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Last updated on 2024年12月26日

How often should you follow up after a project proposal?

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You've spent hours crafting a project proposal that showcases your skills, value proposition, and solutions for your potential client. But what happens next? How often should you follow up after a project proposal to increase your chances of winning the deal? In this article, we'll share some best practices and tips on how to follow up effectively and professionally.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public…
Sanil M Mhatre

Director - Management Consulting || Growth Strategy | Project Advisory | Operations Excellence || Manufacturing &…
Lucas Guedes

Especialista em Projetos | Processos | Marketing | Transforma??o Digital | CRM | Product Owner

1 Know your timeline

One of the first things you should do after sending a project proposal is to confirm the timeline and expectations with your prospect. Ask them when they plan to review the proposal, how they will make the decision, and who else is involved in the process. This will help you avoid being too pushy or too passive, and also show your interest and respect for their time. You can also use this opportunity to address any questions or objections they might have, and reinforce the benefits and value of your proposal.

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Lucas Guedes

Especialista em Projetos | Processos | Marketing | Transforma??o Digital | CRM | Product Owner
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Após enviar uma proposta de projeto, é importante confirmar o cronograma e o processo de decis?o com o prospecto. Pergunte quando planejam revisar a proposta, como será a decis?o e quem mais está envolvido. Isso ajuda a evitar ser insistente ou passivo. Um acompanhamento após 3 a 5 dias útil é uma boa prática, oferecendo também a oportunidade de dúvidas específicas, tratar obje??es e refor?ar o valor da proposta.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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Understand the timeline associated with your project proposal. Different projects may have varying decision-making cycles. Consider factors such as the complexity of the proposal, the size of the project, and the industry norms. Knowing your timeline helps set appropriate expectations for follow-ups.

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2 Schedule your follow-ups

Based on the timeline and feedback you get from your prospect, you should schedule your follow-ups accordingly. A good rule of thumb is to follow up every 3-5 days until you get a response or a decision. However, you should also consider the urgency, complexity, and size of the project, as well as the relationship and communication style of your prospect. You don't want to annoy them with too many messages, but you also don't want to let them forget about you or your proposal. You can use a CRM tool or a calendar to keep track of your follow-ups and reminders.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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Establish a follow-up schedule aligned with the project timeline. After submitting the proposal, schedule initial follow-ups at strategic intervals. Consider a combination of immediate follow-ups to gauge initial reactions and subsequent follow-ups to provide additional information or address any concerns.

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Lucas Guedes

Especialista em Projetos | Processos | Marketing | Transforma??o Digital | CRM | Product Owner
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Com base no cronograma e no feedback do prospect, agende seus envios a cada 3 a 5 dias até obter uma resposta. Leve em considera??o a urgência, complexidade e tamanho do projeto, além do estilo de comunica??o do prospect. é importante a frequência para n?o ser insistente, mas também para n?o ser esquecida. Use ferramentas de CRM ou calendários para gerenciar os acompanhamentos e lembretes.

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3 Vary your methods

Another tip to follow up effectively is to vary your methods and channels of communication. Don't rely on just one mode, such as email, phone, or text. Instead, use a mix of different methods to reach out to your prospect, depending on their preference and availability. For example, you can send a thank-you email after the proposal, then call them a few days later to check in, then send a text message with a relevant article or testimonial, then follow up with a LinkedIn message or a video call. The idea is to keep the conversation going and provide value and insight at each touchpoint.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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Diversify your follow-up methods to cater to different communication preferences. Combine emails, phone calls, and, if appropriate, in-person meetings. Varying your methods helps you stay on the prospect's radar and increases the likelihood of a response.

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Lucas Guedes

Especialista em Projetos | Processos | Marketing | Transforma??o Digital | CRM | Product Owner
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Varie seus métodos de acompanhamento, utilizando diferentes canais de comunica??o, como e-mail, telefone, mensagem de texto e LinkedIn. Isso permite adaptar-se à preferência e disponibilidade do prospect. Por exemplo, envie um e-mail de agradecimento, fa?a uma liga??o alguns dias depois, envie uma mensagem de texto com conteúdo relevante e depois siga com uma chamada de vídeo ou mensagem no LinkedIn. A chave é manter uma conversa fluida, oferecendo valor e insights em cada ponto de contato.

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4 Add value and urgency

Every time you follow up with your prospect, you should aim to add value and urgency to your proposal. You don't want to sound like a broken record or a desperate salesperson, repeating the same pitch or asking for a status update. Instead, you want to demonstrate your expertise, credibility, and enthusiasm, and show how your proposal can solve their problems and achieve their goals. You can do this by sharing relevant information, case studies, testimonials, references, or incentives that can help them make a decision. You can also create a sense of urgency by highlighting the risks of delaying the project, the limited availability of your offer, or the competitive advantage of working with you.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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In each follow-up, emphasize the value your project brings and introduce elements of urgency. Highlight unique selling points, showcase success stories, or provide additional insights that reinforce the benefits of choosing your proposal. Create a sense of urgency without being pushy.

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5 Handle objections and rejections

Sometimes, despite your best efforts, you might encounter objections or rejections from your prospect. This is not the end of the road, but an opportunity to overcome their concerns and doubts, and persuade them to reconsider your proposal. The key is to listen carefully, empathize, and ask open-ended questions to understand their reasons and motivations. Then, you can address their objections with facts, evidence, and benefits, and propose alternative solutions or options that can meet their needs and expectations. If they still reject your proposal, you can ask for feedback, thank them for their time, and keep the door open for future opportunities.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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Anticipate potential objections and be prepared to address them proactively. If you encounter objections or rejections, use them as opportunities to gather feedback. Understand the concerns, and tailor your responses to alleviate any reservations the prospect may have.

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6 Close the deal

Finally, when you get a positive response or a verbal agreement from your prospect, you should close the deal as soon as possible. Don't assume that the deal is done until you get a written confirmation or a signed contract. You should follow up promptly with the necessary documents, terms, and conditions, and clarify any details or questions they might have. You should also confirm the next steps, such as the payment schedule, the project scope, and the timeline. Once you have everything in place, you can celebrate your success and start working on delivering your project.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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As you approach the final stages of follow-up, explicitly discuss the next steps and the potential for closing the deal. Clearly communicate the path forward, including any necessary actions from both parties. Ensure that the prospect is aware of the benefits of moving forward with your proposal.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Sanil M Mhatre

Director - Management Consulting || Growth Strategy | Project Advisory | Operations Excellence || Manufacturing & Infrastructure || Ex PwC-Deloitte-Mott MacDonald II Views are personal
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In a large part of my career in consulting, while doing business development as a leader for my team, this question is the toughest to answer! There is no definite answer which will give 100% win, because every opportunity situation is different. But largely, how often to follow up, stems from, 1. How eagerly you need that win? without showing desperation 2. How much is your pipeline? 3. How much is the client interested or keen to decide and start the engagement after receiving proposals? If they are, they will keep you informed Simple Answer is, Follow up once or twice within a period of proposal validity or committed start date and in end, escalate your follow up level to judge the direction of this bid.

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Saurabh Shivnekar

Driving Sales Growth | Solution Selling professional | Self development through communication | Training and Public Speaking
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Respect client preferences regarding communication frequency. Some clients may prefer regular updates, while others may appreciate less frequent contact. Tailor your follow-up approach to match individual preferences. Establish a feedback loop during follow-ups. Encourage open communication, allowing prospects to express their concerns or requirements. Tailor your follow-up content based on the prospect's interactions with the initial proposal. If certain features or aspects garnered more interest, emphasize them in subsequent communications. Customizing content demonstrates attentiveness to the prospect's needs.

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How often should you follow up after a project proposal?

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1 Know your timeline

2 Schedule your follow-ups

3 Vary your methods

4 Add value and urgency

5 Handle objections and rejections

6 Close the deal

7 Here’s what else to consider

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