5 Easy Steps to Creating a Follow-Up System

5 Easy Steps for Effective Follow Up & How to Incorporate Social Media

For sales professionals, having an up-to-date contact management database is one of the KEY systems you must have in place to be successful. Even more important, is having a
system in place to create effective follow-up. Your business is built on following up with leads and building relationships.

If you don’t have a contact management system in place, you will not be able to follow-up effectively with prospects, you could lose clients and you will not be able to build your business.

Your contact management system doesn’t need to be an expensive database but it does need to be easy to use, easy to maintain and easy for you to find your contact data. Once your contact management system is in place, you need to ensure that you keep it up-to-date and are using it to follow-up with prospects and client regularly.

Here are 5 easy strategies for an effective follow-up system:

1.   Update as you go. Whenever you speak with or email a contact, take a few minutes afterwards to update your database with this information BEFORE moving on to the next task. For example, did your conversation end with you promising to contact them again? If so, note this and create a follow-up task so you don’t forget.

2. Touch base regularly. Each month go through your database and see who you haven’t had any contact with over the last few months. Send them a ‘just touching base with you’ email or call them.

3. Don’t forget snail mail. A handwritten thank-you card gets noticed, so invest time in writing personal notes to key contacts – they will remember you for it. If you want to keep it automated, a great tool to use is Send Out Cards – it’s really quick and simple to use. You can choose to send either a card or postcard and it is a great ‘stay-in-touch’ service. It is just as simple to use as email, only more personal!

4. Send a newsletter. It is not exactly a personal one-on-one follow-up, but it is keeping you in touch with your database and your name in front of them. Your newsletter may generate a response from the reader, which means you will be able to turn this into a one-on-one communication with your contact!

5. Make it a habit: Update your database regularly. If you don’t get the opportunity to update your database as you’re going along, spend 20 minutes at the end of each day reflecting on what you’ve done during the day, who you’ve contacted, what the outcome was, and enter all of this information into your contact management system.


  1. LINKEDIN TIP: Do a search to see if your contact has a LinkedIn profile. If so, send a request to connect. Do not use the default invite – write a personal note that addresses your conversation, thanks them for them time, etc.
  2. TWITTER TIP: Search for their Twitter profile and follow them.  The nice thing about twitter is that you can follow anyone; you don’t have to wait to be accepted. You can then send a direct message to them on Twitter. Take the time to review their Twitter feed and find a tweet that is worth re-tweeting. Everyone loves to have their contact re-tweeted and it will help to build a lasting relationship.
  3. FACEBOOK TIP: Most people are not going to add new contacts to their Facebook profile, because it is a place for connecting with friends. But, some contacts may have business pages that are used for just that – business. Do a Facebook search for the contact’s business name and if they have a Facebook PAGE, then be sure to LIKE it. This gives you another platform to connect with your contact and build a relationship.


For more tips on using  SOCIAL MEDIA for marketing and follow-up, check out Rory Vaden’s NEXT GENERATION MARKETING.

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