Smart Keynote Speaker Follow Up Strategies for Building a Client Relationship

It’s been three days…

Three LONG days since your client theme call… and you still haven’t heard back.

Maybe you should call to see what they’re thinking??

But doubts start racing through your mind…

“But what would I say?? Maybe I should wait just one more day.? After all, they could be on vacation or out sick.? Yes, that’s right.? I’ll wait a bit longer.”

Then the other side of your brain chimes in…

“Oh come on… it wouldn't hurt to just send a little nudge?? That won’t seem too pushy or desperate, right?? Hmm… maybe it would.? I don’t know what to do!”

This back-and-forth waivering goes on and on – driving you downright cRaZy!??

We’ve all been there.??

When you’re trying to build a relationship with an event organizer, it’s hard to know the best way to follow up.? You want to act like a professional and maintain contact without seeming overzealous or annoying.

And unfortunately, there’s no definite answer for exactly when you should and shouldn’t send that next email.? Instead, you’ll need a smart follow up strategy that accounts for all of the factors that might be influencing their response time.? Let’s take a closer look…

??? Event Date:

The urgency and frequency of your follow-ups should depend on how soon the event is. For events far in the future, less frequent follow-ups make sense.? But if the event is right around the corner, you’ll want to get in touch… fast!

?? Prospect’s Regular Response Time:

Understanding the typical response time of your prospect can help determine when to follow up. Frequent checkers of email may need quicker follow-ups compared to those who take weeks to respond.

?????? Number of Decision-Makers:

How many people are on the decision making team? One, three, twelve? More people involved typically means longer wait times for replies.

??? Set Expectations:

Clear expectations about next steps and timelines can guide appropriate follow-up actions. Sometimes your client will let you know when they are planning to make a decision.? And sometimes, you can tell them when you are planning to reach back out.? Keep expectations clear.

?? Dive deeper to further explore how each of these factors can influence your follow up time – and ultimately the relationship you build with your client.? **Free subscription required.

How to Follow Up with the Right Frequency and Urgency

The right kind of follow up can help close a gig more quickly and make you look like a pro. The wrong kind of follow up will make you seem overzealous… and maybe a bit annoying.

So, how do you build the best follow up strategy for individual clients while still maintaining some semblance of organization??

First, you’ll need to follow these two rules:

??? 24-Hour Rule:

Respond to new inquiries within 24 hours, preferably with a direct phone call. If a call is not possible, send an email within the same timeframe and follow up with a call when possible. This is one rule my team and I always follow.

??? Schedule the Next Interaction Immediately:

After any interaction, plan and schedule the next step right away while details are fresh. Draft the necessary follow-up emails and keep them ready in your drafts folder.? You’ll be happy you did this while the details of the gig are still fresh in your mind.

Next create the right framework for your follow up:

1. Assess Event Urgency: Which stage of the planning process is your event organizer in?? Is it ‘quiet mode’, ‘strategy mode’, or ‘the last minute scramble?’? Knowing how quickly their event is approaching will help you determine your follow up strategy.
2. Review Communication History: Use a Customer Relationship Management (CRM) tool to track communication history, typical response times, and client preferences. This helps in timing your follow-ups appropriately based on past interactions.
3. Consider Decision-Making Processes: Understand the client’s decision-making timeline and set follow-up expectations. If they tell you their meeting to discuss your gig is in two weeks, set a reminder to reach back out in two weeks plus one day.

?? Explore more from this article to fully understand how smart follow up strategies – with the right frequency and urgency – can help you build stronger client relationships.? **Paid Members Only

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Remember, the advice that got you here won't get you there.

Andrew Davis