Next quote out the door: HubSpot task, calendar entry, call first, email if no answer, and keep going every two weeks until you hear back.
Customers don't follow up. We do.
A quote that nobody follows up on is a quote someone else wins. As the inside salesperson, you keep your outside salesperson's follow-ups on schedule and help with the calls and emails. In-person visits are always theirs. This covers how often to follow up on bid projects, spec'd projects and prospects, what to say when they don't pick up, and what to do when the answer is no.
7 parts · ~10 minutes6 scenarios, 9 questions
Part 1 · Bid projects
Projects we're bidding on
The moment a quote goes out, the follow-up gets scheduled.
1Set a HubSpot task for outside salesCall it "Follow Up/Check In" on the project. Set it a couple of days out, depending on when the bid closes.
2Add it to your personal calendar tooHubSpot doesn't notify you until the task is due. A second place to see it means it doesn't sneak up on you.
3Follow up every 2 weeksIf you haven't heard anything, keep a two-week follow-up timeline, unless they tell you otherwise.
4Lost the job? Ask why.If it was price, ask how much we lost by, as a percentage.
Stay persistent. Even if that means your outside salesperson showing up in person with hats, goodies, donuts or bagels. In-person visits are always outside sales.
Part 2 · The first follow-up
Call first. Email if they don't answer.
The first follow-up is always a phone call. Calls and emails are where you can help: make them yourself, or back up your outside salesperson on them. If they don't pick up, leave a message and send a short email right after. Type the project name to build yours:
DoMake the first touch a phone call, then send the email so they have it in writing.
Don'tSkip the call and go straight to email, or send one email and wait to hear back.
Part 3 · Spec'd projects
Getting our equipment spec'd
Same procedure as a bid project, on a longer timeline.
Trigger
A budgetary quote is sent.
Cadence
Follow up roughly once or twice a month, unless the engineer or client tells you otherwise.
Method
Same as bid projects: HubSpot task, calendar entry, call first, then email.
Consistency wins. Consistent follow-ups lead to more closes and more project opportunities.
Part 4 · Prospecting
Planning outside sales visits
First, get with your outside salesperson to find out how they like their schedule laid out. They're in charge of their main schedule. We're there to support them and help guide them.
Then help them plan face-to-face follow-ups by how much potential the prospect has. The visits are theirs. You set the reminders and help keep the schedule on track.
Big potential
Every 2–3 weeks
Outside sales visits in person
Little potential
Monthly
Outside sales visits in person
Almost no potential
Every other month to quarterly
Outside sales visits in person
Part 5 · Rejection
It's going to happen. Make the most of it.
Come up with ways to get them to hear you out on why we're better than anyone else out there, whether that's RhinoSTAK, OverWatch, repairs, or just being someone they come to for advice.
Always be willing to have a conversation.
“It is not your customer's job to remember you. It is your obligation and responsibility to make sure they don't have the chance to forget you.”— Patricia Fripp
Part 6 · Pick the cadence
How often, and how?
Pick the right next move for each situation. Get 5 of 6 right to finish this part.
Part 7 · Knowledge check
Nine questions to finish
Score 8 or more to pass.
Built from the Follow Up Procedures notes. Your outside salesperson owns the schedule, so line your follow-ups up with how they work.