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How often should you follow up with a prospect after a sales call?

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One of the most challenging aspects of selling ERP solutions is knowing how often to follow up with a prospect after a sales call. You don't want to be too pushy and annoy them, but you also don't want to lose their interest and let them forget about you. How can you strike the right balance and move the deal forward?

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1 Understand your prospect's buying cycle

The first step to effective follow-up is to understand your prospect's buying cycle and where they are in it. ERP projects are complex and often involve multiple stakeholders, decision-makers, and influencers. They can take months or even years to finalize. You need to know who you are dealing with, what their pain points are, what their goals are, and what their timeline is. This will help you tailor your follow-up messages and actions to their needs and expectations.

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Dheeraj Sharma

Software Consultant | Direct/Partner sales growth | Top 3% Linkedin Top voice in ERP| Linkedin Followers 5,500 +
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Client handling is very sensitive area in ERP Sales. We always remember that our prospect is also a human being and she/he has some priorities towards on professional and personal front. Generally, it is seen that sales person do calls back to back to client if not getting response. It makes client annoying and may be possibility to loose client. Likewise more such points to be taken care to handle client very strategically.

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CJ Casuto, PMP

Senior Project Manager at Mission Critical Partners
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It helps during the sales cycle to set expectations for when follow ups should be done. Reply on those set dates, especially if sales expected to hear but did not.

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2 Use a CRM system to track your interactions

The second step to effective follow-up is to use a CRM system to track your interactions with your prospect and record all the relevant information. A CRM system will help you organize your leads, monitor their activities, schedule your tasks, and automate your communications. It will also help you avoid duplication, confusion, and missed opportunities. You can use a CRM system to set reminders, send emails, make calls, and share documents with your prospect.

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CJ Casuto, PMP

Senior Project Manager at Mission Critical Partners
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when using the CRM tool, it's important to tag related persons to your actions. This tagging prevents duplication of effort and prevents information silos. The tool should highlight key events such as meeting and outreach. It should also track documents, quotes, emails, etc. that are related.

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3 Follow the 3x3 rule

The third step to effective follow-up is to follow the 3x3 rule. This rule states that you should follow up with your prospect three times within three weeks after a sales call. The first follow-up should be within 24 hours of the call, the second follow-up should be within a week, and the third follow-up should be within three weeks. The purpose of the 3x3 rule is to maintain contact, provide value, and advance the conversation.

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4 Vary your communication methods

The fourth step to effective follow-up is to vary your communication methods and use different channels to reach your prospect. You can use email, phone, text, social media, or video to communicate with your prospect. Each method has its own advantages and disadvantages, and you should use them according to your prospect's preferences and availability. You should also use different types of messages, such as educational, informational, motivational, or promotional, depending on the stage of the buying cycle and the goal of the follow-up.

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CJ Casuto, PMP

Senior Project Manager at Mission Critical Partners
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While different outreach methods can be effective, some perspective clients have a preferred method. Knowing who is who and responding in the preferred method avoids upset.

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5 Ask for feedback and next steps

The fifth step to effective follow-up is to ask for feedback and next steps from your prospect. You should always end your follow-up messages and calls with a clear call to action and a request for feedback. You should ask your prospect what they think of your solution, what questions they have, what objections they have, and what they need to move forward. You should also ask them when they want to hear from you again, what they want to discuss next, and what they expect from you.

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CJ Casuto, PMP

Senior Project Manager at Mission Critical Partners
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Setting expectations is key. the first outreach should include detailed Q&A so that the prospect has the chance to voice their concerns and as importantly, their expectations for next steps.

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6 Be persistent but respectful

The sixth step to effective follow-up is to be persistent but respectful. You should not give up on your prospect until you get a clear yes or no from them. You should also not spam them with too many messages or calls or pressure them to make a decision. You should respect their time, their pace, and their authority. You should also be polite, professional, and courteous in your communication. You should always thank them for their interest, their time, and their feedback.

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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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CJ Casuto, PMP

Senior Project Manager at Mission Critical Partners
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the key to success in the sale is balance. Persistence is amazing. Persistence is what BD experts excel. But, deference is key too. It's possible to push so hard an open door closes.

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How often should you follow up with a prospect after a sales call?

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3

4

5

6

7

1 Understand your prospect's buying cycle

2 Use a CRM system to track your interactions

3 Follow the 3x3 rule

4 Vary your communication methods

5 Ask for feedback and next steps

6 Be persistent but respectful

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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How often should you follow up with a prospect after a sales call?

1

2

3

4

5

6

7

1 Understand your prospect's buying cycle

2 Use a CRM system to track your interactions

3 Follow the 3x3 rule

4 Vary your communication methods

5 Ask for feedback and next steps

6 Be persistent but respectful

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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