Email Follow-up Reminders

Is there a system for managing leads and follow-up? I couldn't find an article or feature while browsing my account. I had made an excel sheet which had name, dates of contact, type of contact, but excel does not have reminders. Is there an easy way to do this using insightly someone has discovered?


Zach

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12 comments
  • Hi Zach,

    We have a great article on Creating and Managing your Leads, that may help. However I'm sure our Users have some great suggestions as well.

    Community - How do you manage and follow up with your Leads?

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  • Hi Zach,

    The system that you build depends on your particular sales process but here is how we use Insightly for leads:

    1. Add new people as leads
    2. Call to set sales appointments with the leads
    3. Track your notes, tasks, and attempted contact attempts within Insightly's leads feature
    4. Once your lead has set a sales appointment, convert that lead to an opportunity.
    5. After your sales appointment, add notes and tasks as needed to follow up.
    6. Once your opportunity has purchased, convert them into a project to fulfill on the client. 
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  • Hi Zach,

    I think customization is also very helpful when managing leads and follow-up. One sales rep we have will TAG each Lead so that she knows exactly where they are in the sales process. Specifically, she uses tags like "Spoke_to" to know at a glance that she's already had initial contact. 

    To take the customization a step further, we've created task categories that also help her see, at a glance, where the lead is in the process. These tasks include "Initial Phone Call, "Subsequent Phone Call," "Quote Follow Up," etc. Then when she looks at either her task list OR a specific lead and the tasks associated with them, the info is there!

    You can read more about customizing categories here. I hope this helps!

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  • Hi Zach,

    Would you mind answering these questions, so we can get a better idea of what lead nurturing process you are looking to adopt?

    1. Do you target consumers OR businesses OR both?
    2. Will you have multiple contacts tied to each lead?
    3. Will you link contact/organizations to your leads to identify who referred them?
    4. Will you need to edit multiple lead records at once (i.e. bulk edit feature)?

    As always if you have any questions or concerns, please let us know.

    Thank you,

    Micah Feldkamp

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  • Thanks for all these responses.

     

    I think I need to take a step back in regards to these first two comments and just get a system set up. I see how to create leads, add categories, but still don't see how to easily create a system with touch-points, reminders to follow up, and spaces to leave notes on how I made contact and what was discussed.

    To your questions Micah:

    1) Both

    2) Usually not

    3) Yes although that's not my main objective

    4) I'm not sure - not sure what you mean by editing multiple lead records at once. I'll be updating each lead as I make contact with them, but probably not making the same mass changes to all leads at once.

     

    Still looking for some more concrete guidance on setting up a system!

    Zach

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  • Hello Zach,

    Using Insightly's Lead Management feature may be a good fit for you... although, let's discuss your main concern first before proceeding with our original discussion. A CRM implementation varies greatly on what industry you in and what your sales process looks like. Let's start by conducting a business process assessment...

    • Please define your target market.
    • How do they find you, or how do you find them?
    • How long does a sale typically take from the time you contact your lead to the time they close?
    • What methods do you use for follow up and how often?
    • Do you give your prospects sales and marketing materials?

    Once we clearly define these types of details about your business, we can proceed with designing Insightly around your business processes. 

    Thank you,

    Micah Feldkamp

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  • I run a video & photo production company, just me.

     

    1) Target market: small-medium sized businesses and individuals looking to invest in digital marketing/advertising/promotion by using video.

    2) Find me: website, social media platforms, word-of-mouth. Find them: connections, networking events, cold-calls, adjacent industries (branding firms, ad agencies, etc.)

    3) Close being the time they are given a deliverable is 1-3 months.

    4) Follow-up during lead stages has been tough. I used google tasks, an excel sheet, and am now trying insightly. How often depends on the type of lead - cold calls are a lot.

    5) No physical materials.. most projects are highly tailored to the clients needs.

     

    Zach

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  • Hi Zach,

    Let's start by using Insightly's web-to-lead form and mobile business card scanner to get Leads (Lead Source: Website & Networking Events) automatically imported into Insightly. When your Leads come into Insightly, you will receive a notification via email to follow up with them. When you receive referrals, Tag your Leads with the Contact name who referred the Lead to you. You will NOT be able to link the Contact to the lead, so Tagging them becomes the next best option. Add a Lead Source called Referral (Tag Contact Name), then tag the Lead. Also, make sure you copy/paste the referral Contact name in Insightly to the Tag in the Lead record. Having consistent data will be important for reporting purposes. Want to make sure we treat our referral partners well :) 

    If you want to automate the Lead entry process more, then use Zapier to automatically create Tasks (include telemarketing scripts in the Details section of the Task) linked to the Lead for follow up and turn off the email notifications for the web-to-lead form. You can manually add Activity Sets instead of using Zapier, although Zapier will save you a few clicks...

    After you follow up mark the Lead as "OPEN - Contacted", and be sure there is an open Task for next steps like following up in two weeks when they are ready. If the Lead does not want your services mark them as "CLOSED - Disqualified". If you have qualified the Lead after following up and they are ready to buy soon, then convert the Lead to an Opportunity

    You may want to create email templates to follow up via email as well. The lead rating can serve as a scale of cold to warm. Employee size may be a big indicator on how long the sale might take. You may want to create multiple Activity Sets with different lead generation tactics to appeal to different segments of your target market.

    Let us know what your thoughts are about these recommendations. Do you have any special reporting requirements or email marketing campaigns that we could incorporate in our implementation?

    Thank you,

    Micah Feldkamp 

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  • This is a very helpful exchange. Thanks Micah. I have one additional question - is there a way to send yourself a reminder if a lead has not been emailed in X days? And to set this on repeat.. so for every X days, send user an email if the lead has not been emails until the lead status changes (or something in the record changes to indicate no more reminders needed). Thanks

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  • Yes, I believe this can be accomplished using a Lead Activity Report with a Smart Alert.

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  • Micah, can you elaborate on this?  I am hoping for a smarter tool than just an activity set with a weekly task for re-contact/follow up.  Thanks.

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  • Hi Scott,

    "Smart Alerts will run a report at a scheduled time, but only email a copy to you (the creator of the alert) if the report meets a threshold that you set. A report needs a summary field for an alert to be set. For example, you can receive a report...

        • Every time an opportunity that's worth more than $10,000 is created. (Using the maximum bid amount in the summary.)
        • When your team has completed 300 calls. (Using a count summary.)"

    Let's say you're using the Lead Report. You need a summary field (numerical data field) in order to create a smart alert, but the summary field is not important to you. What is important to you is whether or not the lead has been contacted in "X" amount of days or will be contacted in "X" amount of days.

    What you can do to maneuver this "summary field" obstacle is... include the last activity date, next activity date, and lead rating fields in the report. Filter the leads based on when the last/next activity dates are, and use the lead rating field as the numerical data field. Apply the summary function to the lead rating field. Finally, save the report and apply the smart alert. You can schedule the report to run daily and you will only get a notification if the smart alert meets the filtered criteria. 

    The Advanced Reporting Tool can be difficult to configure, so let me know if you have any questions. 

    Thank you,

    Micah

     

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