunity to briefly reiterate the positive points of hiring you & make sure to ask if they have any questions or concerns. Hopefully some experienced VAs can chime in here & suggest an effective way to close this conversation.

After wards, I'd keep them on my mailing list & maybe give them in inquiring call 2-3 months later.

I hope some others respond cuz I think these are excellent questions!

Lezly

When I send the contract and follow up information to them after the initial phone call I let them know when I will be following up with them if I haven't heard from them before then. Often it's the case they simply don't have the chance to get back to you and often they apprciate the follow up. This indicates to them your processes and what they can expect from you.

I also let them know how I will follow up with them either by phone or email. Sometimes some clients function better with their email and will get back to you while others are better with a phone call.

I make a note in my tasks (which integrates with my Google Calendar) and then follow up with on the day I've indicated.

I do the same for any RFPs I've submitted, but usually I will do a follow up by email with these.

Either way, I keep them on my mailing list to keep them in the loop and in touch. Over time if I see something interesting that they've tweeted or otherwise I'll use that as an opportunity to touch base with them personally as well.

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Renee Shupe, Become a Techie Virtual Assistant
eMail Marketing & Aweber Training Starts May 15! - Save 50% using VAFAweber

I also use keywords in google search that may identify some news about their industry that they may not be aware of. I can then keep that available when I do follow up, just so they know I'm on top of their needs, their industry.

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Trish Hallmark
www.thvaonline.com

Here is my process when things go according to plan:

-Receive phone call or email indicating they are interested.
-Follow up with email unless they want to speak over the phone.
-Set appointment consultation
-Send them a hand written note regarding the consultation
-Contract
-Welcome materials

I also send thank you emails whenever a payment is made.

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April Sullivan
The REVA Academy

Thanks for the replies, this is very helpful!

Originally Posted by Balancing Act

Here is my process when things go according to plan: -Receive phone call or email indicating they are interested. -Follow up with email unless they want to speak over the phone. -Set appointment consultation -Send them a hand written note regarding the consultation -Contract -Welcome materials I also send thank you emails whenever a payment is made.

I like your time line! Thank you for the hints. Great topic!