Years ago, there was one method for following up with clients quickly: by phone call. You could send a thank you letter as well if you wanted to put in a bit of extra effort. Today, your options are seemingly endless. Do you know the most effective ways to follow up with clients?
Handwritten notes and letters are typically well-received because people know how much more effort they take. You can easily send quick texts and emails from your phone while you’re in the middle of doing something else, but you can’t write a nice, neat letter without sitting down to do it.
If you have the patience for it, buy some stationary (or a notepad that isn’t coffee stained or just printer paper) and sit down to write a neat, well-mannered letter thanking your clients for spending part of their day with you. Snail mail is also a good way to send clients materials reminding them what you discussed in their appointment.
I don’t think I need to tell you how to be polite on the phone or how to repeat your name and number twice when leaving a voicemail. However, when you’re a businessperson who is always on the go, and your cell phone is your main line instead of an office phone, you need to have a great setup for your voicemail. You should be constantly checking for messages and deleting old ones to have space for the new.
You should also pre-record a voicemail message with your name and title so that people know if they called the wrong number. If a client calls you and hears the pre-recorded “The number you have called at – ” message, they may not even be sure that they called the right number or might assume that they won’t get a call back and not even bother leaving a message. Your voicemail is important.
You might be surprised by how easily people can be turned away by poor grammar or typos in an email.
Do you have an email signature set up? It’ll make your life a bit easier – every email you send can automatically include your contact information. It saves you from typing it in every time and forgetting certain aspects. You don’t need to include a fancy logo or different font, but it will look more professional.
Even if you don’t typically give out your social media information, people can find you if they want to. Set your social media accounts to private if you don’t want to have to clean them up. Alternatively, consider having two separate accounts: one for business, and one for personal use. That way, you can let your clients follow you on social media and only post things related to health care.
For compliance reasons, it’s best that you don’t use social media to directly contact clients. Keep your conversations regarding their health care plans private.
Always remember to follow up with your clients to recap from meetings and make sure they are happy with their decisions. You’re in the people business.