3 Ways to Eliminate Follow Up Fatigue with a Proper CRM Implementation

When something is not built or implemented correctly, it causes unnecessary stress for the end-user. It could be a vehicle with faulty mechanics, a website with outdated code, or a house that was built using shortcuts. A CRM is no different. When the implementation is done poorly, the salespeople and the business suffer. For the salespeople, the stress causes Follow Up Fatigue.

Follow Up Fatigue happens when your life is consumed with unneeded follow-up which causes other areas of your life to deteriorate from business relationships to family life. If you want to learn more about Follow Up Fatigue, you can read our series of articles. Although Follow Up Fatigue is common in the workplace including locally-owned small businesses, it does not have to be the norm. In fact, any business that uses a CRM can start eliminating Follow Up Fatigue with a proper CRM implementation. If you already have a CRM, it is not too late. The following recommendations can still be implemented in an existing CRM.

Here are 3 ways that can help you eliminate Follow Up Fatigue when you are implementing a CRM. Use these ideas to create “Wins” for your team and the CRM so that the team sees the CRM’s value.

Set clear business goals and use the CRM to measure your results

Every business has a goal to improve sales and increase revenue, but if you do not clearly state how you want to reach those goals, it is difficult to reach them. Why? Because the goal to improve sales and increase revenue is too general. Clear business goals include defining key performance indicators (KPIs) that need to be measured. For example, you would like to increase sales by 25% from website leads. This is a clear goal because you have defined your percentage and its source. You can set up your goal in your CRM and track your website leads. If you do not have website leads set up as a goal, you are increasing the risk of Follow Up Fatigue, because you do not know the source. Therefore, you are treating every lead the same. Qualified or not. Business goals give you direction. Your CRM helps you stay on track and reach your goals.

Management must lead the way in proper CRM use

When leaders lead by example, businesses grow, and employees follow. Businesses that excel in the adoption of software and technology start with business owners and upper management. Invite key team members to become involved in the planning stage. Layout a plan of implementation that shows how your business will use the CRM collaboratively from owner to project manager. When a plan of expectations, responsibilities, and accountability is included in the CRM implementation, your team will know what is expected of them. This will minimize internal Follow Up Fatigue, but it is only successful when management leads the way. If you would like to learn more on this subject, you can read our article, “CRM Implementation: 3 Practices That Will Make It Successful.”

Automate tasks both internal and external

Automation is a beautiful time saver when it is set up correctly. It can be used for internal tasks and processes as well as prospect and customer nurturing. Follow Up Fatigue takes root when we feel like we must respond to every inquiry and be in control of every follow-up. It can also take root when your team is unsure of what is happening and eats up time trying to get answers. Automation can be used in many ways. Here are few ways that you can use CRM automation to eliminate Follow Up Fatigue and reduce your stress:

Many internal processes can be automated with tasks and notifications, so you always know where a customer order or project stands
Customer appreciation can be automated through your CRM such as birthdays and referral discounts
Email drip campaigns can be automated to nurture prospects and customers with tailored content to meet their needs and make them feel valued
Segmentation of contacts can be automated with pre-determined criteria
Detailed and specific reporting can be automated and sent to people such as executives, sales managers, or warehouse managers

Conclusion

The common denominator is CRM. How it is implemented determines if you are creating unnecessary Follow Up Fatigue or eliminating it. If you are experiencing Follow Up Fatigue and would like to know how to eliminate it with your CRM or are not currently using a CRM, contact us at 301-332-0613 or fill out the form. We would love to help you develop a strategy to eliminated Follow Up Fatigue.

When you stack magnets, their power is exponential.

Stacking Magnets

Think about your best clients and what actions they took when first buying from you. Build magnets based on these actions. Here are examples of how to stack magnets:

Fractional CFO Service Company

TOFU – Cash-Flow Forecast Template for Founders.
MOFU – 3-part email class on “Scaling from 500K to 5M using videos.
BOFU – Free 30-minute “Financial Check” with a 90-day pilot option.

. Residential HVAC / Plumbing Contractor

TOFU – Seasonal Maintenance Checklist to Avoid Breakdowns
MOFU – Educational videos on “What To Check Before Calling For Help.
BOFU – Free home system inspection plus a discount on annual plans.

Specialty Retailer or E-Commerce Shop

TOFU – “Find Your Perfect Product Style” quiz with personalized recommendations and a small first-order discount.
MOFU – How-To Guides, Lookbooks, and Comparisons

BOFU – Limited-time starter kit, cart-abandonment coupons, and free shipping.

This “magnet stack” approach—clear value at each stage, linked to your core offer—will pull the right prospects from curiosity to commitment.

Getting it Done

Apex Advisory Group, a professional services firm, had four sales reps plus the owner selling and servicing clients, but deals were inconsistent and follow-up was ad-hoc.

Apex engaged CCC, www.cccsolutions.com, to help build their sustainable sales pipeline. The team focused on the ideal client’s journey, selected magnets, and created a sales process to manage prospects. The magnets were:

TOFU – Risk and Readiness Checklist.

MOFU – Quarterly Webinars and Case Studies

BOFU – Business Circle Invitation

CCC set up X2CRM to segment, track, and reach prospects and remind salespeople to follow up. At every stage, the CRM captured new information and responded based on specific prospect actions.

Apex Today

Apex now has a repeatable sales engine: Their magnets consistently attract new prospects, X2CRM nurtures and scores them, and the sales team focuses its energy on the best opportunities.

With CCC Solutions guiding strategy and configuration, Apex built a sustainable, measurable pipeline that increased sales while reducing the chaos of manual follow-up.

FREE ebook:
Build More Revenue with Less Follow Up Fatigue

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