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5 Strategies for Creating Effective Follow-up

(c) Tracey Lawton

May 2012

For a solo professional having an up-to-date contact management database is one of the KEY administrative systems you have to have for your business. And, even more important, is having a system in place to create effective follow-up. Your business is built on following up leads and building relationships.

If you don’t have a contact management system in place, you will not be able to follow-up effectively with prospects, you could lose clients, and you will not be able to build your business.

Your contact management system needn’t be a ‘bells and whistles’ expensive database but it does need to be easy to use, easy to maintain, and easy for you to find your contact data. Once your contact management system is in place you need to ensure that you keep it up-to-date and are using it to follow up with prospects.

Spreadsheets are a great tool for keeping track of your contacts, but even they have their limitations, particularly if your database is starting to get very large - anything over 100 contacts really needs to be on a computerized, contact management database.

My very favorite contact management system is ACT! It really meets all of the criteria above in that it’s:

Easy to use;
Easy to maintain; and
Easy to find contacts.
And here’s a tip I have for you – you don’t necessarily need the latest version, especially if you’re going to use it just for yourself. I bought my first version of ACT! (ACT! 6.0 2004) off Ebay for $20. If you’re going to buy software off Ebay check that it’s being sold as ‘brand new and unregistered’. This was a very small investment for me to make to see if I liked the system and once I knew it was ideal I had no hesitation in upgrading to the latest version.

Keeping your contact management database up-to-date can seem a bit daunting, particularly if you have a lot of contacts. Here are my top 5 strategies for creating effective follow-up and keeping your contact management system up-to-date.

1. Update as you go along! Whenever you speak with or email a contact take a few minutes afterwards to update your database with this information BEFORE moving on to the next task. For example, did your conversation end with you promising to contact them again in a months’ time? If so, note this down and create a follow-up task there and then so you don’t forget.

2. Touch base regularly. Each month go through your database and see who you haven’t had any contact with over the last few months. Send them a ‘just getting in touch with you’ email, or call them.

3. Don’t forget good old-fashioned snail mail! Even snail-mail has gone all hi-tech. A great follow-up tool, and one that I currently use, is Send Out Cards - it's really quick and simple to use. You can choose to send either a card or postcard, and it makes for a great ‘stay-in-touch’ service. And just as simple to use as email, only more personal! You can even upload your own handwriting font to personalise your cards even more.

4. Send a newsletter. Okay, it’s not exactly personal one-on-one follow up, but it is keeping you in touch with your database. Very often your newsletter will generate a response from your reader, which means you will be able to turn this into a one-on-one communication with your contact!

5. Keep the process going! Make it a habit to update your database regularly. If you don’t get the opportunity to update your database as you’re going along (Tip #1) spend 20 minutes at the end of each day reflecting on what you’ve done during the
day, who you’ve contacted, what the outcome was, and enter all of this information into your contact management system.

Follow these 5 tips and you will soon see your business start to grow through effective follow-up!

About the author: Online Business Manager & Virtual Assistant, Tracey Lawton, supports professional speakers, coaches, and authors to operate an efficient, organized, and profitable business. Learn how to create an efficient and organized office in 7 EASY steps, and receive free how-to articles


How To Advertise Your Business Using Videos And YouTube

by Cathy Dionisio

May 2012

Video marketing is one of the most effective ways to drive targeted traffic to your website or business blog. YouTube is by far the most popular video sharing website that allows people from all over the world to create free accounts and share videos. It was created in 2005 by three former Paypal employees. With a YouTube account, you can upload, share, and view videos from people around the globe.

Because YouTube is an online communications website, most people use it for fun but some use it to their advantage to market their products and services. There should be useful information in a video, an interview or something that the consumer can use to become familiar with the company, if it is a business video. Video marketing allows businesses to communicate with their prospective customers in ways never seen before. For instance, you can get a sense of your dentist's personality, rather than just go through names in a directory. If you are thinking about hiring a piano teacher you may find a video where you can view the teacher's instruction style.

To get your YouTube video in front of millions of people, you have to optimize it for search engines just as you would optimize your website or blog to get targeted traffic. Search engine optimization is a way in which businesses or individuals tell search engines what type of traffic they should send to their blogs or websites by utilizing relevant keywords.

Most people get either no traffic or lots of useless traffic to their blogs or websites on a daily basis because they don't know how to optimize them for search engines, and this applies to video marketing as well. This all starts with keyword research, and there are lots of free keyword tools that will help you choose your keywords carefully. One of these free keyword tools is Google Ad words, this tool allows you to see just how popular your keywords are before you can decide to use them on your website or blog.

When people are looking for something for something on the internet, they type search terms in their search bars; search engines will then go out in an attempt to find websites, videos, blogs, articles, etc. that are optimized for that specific keyword phrase.

For instance; if someone is looking for restaurants in Miami, they may type in "north Miami thai restaurant." If your website, video or blog is optimized for this particular keyword phrase, it is most likely to appear in the search results. If you have a YouTube video, you should use this phrase in the title of your video as well as the description. You can make a video that highlights some of the dishes that are cooked as well as shows the interior of the restaurant.

If there are no people visiting your website or blog, your business will not make it because you cannot make any money if there are no people looking to purchase your products or services. Video marketing will help you get targeted traffic to your website and enable someone to see your store, restaurant or service in a more personal way.



MONTHLY QUOTE FOR MAY


Blaming mother is just a negative way of clinging to her still

- Nancy Friday


BLACK ENTREPRENEUR LAUNCHES UNIQUE GIFTING WEB SITE JUST IN TIME FOR MOTHER'S DAY

-- New Online Service Updates the Wish List by Adding Comparison Shopping and Social Networking --

BlackNews.com

May 2012

Mother?s Day is mom?s special day and there's no reason for her to settle for mediocre gifts ever again. GiftCaddie.com (www.giftcaddie.com) is a new and free gift registry service that makes gift giving as easy as online banking. With just a few clicks mom can let her wishes be known. She can select items from all over the Internet and create her Mother's Day wish list complete with photos, prices, descriptions, and where to buy.

Mom can even request cash as a gift or customize her gift request with Gift Caddie's 'My Secret Wish' feature. Gift Caddie lets mom easily share her wish list with family via Facebook or an e-mail invite.

GiftCaddie.com?s co-founder, Teresa Savage, explains, "Moms are busy and don?t have time to search through several websites to find the gifts they want and then create a separate wish list for every site. Also, sometimes mothers are shy about asking for what they really want. Gift Caddie.com is an easy way for mom to express her desires and a convenient way for gift buyers to grant them."

GiftCaddie.com?s innovative social networking and seamless integration of media deliver an unparalleled experience for moms to choose gifts, share gift requests, and purchase presents all on one website. Online shoppers will appreciate having all the information needed to buy and send the perfect gift at their fingertips.

GiftCaddie.com?s partnership with comparison shopping site, PriceGrabber, lets everyone save time and money. Mom simply types in the kind of gift she wants, such as a purse or golf clubs. GiftCaddie.com searches through thousands of items and brings back a list of gift ideas that mom simply drags and drops into her virtual shopping bag. The system automatically creates a display of the ten items mom wants most.

If mom needs more help selecting gifts, she can click the "Gift Suggestions" icon and find a huge selection of tips. With endless choices and access to 13,000 online stores, mom is certain to find something she?d love!

Here?s more fun things GiftCaddie.com can do:
* Send thank you cards from the gratuity page.
* Share private messages with friends.
* Create a separate account for other family members.
* View a friend's Gift Caddie wish list.
* Buy gifts without registering.
* Comparison shop for the best price.


Gift Caddie.com is perfect for every special occasion - birthdays, holidays, graduations. To learn more about Gift Caddie and set up a free account, visit www.giftcaddie.com.

View the video on YouTube:
www.youtube.com/watch?v=wW-YVo_kfHw


Essential Network Marketing Secrets For A Successful Business

By David Sharp

May 2012

There are several myths about network marketing that many people believe. This is why most of them are not successful. However, with a good understanding of network marketing secrets, a business can be successful and rewarding.

One myth is that network marketing is a part time job that will earn money fast. To progress, a network marketing business needs to be treated like a full time job. When distributors feel that you are seriously pursuing your business, they will feel secure about joining your team.

Another important secret is to become established as an expert in the business. Use the latest marketing strategies. Distributors will flock to a business that is in the forefront. One way to do this is to offer an email course about online marketing or other business practice. Add information about your network marking in the body of the text without overdoing it. It shouldn't look like an advertisement. If you are giving advice, you will be seen as a leader in the field.

Online marketing is essential to acquiring and keeping distributors. Cold calling and print advertising may work occasionally but not nearly enough for a successful business.

Online marketing secrets include:

-            A good website that has information about the business, products and opportunity as well as articles, marketing and business tips, free tools and other things that will attract people to the website. Once there, they will see the opportunity to join the team.

-            A newsletter that is sent on a regular basis-It can have interesting articles written by others with discrete advertising about the networking marketing business products and opportunities. In order to receive the newsletter, people have to give their name and email address. This becomes a good lead because the person has already expressed an interest in the business by signing up for the newsletter.

-            Another way to get leads is to offer something free on the website. This will also attract interested people to give their name and email address.

-            Leads can also be bought. Bought leads need to be from reliable sources. They need to contain the names and email addresses of people who have already expressed an interest in something the network business offers. Otherwise, the list is a waste of money.

-            Get a high ranking on search engines. Keywords about the business are not enough. There should also be keywords that will attract people who are looking for some of the other things offered on the website. Free business tips, strategies and online courses are some of the things people look for.

Allowing your distributors to have access to you is important to maintaining a good team. A blog with comments, a forum, a phone number or email address are all ways distributors can contact you with questions and ideas.

You should consider yourself the foundation on which your business will be built, not as the CEO and everyone else is under you. As with any successful business, a good plan and dedication will get you past any initial hurdles.

About Author: Let David Sharp show you how his successful network marketing team members have generated hundreds of leads and thousands of dollars in commisions in less than 90 days! Watch the video to see how you can do it too by clicking here: http://www.DaveSharpMarketing.com



Be Yourself And You Will Get More Clients

May 2012

You may have asked yourself, "If I know what I want, and I know how to do it, and it's all spelled out for me here, then WHY am I not getting it done?" It's frustrating and sometimes demoralizing, because we often end up beating ourselves up as a result. I know I have.

I call it the case of the missing obstacle. When you know something's stopping you, when you're sabotaging your own behavior, but you don't know WHY, it's time to delve deeper to see what the gunk is that's underneath the surface. If you don't figure this out, you'll stay in the exact same 'stuck' marketing place and not grow your business.

Here's a client example. "Susan" and I had been talking about sending out a specific letter to her network, for MONTHS. As I do with every client, I've given her 8 or 9 different examples of what the letter can look like. Heck, she probably even has it written already, but for some reason, it hasn't been sent out yet. And every time I ask what's going on, the answer is mumbled and unclear. I took a compassionately ruthless stand for her and asked if I could figure out with her what was going on. We dove in.

You hear people talk about 'Fear of Failure' all the time, but in my experience, 'Fear of Success' is just as prevalent. You see, Susan knows deep down inside that when she sends that letter of introduction about her services to her entire network (friends, family, clients, prospects, colleagues, former co-workers, etc.), she would essentially be 'outing' herself, she wouldn't be able to hide and play small anymore. She would eventually get lots of clients as a result (it's inevitable; I've seen it hundreds of times over).

This 'Fear of Success' was stopping her because it was combined with a nasty case of 'Fear of What Others Will Think.' What really kept her from sending the letter talking about her new business was imagining her former colleagues, those she did extensive training with, receiving the letter and thinking:

"She is so presumptuous to think that I would want to help her." "What has she DONE with her training?! This isn't serious." "What she's doing now is flaky, shallow, and unprofessional." "She had such potential as a blank-blank-blank; I can't take her seriously anymore." But that wasn't all! On top of all that, my client was also worried that if/when she fills her practice and becomes financially successful, people will envy her, will think she's too good for them, and won't like her (old gunk passed down from her mother).

No wonder she didn't want to send the letter! The deep-seated fear of having colleagues disapprove of her, added to the fear that people won't like her when she becomes successful, was almost unbearable. The thing is, none of these was valid; they were all self-created (we deflated each of these balloons down to nothing). So essentially, all of these fears were made-up, and null and void. She committed to doing the letter this week. It was a major breakthrough for her.

Now, don't get me wrong here. I'm no stranger to the fear of what others will think. In fact, I was a pro at it, until recently. For 36 years, and until a few months ago, I would stop myself in my own tracks and not know why. Now, I'm a self-described high-achieving-go-getter and all that, but underneath, I played it safe for fear of what others will think, just because I wanted people to like me.

The thing I realized recently is that you can NEVER control what people think about you. Yes, you can do smoke and mirrors, fancy manipulation, and damage control, but in the end, people will think about you what they will, good or bad. And even if it's GOOD, you can't control it, because everyone's thinking about others through their own filter. Each impression of you is filtered through their own experiences, their own fears, their own projections, and all that stuff you can't control, even if you tried tirelessly.

So I have a new expression. It's two words and it's not appropriate for printing here (my clients know what it is), but when I start thinking about what OTHERS will think of me if I do something, I say it quietly to myself. Inevitably I smile, because it's a little naughty, and then I go do the thing that's going to move my business forward, no longer as worried about what others will think. It works for me and now a bunch of my private clients use the same unsophisticated, yet very effective technique.

Do you see how tricky this whole thing is? Getting stopped in marketing is not 100% lack of marketing knowledge. It's also that OTHER invisible stuff, which is holding us back that we don't see or can't touch. And when you eliminate it, when you pop those balloons of fear and limiting beliefs, then there's nothing left to hold you back.

You can then move forward easily, in marketing, in life, and into making what you REALLY want to make in your own business. Otherwise, you're playing small and what's the point in that? My friend Maria makes me laugh when she says, "Go BIG or go home." It's my new motto, and falls right in with the following quote. Although you've seen it a thousand times, it bears reading again, in light of what we're talking about today:

"Our deepest fear is not that we are inadequate. Our deepest fear is that we are powerful beyond measure. It is our light, not our darkness that most frightens us. We ask ourselves,Who am I to be brilliant, gorgeous, talented, fabulous? Actually, who are you not to be?You are a child of God. Your playing small does not serve the world.

There is nothing enlightened about shrinking so that other people won't feel insecure around you. We are all meant to shine, as children do. We were born to make manifest the glory of God that is within us. It's not just in some of us; it's in everyone. And as we let our own light shine, we unconsciously give other people permission to do the same. As we are liberated from our own fear, our presence automatically liberates others." —Marianne Williamson

Your Client Attraction Assignment:

You can NEVER be fully Client Attractive when you're worried about what others will think, when you shrink and minimize yourself and your talents for fear of making it big and then having others envy you. To get you out of your own way when it comes to marketing, I want to change the Dr. Seuss quote slightly:

"Be who you are and [get marketing] because those who mind don't matter and those who matter don't mind."

That said, if you want to fill your practice FAST, you still need to know how to market your services. If you want to set up a step-by-step marketing system that feels easy and authentic to you, The Client Attraction Home Study System will help. With it, you'll prioritize what to work on first, clear the decks, and avoid all the unnecessary stuff. It gives you the most important things to do to set up simple, solid systems to consistently fill your pipeline and continually get new clients. It's all step-by-step, not a big mishmash of things. So, you do step one of the system, and when you're done with that, you move on to step two, and so on. So easy. All the tools, scripts, templates, and examples are handed to you on a silver platter.

The lesson here is, it's time to get over the hurdle and do what it takes to get to the next level.

About the Author: Fabienne Fredrickson, The Client Attraction Mentor, is founder of the Client Attraction System, the proven step-by-step program that shows you exactly how to attract more clients, in record time...guaranteed. To get your F.R.E.E. Audio CD by mail and receive her weekly marketing & success mindset articles on attracting more high-paying clients, visit http://www.ClientAttraction.com.




How to Write an Insurance Business Proposal

May 2012

If you are in the business of selling insurance, then you know that many clients are looking for customized insurance packages. Mass-mailing brochures that list every product and service you have to offer might seem like an efficient way to go about attracting new clients, but it's not an effective way to close the deal. Sure, you might want to use a strategy like a mass mailing or an advertisement to get people to call you for more information. However, after you've identified potential customers, the best way to secure them as new clients is to identify their needs and then write a business proposal that describes how you can meet those needs and why you are the best choice to buy insurance from.

The field of insurance covers a wide range of offerings and customer types. You might specialize in insurance for realtors or for building contractors, homeowners and auto insurance for families, or in insurance offerings for corporations, which could include life insurance, liability insurance, bonding, health care coverage, and disability insurance, as well as insurance for all corporate assets such as buildings, vehicles, and equipment. But no matter what sort of insurance services and packages you offer, the basics of writing an insurance business proposal remain the same.

How do you get started writing a proposal? First of all, you will research your potential clients, most likely by chatting with them on the phone or in person. It's vital to be able to put yourself in their position, to understand what their needs and wants and concerns are, because, for best success, you want to write a proposal that is customized for each client. Of course you'll use a lot of the same information in all your proposals, but each proposal should be specific enough to show that you are responding to the particular needs of that client. The key to winning new contracts is proving that you understand your customers as well you know as your business.

After you have a good grasp of your customer's situation, you're ready to sit down and write the proposal. All business proposals follow a basic structure: introduction, description of needs, explanation of how you will meet those needs, and then a description of why you can be trusted to do the job. That doesn't sound so hard, does it? You know your business, and after you've researched your potential client, it shouldn't be difficult to write a proposal. You can also make the process easier and faster by using a pre-designed proposal kit, which is designed especially for writing proposals and other business documents. The templates in any good kit provide instructions and examples to help you get the right information on each page.

Let's get started, working from the top page of a proposal to the last. Naturally, the first page you'll need is a Cover Letter that briefly explains who you are, why you are writing, and provides all your contact information. Following the Cover Letter, you should create a Title page, which is simply a name for your proposal, like "Proposed Insurance Package for PQR Corporation" or "Homeowners and Automobile Insurance for the Martinez Family." If you are creating a complex document that many people are likely to read (as for a corporation), then you might want to insert an Executive Summary or Client Summary page next - this is simply a list of the major points you want to make. A page like this may be scanned by top-level readers, who are likely to pass your proposal on to lower-level decision makers for a complete evaluation. This completes the introduction section of the proposal.

Next comes the client-centered portion, or the description of needs. Here you will prove that you understand your potential customer, by including pages like Needs Analysis, Client Background, Risk Assessment, Considerations, Requirements, and so forth. Depending on the type of insurance you're proposing, you may also need to include pages that describe the items - Assets or Personnel to be insured - so you can be sure that you and your potential client agree on the range of coverage you are discussing.

After you have described your understanding of your client's needs and concerns, then proceed to describe how you propose to meet those needs, and what it will cost. You'll most likely include pages with titles like Recommendations, Options, Comparison, Policy, Premiums, Contract and Terms, Claims, Exclusions, Reliability, Bonding, and so forth, to spell out exactly what you are offering.

In the final proposal section, you will provide proof that you are the best choice to supply the insurance coverage needed. To do this, you'll include information about your company such as a Company History, About Us, and/or Experience page, and pages that mention your customer base, such as Our Clients or Clients Served. If you have special Certifications or Training, have won Awards in your industry, or have Testimonials from clients to recommend your services, you'll want to include those, too.

The final page in your proposal should be a call to action or Next Steps page, where you state what you want the client to do next, such as signing the enclosed contract or calling you to set up a meeting for further discussion.

Be sure to double-check every page to make sure spelling and grammar are correct and that everything looks professional. It's always a good idea to employ a professional proofreader or editor, or at least get someone who is unfamiliar with your proposal to scrutinize it. If you present a proposal that is full of grammatical errors, your readers may conclude that you are likely to be just as error-prone in your business dealings.

Before you deliver your proposal via mail, email, or by hand, make sure your proposal looks good, too. Use a professional design that adds graphic elements and dashes of color to enhance the visual appeal of your proposal and works with your company logo.

About the Author: Ian Lauder has been helping small businesses and freelancers write their proposals and contracts since 1997. => For more tips and best practices when writing your business proposals and legal contracts go to http://www.proposalkit.com


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