Prospect organization & maximizing leads

Thanks, Speedy, I think I will try give the free trial of ACT a try. I've got business cards with little notes scribbled on them scattered all over my desk!

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Originally Posted by RainMaker

I've got business cards with little notes scribbled on them scattered all over my desk!

Old School.

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Originally Posted by RainMaker

I'm looking for input on how everyone manages their prospects. What organizational method do you use to keep track of contact info?

I believe that the organizing principle of an effective prospect tracking system focuses on giving you the ability to identify your short term future or immediate sales. In other words, you should be able to predict your sales in a fairly reliable manner.

Because of that belief, I keep things rather simple for myself. For instance, when I see a prospect for the first time, I have only a yellow legal pad in my hand. Based on the results of that meeting, I will transfer follow-up action dates to my planner/calendar which I keep in my car. That in itself would reveal that the prospect is live. I use a card file system and I make a card out for each live prospect containing the minimum information I need for contact.

Back at the office, I will assign my cards to a board that contains five categories. They are:

O--Opportunities (leads, targets, or referrals, yet to be called.)

FA--First Appointments. Appointment set but I've not seen.

25%--Met at least once. Estimated 25% chance of finalizing in a month or two.

50%--50% chance of closing within a month or so.

90%--90% chance of closing within one or two weeks.

Nobody gets into my hard drive except for order entry.

Again, the ability to identify business and opportunities is the driving force of my orgaization system

I did not invent that prospect board system. I credit Stephan Schiffman in his book High Efficiency Selling for the ideas.

Thank you, Gary. It is now several months after my original post and I AM STILL not automated in my lead tracking. It is comforting to know that I am not the last person on earth who relies on paper.

I use ACT, but also keep a spreadsheet of leads/prospects. There is duplicate effort there, but I can analyze and report easier using the spreadsheet than I can w/ ACT (which I'm still learning). Hundreds of leads w/ loads of details can be crammed onto a spreadsheet of only a few pages, easy to print out, take it w/ you on the road, etc

Thank you, Brian. This is still a challenge for me. I understand the importance of organization (theoretically), but have signficant difficulty in implementing it.

I, being a Mac addict, use FileMaker to keep track of my prospecting ventures. I created a contacts database where I can attach tasks to each lead I am working on. So after each conversation with a potential customer I attach notes about the conversation, mailings I might be sending them, as well as follow up dates to contact them again. Then I am able to check each day to see which people I am supposed to be following up with.

Kathy

Quote:

Originally Posted by RainMaker

I'm looking for input on how everyone manages their prospects. What organizational method do you use to keep track of contact info. Not only how you manage the names and phone numbers, but after you've made initial contact and are given follow up instructions (ie: Decision maker only comes in on Wed mornings, follow up with new owner in 6 weeks, call back in 2 days, etc...). How do you maximize this information to make the most effective use of this contact information and follow through?

The best way to manage your prospecting abilities is with a computerized Contact Management system. They are so much better than any paper based systems that it's a no brainer to use a contact manager.

The most popular contact managers are ACT!, Goldmine and Salesforce.com. It is important to use one of the leaders because they are more likely to stay in business longer. And, you may need to use their tech support in the future.

ACT! is probably the best one to start with if you have never used a contact manager before. It's one of the least expensive, and it's a lot easier to learn and to use than the other two.

Once you master ACT!, and use it for a year or more, you might want to consider upgrading to a better system. But, that's the subject of another conversation.

The kind of information you need to collect and how to utilze that info depends on the selling system that you practice. If you can't write down the steps of your selling system from memory on one-half of a page, then you probably don't have one.

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Originally Posted by JacquesWerth

Once you master ACT!, and use it for a year or more, you might want to consider upgrading to a better system. But, that's the subject of another conversation.

The kind of information you need to collect and how to utilze that info depends on the selling system that you practice. If you can't write down the steps of your selling system from memory on one-half of a page, then you probably don't have one.

Jacques, thanks. From what I've heard ACT is the way to go for me. I am embarrassed to admit this...am STILL using paper. I am putting this on the top of my priority list.

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Originally Posted by JacquesWerth

If you can't write down the steps of your selling system from memory on one-half of a page, then you probably don't have one.

Would you clarify what you mean by this? The reason for my asking is the first thought that comes to my mind is "Who wouldn't have their 'selling system' memorized?" which leads me to believe that I must not be following you exactly.

Prospect organization & maximizing leads

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