How to Land More Projects with Smarter Follow-Up Steps
Posted September 3, 2010 in How-To, Marketing
You’ve prepared a solid proposal for a new prospect. You’ve covered all your bases and made a convincing case for why you’re the ideal person for the project.
Now the waiting begins.
A day goes by without a call back. Then another. And another. You’re beginning to wonder if the prospect received your email. Maybe she went with someone else?
Should you call? Should you wait another day or two? Will following up make her think you’re desperate for work? But what if you don’t call? Will she think you’re not interested?
While there’s no one right approach to following up on proposals, the key to any follow-up process is to strike a balance. Sure, you want the work. But, you don’t want to turn off the prospect or client with too many follow-up calls and emails.
By following the steps below, I’ve been able to significantly increase my success rate and reduce the number of opportunities that seem to go nowhere. (Note: for the sake of convenience, I’ll be referring to the prospect as “she.”)
Seven Simple Steps to Land More Projects
Here seven steps that you can easily follow to land more projects:
Step 1: Let the prospect know when she can expect your proposal. Also, let her know that you’ll be calling shortly after sending the proposal, just to make sure it went through and to address any questions.
Step 2: Call her within two to four hours after emailing your proposal. In most cases, two to four hours will give her enough time to open your email and glance at your proposal and your fee. It’s not so soon that it will make you look desperate. But it’s also not so late that you’ll lose momentum. The idea is to strike while the iron’s hot, keeping in mind that there’s a fine balance at play here.
Now, for the most important part: when you call, ask for the work! Don’t be shy about it. You’re not selling steak knives or vacuum cleaners. Your prospect has a defined need. She has contacted you and is going to do the work with someone. Why not you?
Whatever you do, don’t ask her if she has had a chance to review the proposal. And don’t bring up the fee you quoted! Those questions will only take the focus away from moving the project forward.
A simple “Should I get started on the work?” is all you need to ask her.
Step 3: If you get voicemail, leave a message. Let her know that you’re calling because you emailed the proposal earlier and you want to know if you can get started on the project (see step 2 above). Make sure to come across as enthusiastic, confident and ready to move forward on the work. Skip to step 5 from here.
Step 4: If she can’t make a decision yet, ask her when you can check back. Take on the responsibility for subsequent follow-up calls.
Step 5: Call back the day she suggested (or three business days later, if you still haven’t connected). If you get her on the phone, ask her if you can get started on the work (see step 2). If you get voicemail, leave a message that covers the following points:
- Remind her that she suggested you call then (if you’ve
connected previously). - Let her know that you’re very interested in the project and are confident that you will deliver great value.
- Describe in one or two sentences why you’re the ideal person for
the project. - Leave your phone number and email address.
- Smile while you talk; you want to come across as friendly
and relaxed.
Step 6: No response after three business days? Email a quick follow-up note, focusing on the same points as step 5.
Step 7: Still no response after three to five business days? Stop the follow up … for now. That doesn’t mean you give up. It just means that additional follow up will do you little to no good. It may even turn her off at this point. Instead, put her in your “stay in touch occasionally” list and move on.
If you’re not happy with your current approach, I encourage you to give this a try. Is this process perfect? No. But it beats winging it. And you’ll feel better knowing that you tried your hardest … without going overboard and scaring the prospect away.
Your Turn
Do you use specific steps to help you close deals? What are they? Are they working for you?
Share your thoughts and experiences in the comments.
Related posts:
- 3 Steps To Creating A Freelancing Brand That Sells
- 5 Steps to Winning Any Client Project
- Elements of a Successful Project Proposal
- How to Use Elance and Guru to Land That Client Every Time
- Open Thread: How Do You Choose Who to Follow or Friend on Social Media Sites?
About the author: Ed Gandia is co-author of the bestselling and award-winning book, The Wealthy Freelancer. He's also the author of the newly released 2011 Freelance Industry Report. To download a free copy of the full report, visit http://www.internationalfreelancersday.com/2011report/.
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47 Comments
Phil Turpin
September 3rd, 2010 at 8:44 amGood checklist.
I’d consider changing “should I get started on the work” to “when should I get started on the work” – thus turning a closed Q. into an open Q. My personal choice of wording is: “when would you like me to start?” as the wording appears less forceful.
Salma Jafri - Killer Content!
September 3rd, 2010 at 8:59 amExcellent article Ed! I’ve often thought (and practiced) that one of the top reasons people fail to get work from freelance bidding sites is because they don’t follow-up. So I wrote up a blog post titled: How to Follow-up and Why It’s a Game Changer http://wordpl.net/index.php/2010/06/how-to-follow-up/
Jason Hassig
September 3rd, 2010 at 10:13 amGood article about follow up. I learned a lot of great follow up from my dad who sells Aflac. One of my favorites is the hand written thank you note. A hand written thank you note really sets you apart and shows a high level of interest without being needy. Obviously you mix it with personal phone calls like the article mentioned. Also things like a candy jar with you logo on it (be sure it’s full of candy or mints!) can really keep you in their minds.
Web design portfolio
September 3rd, 2010 at 11:08 amthis approach sounds very sound and reasonable. the key is to not be clingy or casual.
Jen
September 3rd, 2010 at 11:45 amThis is a great check list and one that I will adopt! I like how you including the importance of letting the prospective client know that you’ll be calling as a follow-up rather than asking for a reply to the email. It puts the work on the freelancer, which makes sense since we are the ones that want the work.
Thanks for sharing!
Lucian
September 3rd, 2010 at 1:33 pmGood points. However, there might be some prospects who don’t like to be followed up using the phone.
When they fill in my questionnaire, I make sure I ask the preferred communication method, that way you are less intrusive and you don’t look very pushy.
I still have clients from 2 years ago and never talked on the phone or met them face to face. Only emails.
Debra Stang
September 3rd, 2010 at 2:21 pmI rarely have a phone number for the people who contact me about writing, editing, or coaching gigs. I usually send out my proposal the day after I get the contact. If I haven’t heard back from them in a day or two, I send another email, just verifying that the proposal arrived and that I’d love to start work on the project whenever they’re ready.
If I still don’t hear from them, I put them aside into my winter follow up or summer follow up folder. Every six months or so, I email clients I never heard from, remind them that I’m still in the business and I’d still love to help them with their writing needs and sometimes, if I’m in a particularly generous mood, I’ll send coupons.
So far it seems to be working…
TLC
September 3rd, 2010 at 8:34 pmGreat suggestions,but I wouldn’t cut off follow-up so quickly. I presented a proposal last month ghat had to be delayed, but was able to start on a small part of the job. Then the client. Had to go to a conference. I called and emailed four times and got no response. I was worried because he had always responded very promptly before. But I persisted into another week. When he called back, it was to say he was giving me the job! The reason for his delay was that he was swamped when he returned from the conference. I’m glad I didn’t give up!
Speider
September 4th, 2010 at 4:08 amYou should also include on your contract/creative brief/work order that it is rendered with a time limit. You don’t want the prospect coming back in six months, when you might be busy or a bit wiser, and demand the same delivery and terms. A deadline on an estimate helps you move the project to a final conclusion…yes or no.
imran khan
September 4th, 2010 at 7:50 amvery much interesting and informative… i am learning alot with freelancefolder….
Thanks alot wonderful to read… very good show
Joe
September 4th, 2010 at 8:51 amI think you border on being pesty..how about if you follow up you add to your conversation. In other words instead of calling up and saying “how about now”?..wait Ok how about now?..Maybe you try to add or have more information.
Maybe set up a google alert to find other thoughts or ideas about your proposed article. Yes you need to establish a time frame when decisions might be made but you need to continue a dialog not become a reminder service.
Thanks for the post.
Barry
September 4th, 2010 at 11:32 amThis is an excellent article. So often, I find that people who have services or products I want don’t employ any sort of follow-up. I make it a point to follow-up if I want the business, and these steps are awesome.
JJ
September 4th, 2010 at 12:23 pmThanks for the article! It gives me great insight on how to provide followup to customers. I feel that it is important to let customers (or non-customers) know your interest to work with them.
Chris Wharton
September 4th, 2010 at 5:57 pmGood checklist, it’s always hard to know how to strike that perfect balance between Mr Hassle and Mr Don’t Care!
Bilal
September 5th, 2010 at 5:03 amA software for freelance programmers is realeased by acnodelabs, I think these tools will be the next bet for freelance as they are finding ways to save time and be more productive
Ben Lacey
September 6th, 2010 at 8:37 amThis is a great checklist, and a well written article – good job!
I think a lot of the points you’ve mentioned are valid and well explained. I agree with Phil Turpin that open questions are better, because the client is always in control.
I would say, that the frequency of the follow-ups seems a bit intensive, maybe even intrusive. I tend to send a proposal and follow up the next business day, and then schedule several meetings with the client to understand their aims / objectives of the website / application and ask questions to fully gauge what they want.
Reno Web Design
September 6th, 2010 at 8:48 pmI agree, following-up is super important. I have a client that I initially gave a proposal to, then did not follow-up. Three weeks later, a friend of mine said, “They don’t understand your proposal.” At those words, I kicked myself, then gave the client a call and went over the proposal again. We had two more meetings, then the deal was sealed. Follow up–so easy to do–yet we all forget to do it.
Bogdan Pop
September 7th, 2010 at 3:26 amNice steps and everyone agrees with them. However, the <> in step 2 has one big flaw. You’re at the beginning at the development process with this new client. You don’t have a contract yet, no amount payed. Nothing! You’re a sitting duck in front of this new client which may say something like “Sure… Get started” only to get rid of you for a couple hours or days.
Then you start working, lose time and money, only to find out that your prospect will go through with someone else or a small company.
Allen
September 7th, 2010 at 10:22 amNice article on the approaches for follow ups on potential clients. Good way to put it by being confident and acting like you already have the job in hand!
Nathan Littleton
September 16th, 2010 at 4:01 amFurthermore, it’s super-important to test it and measure it. It’s easier and provides the most accurate results with larger numbers of leads, but keep track of your leads and SYSTEMISE the sales/follow-up process, and then follow it.
Michael Soininen
March 10th, 2011 at 6:27 amA sound approach. I find that noting times of communication and future dates to ‘hit clients up’ again helps. Friendly persistence.
Tamal Anwar
July 4th, 2011 at 10:25 amCool Cool, Super Cool! I have ignored follow ups and sent emails only when they did emailed me back, it felt like I am choosing the clients, well that is good at some point but I can secure more with the techniques you mentioned here, well written.
I follow up mainly on email, but will try out with phone too.
John
October 30th, 2011 at 12:56 amThis was a good list. The “prospect-followup” process has always been the achilles heel for me. I’ve always wanted to know more and do better at it.
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