Top Producer^® 8i CRM: Follow-up Coach

Okay, so you know that consistent communication with core groups is key to achieve repeat business and referrals, but you’re busy. We get it! Coming up with a system that can help you reach out to just a few a day would help, right? That’s what we’ve done! Each day we’ll give you 5 clients you should connect with and suggest actions based on your relationship. All the details are right in front of you, so follow-up is a snap, and when you’re done, just wrap it up and schedule the next touchpoint! If you try to follow up with just 5 a day, you’ll reap the benefits later!

How we choose the contacts you should connect with

Easy.

1. We split your database into groups.

   See groups

   Past client	If you’ve assigned the Past client contact type, set their pipeline status to Closed, or created a listing/closing for them, they’re a past client to us.
   Sphere of influence	If you’ve assigned the Sphere of Influence contact type, we know they’re part of your sphere. (Make sure the contact type you assign contains the word “sphere”. See the FAQs below for details.)
   New	Any leads you enter into the system, receive from your lead providers, and assign a pipeline status of New.
   Import	Any contacts you’ve imported into Top Producer CRM.
   Everyone else	Anybody else who doesn’t meet the above requirements. We’ll make sure important clients don’t fall off your radar.

    

2. You set how often you want to connect with each group.

   See how

   Click Home from the main menu to view the Follow-up Coach, then click Why these contacts? (If the Why these contacts? link doesn’t appear, just click the right here link on the left side.)

   

   In the Last action was more than column, select how often you want to connect with each group. For example, set that after 90 days of taking action with a past client, you want us to remind you to follow up.

   

    

3. We keep track of actions you take with your contacts. When the last action reaches the number of days you set in step 2, we’ll start to remind you to follow up.

   See actions we pay attention to

   Any time you do any of the following, we think you’ve connected with a contact:

   • Wrap up an action or important date.
   • Complete an activity (envelopes, labels and service activities not included).
   • Change a contact’s pipeline status.
   • Add a note.
   • Send a Market Snapshot.

    

Also: If you subscribe to Market Snapshot, Follow-Up Coach will automatically identify contacts that you might want to send a Snapshot to (that don’t already have one), and identify contacts that have already received a Snapshot but have not yet viewed it.

Following up

Each day, the Follow-up Coach will provide you with contacts you need to connect with. (Just click Home from the main menu to view it.)

Click a contact card to view their details, so you can give them a quick call or Send an email.

When you’re done, wrap it up by recording the details and scheduling the next follow-up. See the continuous cycle you’ll create if you do?

FAQs

Log in to view Follow-up Coach.