Example Prospect Follow Up System for Any Business

Are you looking for a simple prospect follow-up system for your own business?

If so, you are in the right place.

My name is Chuck Holmes.  I am a Certified Business Coach and I specialize in MARKETING.

I know I can help you develop a prospect follow-up system for your business.

If nothing else, I can at least provide some simple ideas to help you get a system in place, or refine your current system.

Whether you own a home business, a network marketing business, or a traditional business you must quickly realize that the money is in the follow up.

Most prospects need at least five to twenty follow-ups before they will make a purchase from you.

And most businesses SUCK at following up.

Most businesses and most salespeople don’t follow up more than once or twice.

That is a fact.

As a result, they leave a lot of money on the table.  They miss out on a lot of sales.

Talking to your prospect once or twice and then forgetting about them is a recipe for failure.

To keep things simple, and be more effective, you need a simple prospect follow-up system.

You need something that is simple, affordable, practical and EFFECTIVE.

This system might vary slightly from industry-to-industry, or business-to-business.

I’m a bit old school, so I tend to keep my system simple and low budget.

That being said, there are many CRM programs out there that make this a lot easier for you.  Some examples include ACT® and Infusion Soft®.

These systems can automate things for you and streamline your follow-up process.

These automated systems are good for some people.

There are also other simpler, more affordable options.

And, there are options to outsource everything to a third-party vendor.

This article is designed to simply share what I do to follow-up with people.

Take the parts of my prospect follow-up system that you like, and make any adjustments as needed.


This is the system (or process) I use for most of my prospects. It does vary slightly once in a while, but not much.

Step # 1: Generate a Lead

This is whatever you do to generate a lead.  It could be doing live events, buying leads, prospecting someone, or through advertising.  This is an art-form within itself.

Step # 2: Initial Contact

This is the first time you meet with your prospect to figure out what their needs are.  Some people call it a needs analysis.  It could be done in person (ideal), by phone or by SKYPE.  The purpose of this contact is to get to know them and to pre-qualify them to see if they are an ideal customer, or good fit for what you do.  If they are, your job is to SET AN APPOINTMENT for a presentation. This step is normally done within 1 to 7 days of generating the lead.

Step # 3: Handwritten Note

Once you have done your initial contact, you should send a handwritten note in the mail within 24 hours.  That is the ideal situation.  It gives the personal touch and shows that you are willing to do what most people won’t do.  Don’t be lazy and send a thank you email UNLESS you have no way to get the person’s mailing address.

Step # 4: Business/Product Presentation

This step is normally done within 1 to 14 days after you did your initial contact.  At this point, you know the person’s needs and you can do a complete presentation.  Ask for the sale at the end of the presentation, but realize most people will not buy right away. Ideally, you want to meet in person for your presentation, but you can also use a webinar, conference call, or SKYPE.

Step # 5: Follow Up

After the presentation, if they did not buy yet, you need to follow up with them within 48 hours.  At this point, your job is to move them to the next exposure.  You might mail them a postcard, email them a catalog, set up a time for a three-way call, answer any additional questions, share a testimonial, etc.  Remember, the only purpose of a follow-up is to collect a decision and/or move them to the next exposure.

Step # 7: Follow Up Newsletter

If they haven’t bought after your previous follow-up, send them a copy of your newsletter.  This can be done via email or mail.  Your newsletter should be educational in nature and provide value.  It should talk about your products or services, but it should also include something fun and interesting (non-business related). This should be done within 5-10 days after the previous follow-up.

Step # 8: Follow Up Postcard

Within about 10-days after the previous contact, send them a postcard in the mail.  It can offer a coupon or special offer to entice them to buy from you.  It should have a short-time limited offer that encourages them to act quickly.

Step # 9: Follow Up Call

Within about 7-14 days after mailing the postcard you should follow up with your prospect by phone.  Give them a call and ask them to buy.  Ask them if they got your newsletter and postcard.  See what questions they have and try to close the sale if possible.

Step # 10: Add Them to Your Drip System

The last step in the process, as I see it, is to add them to your drip system.  Ideally, this is your auto-responder.  This can send them an email message every 7-10 days, or at a minimum, once a month.  The emails should PROVIDE VALUE, and not just be a sales pitch.  I believe you should keep them in your drip system until they unsubscribe, buy or die, but that is just my preference.

Key Takeaway

I personally believe it makes sense to use multiple follow-up methods.  I like to use a combination of phone, email and direct mail.  Whenever you can add the personal touch, the better.  Many emails don’t get delivered, open or read.  I have found that meeting in person is the best, followed by phone, followed by direct mail, followed by email.

Example Follow-Up Sequence

  • Day 1: Meet new prospect and sent handwritten note
  • Day 3: Call to set up an appointment (needs analysis)
  • Day 7: Complete presentation and send handwritten note
  • Day 10: Follow-up phone call
  • Day 14: Follow-up email
  • Day 17: Send newsletter by mail
  • Day 24: Send postcard with coupon on limited time offer
  • Day 27: Call prospect
  • Day 30: Add to drip campaign

Final Thoughts

There you have it folks.  This is my prospect follow-up system I use for my network marketing business.  You could use this exact same process, or a similar process, for your own business.

If you are a business owner yourself, I would LOVE to hear what type of prospect follow up system you use in your own business.

Just leave a comment below to share your thoughts.

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Mastering the Follow-up Process with Prospects: Tips from Other Marketers and Entrepreneurs

Following-up with your prospects is vital if you want to make more sales and be successful in your business, regardless of your industry.

Following-up is an art-form.

It’s something that must be learned, implemented, tweaked and refined.

The money really is in the follow up.

Most people will need at least five to twenty follow-ups before they actually buy from you.

Write that down.  It’s great advice.

To follow-up effectively, you need to develop and implement a follow-up process for your prospects.

What I want to do in this post is share a few tips from around the web about mastering the follow-up process with prospects.

These are some quotes, tips and wisdom from other marketers and entrepreneurs that I believe will help you develop and master your own follow-up process.

After each quote I will provide my own two cents.  Enjoy.


At the end of your first conversation with the prospect, ask them the best way to contact them for a follow-up. This is critical, because it lets the prospect know you’re going to be contacting them again, and it also allows you to get their preferred method of communication. ~ Mike Kamo, Stride App blog

My Take: Everyone prefers a different style of communication.  Some people would rather connect by phone, others by social media, some by direct mail and some by email.  Find out which method the other person prefers and use that method whenever possible.


The best solution to getting in touch with your prospects, then, is to use phone and email as a complement to one another.  ~ Niti Shah, Hubspot

My Take: Use a combination of methods to follow up with your prospects.  Never rely on a single medium.  The more methods you can combine the higher the likelihood you will be effective.


Don’t call or email every day. Once per week is enough (no more than twice if you just feel compelled). Develop a mindset that you have too many new prospects in line waiting to meet with you and too many existing clients. You really don’t have time to call more than once per week…maybe only once every other week.  ~ Carlos Diggs

My Take: You want to have posture when you are following up with your prospects.  If you are contacting them daily, you will come across as desperate.  You don’t want to do that.  You want to come across as busy.  You don’t want your prospect to think you are desperate for their business.


Always call or email within 48 hours of meeting someone telling them it was nice to meet them, asking about their business and finding out how you can refer business to each other and help each other’s businesses grow. ~ Katrina Sawa via Evan Carmichael’s blog

My Take: When you first meet a new prospect, reach out to them immediately.  Start working on the relationship.  See what you can do help them.  Offer value.  Don’t do the hard sell.  Show them that they are more than a number or sale.  Find out what you can do to help them as well.  This will really make you stand out in today’s marketplace.


Stop making follow-up calls and start making scheduled calls. A follow-up call has a general time-frame for when you’ll call the prospect, but it doesn’t ask the prospect to make any kind of commitment. Instead, schedule your next call with the prospect and make sure that both of you have it on your calendar. This requires some foresight, so you’ll need to think one or two steps ahead in the sales process. At the conclusion of every meeting think about what needs to happen next and then schedule this event with the prospect before you end the meeting. On a phone call, schedule the next call. If you make a prospecting call and the prospect asks you to send information and call back in a few days, ask him to schedule a time for both of you to talk. This isn’t a guarantee that he will always show up for your next scheduled call, but it’s certainly more effective than making an unexpected follow-up. ~ Buzz Builder Pro

My Take: Every time you talk with a prospect, or communicate with them in any way, you only have one goal: to set the next appointment (exposure).  If you don’t set a time and date for your next follow-up, you will constantly be playing phone tag with each other.  That’s the last thing you want to do.


If you really want to understand the effectiveness of your sales process, you have to track everything — when follow-ups were attempted, when contacts were made, how the prospects responded, etc. Having this information in your database gives everyone in your company a big-picture view of the buyer’s journey as it relates to your process. Erin Myers, Outbound Engine

My Take: If you don’t/can’t track it you won’t know what’s working and what isn’t working.  Have a simple spreadsheet you can update that keeps track of which step in the follow up process your prospect is in.  This will save you a lot of time and money.


Do what you said you were going to do. If you said that you’ll follow up with them at a specific time, be sure to follow through. People appreciate that. ~ John Melton

My Take: We live in a world where most people do not do what they said they will do.  Be responsible and accountable.  Be a person of integrity.  That alone will please most of your prospects.


When clients send you e-mails and letters of praise, keep them on file, and better yet, ask for permission to use it in your marketing materials.  When you run into a prospect with similar needs and interests, send them a targeted testimonial. Doyle Slayton, CPSA

My Take: Include testimonials in your follow-up process whenever possible.  People will believe what a happy customer says at least 10 times more than what you tell them yourself.


Usually, the best follow-up tool is the phone. Personal visits may be intrusive, and if your contact is not available, you will have wasted precious time. E-mail and faxes are easy to ignore and may not even reach their intended target. Phone calls, however, are quick, convenient, and allow you to get instant feedback. Whether or not you reach your prospect, follow-up with an immediate e-mail indicating your purpose, and confirming any decisions you and your prospect may have made. ~ Christopher Bachler, Home Business Magazine

My Take: Don’t be scared to use the phone.  It is your best friend.  It does not weigh 300 pounds.  In my opinion, the phone is the most effective follow-up tool that you have in your arsenal.  Even though we live in a digital world, you can accomplish more in two minutes on the phone than you can in 10-20 emails.


I hope you found this information helpful.

Mastering the follow-up process with your prospects is very important if you want to build a profitable business of any kind.

The money really is in the follow-up.

What you need to do is develop a simple process that works for you and your business and implement it.

Track what you do and constantly look for ways to tweak and improve your follow up process.

Do that and you will be well on your way.

What are your thoughts?  What is your favorite tip on this page and why?  Leave a comment below to let me know what you think.  I look forward to hearing from you.

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Do You Have to Be Good at Selling to Do MLM?

Do you have to be good at selling to do MLM?

People ask me this question all the time.

Some people actually act like SELLING is a bad thing.

Or, they’re scared to tell their prospects that they must know how to sell to succeed.

Other Articles You Might Enjoy:

  1. The Truth About Selling in MLM
  2. Top 48 Selling Tips
  3. Selling by Educating
  4. Selling vs. Consulting


You wouldn’t own ANYTHING you own right now if no one sold it to you.

Never forget that.

YES, network marketing is selling.

Anyone who tells you otherwise is giving you a bunch of BULL CRAP.

No, network marketing is not traditional sales.

You aren’t Sid the Salesman at the used car lot.

You aren’t the guy with a cheap suit from the thrift store, with bad breath, who is 50 pounds overweight and has slick hair who is looking for your next person to hustle so you can make your end of month quota, or get your bonus.


You must sell yourself.  You must have influence and persuasion skills.

You must be likable.

You MUST be able to look someone in the eye and ask them to buy your business opportunity, product or service.

You must be able to do these things to be successful at ANYTHING in life.

If you can’t do that, you are screwed.

Yeah, your product and business opportunity are important.

But YOU are even MORE important.

You are the ACE in the hole.

After all, people join people, they don’t join businesses.

That’s worth writing down and remembering.

People join people. 

Selling is not bad.

Sure, you might have had a bad sales experience at some point in your life.

Who hasn’t?

You’ve probably even been to a bad restaurant at some point your life.

Did that keep you from ever eating again?

I doubt it.

You might not have gone back to the same restaurant, but you still eat every day.  And you still visit other restaurants from time-to-time.

I would argue that you are a salesperson almost 24/7 whether you realize it or not. 

Even if you are the Wal-mart greeter you are in sales!!!

If you have a spouse, you pulled off the best sales job ever.  You convinced ONE PERSON to agree to spend the REST of their life with you, instead of over 3 billion other people of the same sex.

If you are a mother or father you are in sales. Every day, you must trick, bribe, manipulate and convince your kids to do what you want them to do.

If you have a job of any kind you are in sales. You convinced a boss or HR director to hire you over everyone else.

Once again, we are ALL salespeople.

We all must sell our ideas and influence EVERY SINGLE DAY of our lives.  We must get others to see our point of view.

Don’t act like it’s bad.

Anyone who says they hate selling doesn’t really understand what selling is.

It’s not about hype, pressure, begging or convincing people.

It’s really a transfer of enthusiasm from one person to another.

It’s really nothing more than getting other people to accept your ideas and see things from your perspective.

That’s it.

You don’t have to be like the used car salesman trying to make his monthly quota to be successful in this industry.

In fact, you shouldn’t act that way.

No one likes Sid, the Sleazy Salesman.

However, everyone likes the professional.

The person who is nice, smart, kind and looks out for your best interest…

The person who asks questions, finds out what your problems are and offers you a solution…

The person who educates you about what they are offering…

The person who can help people get what they want. 

To succeed in network marketing, you must believe in yourself, your company, your products and the industry.

You must genuinely like other people.

You must want to help other people.

Those things are non-negotiable.

And you must become more likable.

If people don’t like, know and trust you they will never buy from you, join your team or work with you. .

So, work on your people skills.

Be a student of your business.

Take pride in what you do.

Accept that you are in sales, whether you are a network marketer, a mom, a husband, a CEO, or a janitor.

Be proud of what you do for a living.  Be the best you can be.

Get better every single day.

And remember this: you don’t need to be a product expert to be good at sales.

Instead, you need to be a people expert.

Master your people skills and you can achieve almost anything you want in life.

YES, network marketing is sales.

Embrace it.  Accept it.  Enjoy it. And get good at it!

What do you think about this concept?  Leave a comment below to share your thoughts.  I look forward to hearing from you.

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What Should You Do With MLM Prospects Who Ignore You, Don’t Return Your Calls, or No Show You?

So, what should do with MLM prospects who ignore you, stand you up, or don’t return your calls?

I bet I get asked that question several times per week.

The conversation normally goes something like this…

“Chuck, I’ve tried to follow up with my Uncle Jim 15 times over the past two weeks.  I’ve called him 10 times, emailed him twice and knocked on his door 3 times.  In every situation, he ignored me, did not get in touch with me or follow back up with me.  What should I do?”

In my head, I’m thinking this.

Grab a container of baby powder.  Fill up your hand with baby powder.  And slap Uncle Jim upside the head.

Wouldn’t that feel great?

I know. I know.

You can’t assault people.  I don’t condone or recommend that.

My rational side of my brain tells me to “move on to your next prospect.”

Let me be brutally honest with you for a moment.

If your prospect doesn’t return your call or email they are not interested in what you are offering them.

Get it?

They are either scared to tell you NO, they aren’t interested, or they want you to go away.

That’s it.

An interested prospect WILL call you back or return your voicemail.  A good prospect will not no show you or waste your time.

Folks, you are in the sorting business, not the convincing business.

You are looking for people who are looking.



You might want to write that down for a moment.

Amateurs sell.  Professionals sort.

Have you heard that before?

It’s the truth.

Amateurs beg and harass.

Professionals have posture and don’t chase anyone.

Here’s the real deal.

Most people you talk to will NOT be interested.

Most people who join will do nothing and quit.

However, you only need a few studs to build a dynasty.

You’re going to have to prospect thousands of people…

To show hundreds of presentations…

To sponsor 100-200 people….

To find your 1-3 ACES who produce 90% of your income.

That’s network marketing folks.

Don’t worry about the people who tell you NO.

Hell, I’d rather hear NO than maybe.  I’d rather hear a no than “I gotta go home and think about it.”

Wouldn’t you?

At least a no allows you to move on.

Scratch that wishy-washy person off your hot list and follow up with them again in six months.

Who knows, their situation might change and maybe they will be open to a new business at that point in time.

Other Articles You Might Enjoy:

  1. Top Prospecting Tips
  2. Building Your Belief in Your MLM Business
  3. How to Build Your MLM Business Online
  4. Most Common Mistakes Network Marketers Make
  5. Are Your MLM Goals Realistic?

You can also follow a lesson I learned from Dale Calvert.

When people are undecided, wishy-washy or dinking around with you, TAKE IT AWAY FROM THEM.

Tell them, “Hi Uncle Jim, this is Chuck.  I’ve been trying to follow up with you two times now.  The last message you didn’t return and you didn’t show up for our scheduled appointment.  Obviously, you either aren’t interested in what I have to offer you, or this is a bad time in your life to talk to you about this.  What I’m going to do right now is scratch you off my list.  If at some point you change your mind, feel free to get back in touch with me.”

That’s it.


Dale, that was a beast mode lesson I learned from you.

That lesson has made me a lot of money and made the business fun.

the numbers in mlm memeI use it daily.

It’s a great takeaway.

Some people call it reverse selling.

When people stand you up, no show you, do not return your calls, or flake out on you, TAKE IT AWAY from them.

Have posture.

Scratch them off your list.

Go out and look for someone who is looking, instead of freaking out about someone who can’t make a $75 decision.

Trust me, plenty of people are looking.

It’s your job to find them.

There is someone out there PRAYING tonight that someone will share an opportunity with them.

It’s your job to find these people.

Stop dinking around with flakes who are wishy-washy and SCRATCH THEM off your list.

Do you really want to work with people like this anyway?

Scratch people off your list and you will move your network marketing business forward.

Stop chasing people.  Make them chase you.

I hope that helps.  Now, go crush it in your business.  You got this.

And have a great day while you are at it.

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Fear of Loss is the Best Motivator

What really motivates people?

That is the million-dollar question.

Personally, I believe everyone is wired differently.

I believe everyone has different wants, needs and desires.

It really is different strokes for different folks.

That being said, if you were to dig deep into what really motivates people to do something, it can be traced to one of two things: FEAR OR PLEASURE.

Write down those two words and remember them.

The fear of losing something or the pleasure of gaining something is what really moves people and motivates them.

It’s what gets them to make a decision (or not do it).

Every decision we make in life is based upon either FEAR or PLEASURE.

You are either really excited by what you have to gain or what you have to lose.

From personal observation, I have found that the fear of loss is always the best motivator.

Show people what they have to gain and they will be excited temporarily.

But show them what they have to lose and they will move heavens to make sure they don’t miss out.

Does this make sense?

Well, it doesn’t make a lot of sense to me.

BUT, it’s reality.

Take a few minutes and look at the last few major decisions that you made in your own life.

In most cases, the decision you made was because you didn’t want to lose something or miss out on something.  You experienced the “fear of loss.”

And the crazy thing is, this decision was made in your unconscious mind without you even thinking about it.

We’ve been programmed to be this way.

It’s how we are hard-wired.

You see, we are emotional creatures.

We make emotional decisions and then justify our decisions with logic to make us feel good about our decisions.

If we were logical, no one would be overweight, no one would be in debt, no one would drink and drive, and no one would be having a mid-life crisis.


You must realize that EVERYONE is wired this way.

Some people are more emotional than others, but everyone makes decisions based upon either pleasure or fear.

The best thing you can do about this is increase your awareness.

Realize how you are hard wired and how you make decisions.

Study advertising and watch how the ads appeal to your emotions and show you what you have to lose if you don’t buy their new widget.

Become AWARE of how your brain works.

Become aware of how you make decisions.

When you have to make a big decision, look at what you have to gain and what you have to lose if you do (or don’t) make that decision.

Weigh the pros and cons.

That alone will make a big difference in your life.


When it comes to network marketing, you have to put yourself in your prospect’s shoes.

Take your eyes off yourself and put yourself in their mind.

They have tons of things they are thinking about when they are watching your presentation and deciding whether the business is for them or not.

You could spend all your time focusing on what they have to gain from the business.

That’s better than doing nothing at all.

But the best decision you could make is to focus on what they have to LOSE if they don’t join your team or buy your products.

For example, they might lose any of the following things:

  • People being placed under them (if you are in a binary compensation plan)
  • Not getting much time with their kids (if they continue with their career)
  • Not looking good for their upcoming high school reunion (if you sell a weight loss product)
  • Staying broke or going bankrupt (if they continue down the same financial path)

Remember to appeal to people’s emotions and help them realize what they have to lose if they DON’T take action.

That one thing alone can help you become a recruiting machine.


There you have it folks.

The big takeaway from this article is FEAR AND PLEASURE.

Remember that any decision anyone makes is based upon one of those two things.

Never sell features.  Sell benefits.

Always appeal to people’s emotions.

Focus on what they have to lose, not on what they have to gain.

This will make you a better people person, sales person and network marketer.

What are your thoughts?  Do you think the fear of loss is the best motivator?  Why or why not? Leave a comment below to share your thoughts.

Other Articles You Might Enjoy:

  1. How to Motivate Your Team
  2. The Truth About Motivation
  3. How to Stay Motivated
  4. Training vs. Motivation
  5. You’re Looking for Motivated People, Not People to Motivate
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