How to Start a Client FollowUp System: A Marketing Survival Guide

A business needs a customer follow-up system in place to maintain relationships with current and potential customers.

This is important because it's the only way you can stay top of mind for your customers without them having to remember you or think about you themselves!

In this blog post, we will discuss what a customer follow-up system entails and how it helps increase conversion rates.

What is a Client Follow-up System?

A Client Follow-up System means that you have a set of processes in place to follow up with your customers.

It is an automated, almost robotic process for communication between your company and potential or current customers.

A system can be made up of many different parts including email sequences, trigger workflows (also known as “journeys”), landing pages, and more.

Having these elements in place will allow your business to automate the process of reaching out to customers without having to hire a full-time sales team!

Why Implement a Client Follow-up System?

Customers are likely to have questions after the purchase. The more often they need your help, the more time you'll spend on that customer and this could result in less focus on other customers which may result in conversions being lost.

A client follow-up system ensures your clients will get what they needed and it will allow you to focus on new customer acquisition.

What are some Benefits of Having a Client Follow-up System?

This can help you cut costs by not needing as much manpower on staff for customer acquisition efforts. It can also help you increase conversions due to the increased frequency of communication.

The main benefit is that having a system, makes your business seem more professional and polished which will make customers feel good about doing business with you!

What are Some Drawbacks?

This can be hard for businesses that don't have much experience working in technology.

It can also be tough to set up and manage at first. It is possible that your email sequences won't work the way you want them to or if something goes wrong, it could make customers feel like they are being bombarded by communication!

How to Start Client follow-up system?

1. Navigate Your Ideal Buyer's Journey

The most important part of your follow-up system is making sure that you are focusing on the right people!

It's not worth spending time communicating with someone if they are never going to become a customer.

You need to make sure that when you reach out, it's effective and when customers respond, their response goes into a different channel to be dealt with by somebody else.

2. Tag Customers for Marketing Purposes

The first step in setting up your follow-up system is to figure out which of your customers to prioritize sending messages to, and the only way to know this information is to develop a system of detailed tags for your customers.

This can be done by having a set of tags for each type of customer. For example, you could have one tag such as “hot leads” and another that is “interested but not buying yet.”

Each time someone engages with your company, the system will automatically input them into the right channel based on which tags they fall under.

3. Engage your Customers

The simple fact is that not everyone who engages with you is a perfect fit for your business, so it's important to rank and prioritize who to focus your efforts on to make sure each point of contact is meaningful.

This means having an automated system in place that will send out messages without needing to be managed.

By having all of these automated systems in place, you will have a system that is constantly working for your business while you are away!

4. Track Your Customer Conversations

Another important part of having a successful follow-up system is making sure that you are capturing the customer's responses.

You will need to be able to record all communication that happens between your team members and customers so that it can be used for other purposes, such as assigning tasks or measuring conversion rates.

This way each response goes into a database where it can be used by other teams for future marketing efforts.

5. Reach out at Regular Intervals

The main benefit is that having a system, makes your business seem more professional and polished which will make customers feel good about doing business with you!

This means sending out messages at regular intervals to keep the customer engaged but not so much as to annoy them.

To do this successfully, you need to have trigger events set up that will automatically send out a message to customers.

For example, you could set up the system so that every time someone becomes a customer, they receive an automated welcome email and then another after one month of being there as well as sending them some more “fun” content periodically!

6. Don't Overdo it!

It can also be tough to set up and manage at first. It is possible that your email sequences won't work the way you want them to or if something goes wrong, it could make customers feel like they are being bombarded by communication!

This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

This also means different types of triggers for when customers are contacted so that the system doesn't seem spammy to them.

You want your follow-up system to make customers feel like they are valuable, not annoying! If you do it right, then the new opportunities and leads will start rolling in!

7. Resolve Issues Instantly

When any queries or problems do occur, make sure that your system is set up to resolve them as quickly and efficiently as possible.

If something goes wrong, it could make customers feel like they are being bombarded by communication! This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

It can also be tough to set up and manage at first. It is possible that your email sequences won't work the way you want them to or if something goes wrong, it could make customers feel like they are being bombarded by communication!

To resolve issues instantly! This means having a support team available who can solve any issues within minutes so customers don't have to wait long for their problem to be resolved!

Having this kind of setup will instill trust in the customer which makes it more likely that they will continue to do business with you in the future.

8. Gather Market Insights

You can gather market insights by looking at the open and click-through rates for your messages.

This will allow you to know how well each channel is performing as well as if there are any insights about what content resonates best with customers!

You can also make it easier on yourself by creating one email sequence that sends out all of these types of automated emails such as new content and welcome emails, as well as periodic “fun” content!

9. Seal the Deal

The main benefit is that having a system, makes your business seem more professional and polished which will make customers feel good about doing business with you!

It allows you to seal the deal with customers by having a system that is working for you while you are away.

You will have the opportunity to use your time more effectively and focus on other things rather than manually sending messages!

10. Rewards and Incentives

If you have an automated system, then the possibilities are endless! You can give customers special deals or offers when they sign up or even if they do something specific such as book a certain type of service with you.

Follow-up systems are a great way to keep in touch with your customers but not too often that it makes them feel like they are being harassed.

You want your follow-up system to make customers feel like they are valuable, not annoying! If you do it right, then the new opportunities and leads will start rolling in!

11. Recover Lost Customers

Retaining your customers is important to keep them coming back to you instead of searching for a new service provider!

Customers will feel like they are valuable and won't be annoyed by how often messages go out or what types of messages are sent.

This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

If something goes wrong, it could make customers feel like they are being bombarded by communication! This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

12. Build Relationships

By having realistic expectations for how often messages should go out as well as what types of messages should be sent, you will make sure that the system doesn't seem spammy to customers!

You want your follow-up system to make customers feel like they are valuable, not annoying! If you do it right, then the new opportunities and leads will start rolling in!

13. Cultivate Trust

Customers will feel like they are valuable and won't be annoyed by how often messages go out or what types of messages are sent.

This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

If you have an automated system, then the possibilities are endless! You can give customers special deals or offers when they sign up or even if they do something specific such as book a certain type of service with you.

14. Provide Additional Offers

Customers will feel like they are valuable and won't be annoyed by how often messages go out or what types of messages are sent.

This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

You want your follow-up system to make customers feel like they are valuable, not annoying! If you do it right, then the new opportunities and leads will start rolling in!

15. Interact with Customers

Customers will feel like they are valuable and won't be annoyed by how often messages go out or what types of messages are sent.

If something goes wrong, it could make customers feel like they are being bombarded by communication!

This means having realistic expectations for how often messages should go out as well as what types of messages should be sent.

16. Automated Systems

By automated system, you can give customers special deals or offers when they sign up or even if they do something specific such as book a certain type of service with you.

You want your follow-up system to make customers feel like they are valuable, not annoying! If you do it right, then the new opportunities and leads will start rolling in!

17. Live Help

You can use it with live help, which is another great way to offer exceptional service to customers!

By Live Help, you can offer customer service 24 hours a day so nobody has to wait too long for problems to be resolved. If you do it right, then the new opportunities and leads will start rolling in!

18.  Encourage Ongoing Engagement

By encouraging ongoing engagement, you can offer exceptional service to customers! This means they can resolve problems 24 hours a day.

If you do it right, then the new opportunities and leads will start rolling in! By encouraging ongoing engagement, you can offer exceptional service to customers! This means they can resolve problems 24 hours a day.

In the beginning, it might be good to do some trial and error with your marketing campaign so you can work out all the kinks. You can also offer valuable information in your follow-up messages, which will improve customer satisfaction! You can also provide additional offers that customers can't refuse.

19. Update your system

In the constantly evolving environment of online marketing and technology, you want to make sure that your system is updated accordingly.

You have to be willing to put in the work and effort for this system to work. Client follow-up is a lot of work, but if done right, you can really capture clients and set yourself apart from the competition.

By expanding your horizons and leveraging technology to do more for you than ever before, an automated system will not only increase efficiency and help grow your business, but it could also save you a significant amount of time! If done correctly, then the new opportunities and leads will start rolling in!

20. Be Unique

Since there are so many automated systems out there today, you have to find a way to stand out from the competition.

Your client follow-up system should be unique and should work for your company and brand. If you do it right, then the new opportunities and leads will start rolling in!

21. Consistency is Key

Your system should be consistent to generate customer loyalty and trust, which helps your business grow!

Make sure to stick to a schedule that works best for you and your business. You have to be willing to put in the work and effort for this system to work.

By persistence and consistency, you can be sure that the new opportunities and leads will start rolling in!

22. Test to Make it Better

Every business is different, so test your system to see if it can be improved. Don't just do what everyone else does. Being unique and leveraging technology to do more for you than ever before will help your business grow!

You have to be willing to put in the work and effort for this system to work. You want to make sure that your system is updated accordingly.

Keep the right mindset and keep optimizing when necessary. By updating your system regularly, you will maintain customer loyalty and trust which will help grow your business!

How a Client Follow-up System Will Increase Conversion Rates

A client follow-up system ensures that your business is staying top of mind for your customers without them having to remember you or think about you themselves.

If a customer doesn't have your product in their head, chances are they won't think to contact you. But if you are popping up in their inbox, then you have the chance to get your product back into their head!

And because you are sending out messages periodically, it is more likely that they will open them than if you just sent one email to them. It also makes customers feel valued since they are getting something of value from you- even if it is just a notification!

The main benefit of having a client follow-up system is that having a system, makes your business seem more professional and polished which will make customers feel good about doing business with you!

Another benefit of creating a client follow-up system is that it saves you time. It allows you to seal the deal with customers by having a system that is working for you while you are away.

You will have the opportunity to use your time more effectively and focus on other things rather than manually sending messages! And because you are sending out messages periodically, it is more likely that they will open them than if you sent one email to them.

By using an automated system, it will gather insights from the customer which you can then use to improve sales and marketing efforts in the future!

If a customer doesn't have your product in their head, chances are they won't think to contact you. But if you are popping up in their inbox, then you have the chance to get your product back into their head!

And it makes customers feel valued since they are getting something of value from you- even if it is just a notification!

When should you do a Client follow-up?

A Client follow-up system is a key part of any marketing effort. You need to play the long game and follow up consistently over a long period.

Make sure sales and marketing are aligned and have clear roles in follow up as well as having realistic expectations for how often messages should go out as well as what types of messages should be sent.

The follow-up should start when customers buy from you for the first time. Once they become a customer, they receive an automated welcome email then after one month likewise periodically!

How to Organize the Follow-up information?

During Follow-up keep track of all the data you need in a spreadsheet. This will include contact details, stage in the buyer’s journey and what type of content they liked or disliked, etc.

You can also use a CRM tool to handle this information on your behalf! It is important to set up clear protocols for what happens in case of emergencies so that customers don't have to worry about their problems being solved!

Information is important for your follow-up system to make customers feel like they are valuable, not annoying!

They will appreciate having all of the information you need for this at their fingertips so they don't have to search around on your website or in an email.

Some contacts may be forgotten if sales and marketing aren’t aligned when it comes to following up.

So make sure to set up clear protocols for what happens in case of emergencies so that customers don't have to worry about their problems being solved!

Conclusion

A good Client Follow-up system will adapt and learn constantly to retain customers and find out what types of messages resonate best with them.

To have a successful follow-up system, you need to know how to organize the information you collect, be able to focus on other things while your system is running, and have realistic expectations about how frequently messages should go out and what types of messages should be sent.

Providing a good follow-up system can be a key part of any marketing efforts and attracting prospective clients. Do not forget to set up protocols for what happens in case of emergencies and organize the information you collect.

‍