FOLLOW-UP MATRIX

SOP & CHECKLIST

“How to Expertly Follow Up On

Your Prospects”
FOLLOW-UP MATRIX
SOP‘S & CHECKLIST

Table of Contents
OVERVIEW 2
THE NUTS AND BOLTS OF THE FOLLOW-UP MATRIX SOP 3-19
Opportunities Status and Custom Fields 3
Opportunities Status 4
Custom Fields 6
Smart Views 9
Email Templates 11
Email Sequence 13
Sending Email Sequences 15
Using Close.io Tasks 17

THE FOLLOW-UP MATRIX 20-29

Assigning Tasks between Team Members 20
Triage and No-Show Standard Operating Procedure 21
Open Deal, Future Close, and New Sale Standard- 23
Operating Procedure
Setting Tasks for Open Deals 26
Updating the Contact Field 26

POST-CLOSE STANDARD OPERATING PROCEDURE 30-40

New Sale Standard Operating Procedure 31
Goal Setting Play 33
“OPM” Play 34
Hunting Standard Operating Procedure 36
Follow-Up Hour 37
Checks 38
Redundancies 40
LONG-TERM FARMING 42-46
Priorities 42
Pipeline Dynamics 44
Farming Your List Long-Term 45

EPILOGUE 47
 OVERVIEW

“No.” The word you’re most likely to hear more often than not. And sometimes,
it can even be an answer that’s much better than silence. No matter how hard
we try, we cannot deny the reality that rejections are inevitable, especially in
sales.

Because the truth is, not all sales calls are made equal. Some close on the first
try, while others don’t.

But should a single word or none at all stop you from scoring the catch?
Remember, it is only when a lead starts to push back and resist committing to
purchase that the sales battle has actually begun.

So, your lead didn’t close or even show up? No sweat. As long as you know what
the next steps are when you follow up, you’ll be just fine. Consider this resource
your Follow-Up Call Survival Guide. With its systematic follow-up approach,
you don’t have to worry about not knowing what’s next. Here are some of the
things we hope you will achieve after consuming this resource:

⚫ Master the basics of Close.io. Any tool can be confusing if you don’t know
what it’s for or how to use it. This guide will help you learn everything you
need to know about using Close.io.
⚫ Learn the proper follow-up process and/or curb existing bad follow
up habits. If you have already been exposed to the sales industry, most
likely, you have already developed an unhealthy follow-up sales process.
We hope to correct that and instill in you the proper habits and
procedures when checking in with your prospects to ensure client
conversion and the best client experience.

⚫ Revive your dead leads. With this SOP, you can start getting those missing
leads back and watch your close rates explode.

2 FOLLOW UP MATRIX CHECKLIST

 THE NUTS AND BOLTS OF THE
FOLLOW-UP MATRIX SOP
(Intro Video Link)
Every process and framework is just like cooking. If you don’t have the essential
ingredients or don’t know how to slice and dice, you can never expect the
food to taste good. The same concept goes for the Follow-Up Matrix SOP.
Not learning the basics would only be a recipe for disaster—you’d lose your
workflow, forget critical prospect details, and basically just create chaos in
your life. Before we dive into the SOP, let’s find out some essential details that’ll
help make your calls easier for you.

Opportunities Status & Custom Fields

(Opportunities Status & Custom Fields Link)

Let’s face it. Maintaining a good relationship with your prospects and having a
great quality follow-up call rely heavily on having a comprehensive list of lead
data. The information includes the prospect’s likelihood of buying the product/
service, the kind of objections they threw on the first call, or their qualification for
the program you’re offering. Keeping track of every important detail is vital to
the success of your followup calls. Close.io’s opportunities status and custom
fields allow you to record these data, making your calls much more effortless
and giving you more opportunity to build rapport with your prospects.
FOLLOW UP MATRIX CHECKLIST 3
 Opportunities Status

The Opportunities status section found on the left-hand side of the screen
allows you to track different types of transactions. Moreover, this section will
give you a clear idea of what opportunities you can use to close that lead.
The most common ones you’ll be dealing with for calls that are not yet closed
are Payment Plan, Future Close, and Open Deal. Listed below are the different
types of Opportunities status.

⚫ Deposit – you can think of a deposit as a downpayment. Select this when

the prospect paid a deposit upfront before they fully close.

⚫ Pay in Full – If the prospect has decided to pay the whole program in full,
select this opportunity status.

⚫ Payment Plan – if your prospect is already in a payment plan, select

this status. Though the client file is open, the Contact field may be blank,
so remember to choose your prospect’s name in the dropdown menu.
Finally, the Notes section is one of the essential parts of the Payment Plan
status. It helps you become more communicative with your prospects

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 once you make your follow-up calls. You can also enter the type of
payment plan you will be offering, funding options the prospects may
have, or any other types of opportunity that you may have missed in
your first call.

⚫ Future Close – when you are more than 60% confident that you can close
that lead and you have a tentative date to seal that sweet deal, you
need to select the Future Close status. This is one of the most common
statuses that people use.

⚫ Open Deal – just like Future Close, Open Deal is also one of the most
common statuses most people use. An “open deal” is anyone you’ve
already pitched to and already knows your offer. However, they are still
unsure if they will buy.

The amount in the Value field must be the total contract value. Whether or not
the prospect has closed on your strategy call, always put the total contract
value in the Value field. It allows you to calculate how much will be the collected
cash and keep track of how much you are closing in total. If you have discussed
a particular payment plan in the call, the information must be in the Notes.

Additionally, there are three more types of statuses you can use for leads that
are not yet closed. These statuses are Applied for Funding, Pre-Approved
for Funding, and Awaiting for Funding. You will use these statuses sparingly
as you can put through only a few people funding. However, these are still
important in monitoring what stage of the deal/funding your prospect is in.
We’ll break down how to handle an Open Deal and a Future Close at a later
part in this resource.

FOLLOW UP MATRIX CHECKLIST 5

 Custom Fields

The more data, the better—that’s a rule of thumb for any type of business,
whether it’s sales or marketing. Aside from the Opportunities Status, there are
more ways for you to take note of your prospects’ information to help take the
guesswork out of doing a follow-up call. The Custom Fields lets you keep track
of the first touch with the lead. Here are the things that you can find under this
section of Close.io:

⚫ Lead Owner – leads should have somebody assigned to them unless

they’re imports. As the name implies, whoever has contacted the lead
or scheduled an appointment with the customer is the lead owner. So
if you are the one making the pitch with the prospect, that makes you
the lead owner. This field makes it easy for you to find and contact your
prospect again should the need arise.

⚫ SOP – Normally, the lead gen does the triage. So when you move in to
do a strategy call, the name listed in the Lead Owner field would show
somebody else’s name. A transfer of ownership is necessary if you want
to call the lead. But if you choose to pass it on or abandon it, the lead
owner stays as is until someone else does the pitch.

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⚫ Lead Quality – among the information you will enter in Close.io, lead
quality is the subjective one. After all, it’s based on your initial assessment
or impression of the prospect. The primary purpose of lead quality is
to give the marketing team feedback on whether the leads coming
from a specific source are good or whether they need to improve lead
generation. Here’s how you assess lead quality:

0. No-show

1. The prospect showed up but is not a good fit, rude, wants another
type of service/product/program that you’re not offering, is not
financially qualified, a mix of some, or all of the above
2. The prospect is a good fit but isn’t financially qualified nor
experienced but is in the right industry

3. The most common type of lead, this prospect is a good fit, likely
financially qualified, may have an objection or two and is closeable
4. Also a common type of lead, this prospect is relatively urgent and
is open to finding funding

5. This type of lead is ready to be converted. This prospect is either a

referral, a follower, or an upsell. He/she has money, already knows
about your program/service/product’s details, and is urgent.

Objections Faced – this custom field shows you what type of objections the
prospect threw in the first call. Ideally, it should have no more than 2. The best
thing about the Objections Faced is that it allows you to adjust your tone in the
follow-up call according to the prospect’s previous objections. Here’s a list of
objections you can find in the dropdown menu:

º Covid º Partner
º Denied credit º Talking to other coaches
º Fear º Not Decided
º Hung up º Time
º Logistical º Trust
º Money º Value
º No objections º Wasn’t looking for what we offered

FOLLOW UP MATRIX CHECKLIST 7

 (Opportunities Status & Custom Fields Link)
Let’s face it. Maintaining a good relationship with your prospects and having a
great quality follow-up call rely heavily on having a comprehensive list of lead
data. The information includes the prospect’s likelihood of buying the product/
service, the kind of objections they threw on the first call, or their qualification for
the program you’re offering. Keeping track of every important detail is vital to
the success of your followup calls. Close.io’s opportunities status and custom
fields allow you to record these data, making your calls much more effortless
and giving you more opportunity to build rapport with your prospects.

Additional Custom Fields

Some of us are just not as organised as we like to be. That’s why these three
custom fields are highly recommended. These allow you to decide which lead
to call at when and more:

⚫ HYPER LIST – ythis is the proverbial hotlist. In this list, you can find the
leads that you can close in t-minus seven days. This shows you who
to check up on more than usual. It may probably not have more than
ten people in the hyper list. Those who close or don’t show up will never
make it to the hyper list.

⚫ HIT LIST – this list contains about 10-30 people who are more likely to
close than others (next week, next month, next few months). The people
you can find in the hyper list can also be found here but not vice versa.
Though the hit list prospects are closeable, they’re not as closeable as
those on the hyper list.

⚫ CALL LIST – you can think of the call list as your task list. It’s something
you can toggle on and off every 48-72 hours. This contains more people
than the hyper list and hit list. Depending on whether the lead is a no-
show or not, people on this list may be taken off once you do a follow-up
call.

Note: In the first 5 minutes of the follow-up hour, all you need to do is scan your
lists. Then, you start calling your prospects, beginning with the Call List ones,
going up to the Hyper List.

The Agreement Sent Custom Field

Most sales calls involve sending an agreement to the prospect. The Agreement

8 FOLLOW UP MATRIX CHECKLIST

Sent custom field is made just for that. It only has two options under the
dropdown menu, which are “yes” and “signed.” Take note that the “sent” status
is more important than the others since it allows you to know if the prospect is
interested in your offer or not. Pay attention to these things when filling out the
Agreements custom field:

⚫ Call Notes – your call notes are not your journal. These are usually just
a maximum of 10 trigger words relevant to you and other people for
search purposes. It’s also important to know that not every call gets
notes. And you only have to use this when the call is noteworthy. If you
have a question regarding your call that needs answering, you may use
it for that purpose.

⚫ For review – if you want your call to be reviewed or simply want to get
back to your call to study it, you can tick the box on or off as needed. If
you’re going to get back to it yourself, remember to set a task to review
it at a later date or time.

⚫ Lead source – now that the sales team is tied more closely with the
marketing team, the lead source is more important than ever. It helps
improve marketing effectiveness and announces if traffic is coming from
social media platforms, ads, or organic search. It also allows marketers
to identify which platform provides better traffic/leads. Typically, once a
new booking is created, the lead source is already filled with information
by Zapier. But if it’s blank, the lead may have arrived organically and
needs to be filled out correctly. You can also take an empty lead source
as a sign that your Sales Manager needs to improve their process to
extract data from the prospect more efficiently.
Since not all programs or companies send agreements to their prospective
clients, this custom field is usually optional.

Smart Views
(Smart Views Video Link)
Wouldn’t it be great if you could get access to your call list or hyper list in just
one click without having to browse through thousands of leads available in the
entire organisation? That’s what Smart Views are for. It’s a one-stop source for
the lists you want to access immediately. However, you cannot create Smart
Views manually. You need to set some specific parameters for you to make

FOLLOW UP MATRIX CHECKLIST 9

 the easy-access menu that you need.

Not sure how to create Smart Views? No worries. The following steps will be
your guide:

⚫ In the menu on the left-hand side of the screen, click Leads. This will take
you to the list of all the leads available to everyone in the company/team.
Look for Customize Columns found on the right side of Sort. It shows you
what columns are currently being displayed in the Leads tab.

⚫ Turn on Last Updated, Status, Latest Status Change, Objections Faced,

All Opportunity Value, Primary Opportunity Status, and Lead Quality
(optional). You may also choose to turn on any other column you feel
will be helpful to you.

⚫ Now that you’ve got your screen arranged accordingly, click Narrow
Results on the left side of Sort. A new menu will pop up on the right side
of the screen. Select Leads, and then Company, and type the company’s
name/account that you’d like to filter.

⚫ You want to drill down to leads that are assigned specifically to you.
Scroll down to Custom Field and select Lead Owner. Choose your name
in the dropdown menu.

⚫ Once the screen is now populated with your leads, you want to narrow
it down so that you’ll have the HIT LIST, CALL LIST, and HYPER LIST are
set up as Smart Views. You can select Current Status and, on the first
drop-down, choose if not any. You can select Strategy Call - Payment
Plan or Strategy Call - No Sale (Follow Up Required) for your Hyper List
on the second drop-down menu. For the Hit List, you can select Strategy
Call - Payment Plan, Strategy Call - No Sale (Follow-Up Required), and
anything else on that indicates a potential close. For your Call List, you
can select the previously chosen lead statuses and add calls booked
for a strategy call or people that haven’t been pitched to yet. Close the
Narrow Results pop-up menu and click the green Save as a Smart View
button on the upper right-hand side of the list. Name your Smart View.

Ideal Smart Views to have would be:

⚫ The name of the closer and all of his/her Open Deals of all time. Then,

10 FOLLOW UP MATRIX CHECKLIST

 make a note to call all open deals over 30 days old once per month.

⚫ The name of the closer and all of his/her Open Deals for the month.

Note: You should keep your smart view private for now to keep things organised
within your team.

Email Templates

(Email Templates Video Link)

Every company/team has their brand. It signifies unity and differentiates you
from your competitors. As a salesperson, one of the most reliable tools you
can use to keep in touch with your prospects or customers is your email. And
what better way to show unity and market your team’s brand than having
uniformity in your email?

You can find email templates in your settings on the lower left-hand side of
thescreen. One of the first steps to creating uniformity and organisation in the
emails is naming your email sequences correctly. You can follow this naming
convention for your email sequences:

FOLLOW UP MATRIX CHECKLIST 11

 [NAME INITIALS] - [ACTIVITY/PURPOSE OF EMAIL]
Example: Name: John Doe; Activity/Purpose: OPM Australia
JD - OPM AUSTRALIA

If you’d like to make any changes to the template, make sure to save it since it
doesn’t remind you to do so. Toggle the Share with Organization button to
make it accessible to you or anyone in your team when creating your email
sequences.

To copy an existing email template, you can simply click the three dots ••• on
the email template’s right-hand side and choose Duplicate. When editing your
duplicated template, you can use template tags to extract data from your
prospect easily. Before sending your email, make sure to review everything
(links, names, data). for the contact name to auto-populate on your subject
line, once you hit send, follow this format: {{contact.first_name}}. This will allow
you to load in anybody’s name, so you don’t have to keep editing them.

One trick to make sure you don’t miss anything out is to read your email out
loud. It also helps you determine the tone of your email message (if you sound
too aggressive, unconvincing, if your email makes sense, etc.). Also, you can
try to mould a particular habit that can serve as a mental sign that you’ve
read your email (e.g. leaving your signature blank in the template, putting a
line at the bottom that you need to remove each time you send one).

One of the best practices when sending an email is to test it by sending it to

yourself first. It lets you see if your email formatting is proper and not cluttered,
the tags work, etc.

Note: You can easily customise your email signature. Under Email right above
Email Template in the Settings, feel free to attach your picture, a picture of your
signature, your designation, and anything under the sun. Your email signature
is automatically attached to every email you send so that you can leave the
signature section of the template blank.

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Email Sequence

(Email Sequence Video Link)

Isn’t it jarring to have to remember when to send which email to a prospect?

You have to keep track of how many days it’s been or what the last email
you sent was. Well, now you can avoid having to go through that hassle and
automate all of your emails using Email Sequences.

The email sequence is a chain of different emails that you’ll send based on
pre-set time intervals. It helps lessen the time you spend having to pore over
your emails, trying to remember which of the hundreds of prospects haven’t
responded to you and what email you should send them in a particular day
or time. Typically, email sequences are used when the prospect is a no-show,
and the ideal length of a sequence should be a maximum of five steps.

Though it’s a convenient tool to follow up on your prospects, it can be very

disastrous as well. To avoid the damage of getting ghosted and ensure you
create the correct email sequence, follow these steps:

1. Ensure you have written up your email templates. Previously, you learned
how to create email templates. Once those have been shared in Close.

FOLLOW UP MATRIX CHECKLIST 13

 io, those email templates will load up on your email sequences. As long
as you named your email template according to the standard naming
convention, looking for your email template should be easy-peasy.

2. Create a new email sequence. Click Email Sequences on the main

menu right under Leads and click the green button on the right side that
says +New Email Sequence. A new screen should pop up. Name your
sequence according to the naming convention we used above.

3. Create the first step of your email sequence. On step 1, click the
dropdown menu to choose the first email template that you’ll be sending
to the prospect for a follow-up. Review your email to ensure everything
is correct (prospect name, signature, details on the email). If there’s
anything you’d like to change on the email you’ve chosen, you can
always edit your template using the Edit Template button. On the far
right of the dropdown menu, you can see the timing of when this email
will go out once the sequence is turned on. Typically, you should send
your first email immediately.

4. Scroll down to the bottom of the first step to add more steps. Click the
green button that says Add another step to add the next phase of your
email sequence. Select the appropriate email for your follow-up in the
dropdown menu. Change the interval on the far right of the menu to
your desired interval. It’s highly recommended for your emails to have
a three-week timespan to allow you more time to decide what other
actions you can take for your prospect in between emails. Review your
email and add more steps as necessary. Click Save and toggle your
sequence on.

Now, you have successfully created an email sequence. You can always make
changes to this sequence or add more sequences to suit the type of follow-up
you’ll be making.

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Sending Email Sequences

(Sending Email Sequences Video Link)

Sometimes, some of our prospects are just a little more difficult to reach than
others—whether they want to avoid talking to anyone, aren’t home to answer
your phone call, or simply just don’t have any battery life on their phone.
Whatever the case may be, there are ways to bring life to the lead that ghosted
you.

Under Leads, change the status of the lead from Strategy Call - No Sale (Follow-
Up) to Triage - No Show. On the Contact section, hover your mouse over the
contact’s name to display more icons. Click the ••• More Options button and
select Send an Email Sequence. Make sure that the From and To fields have
the correct email addresses on them. On the dropdown menu, select the
correct email sequence. Choosing the wrong email sequence can be seriously
problematic, so ensure you double-check (or triple-check if possible) that you
are using the right one. After that, review everything. Once you are confident
that the email is correct, click Start Sending.

FOLLOW UP MATRIX CHECKLIST 15

 Once you’ve finished the steps, you’ll notice a few changes in your screen. First,
under Contacts, you’ll see that your lead is now enrolled in a specific sequence.

Second, you’ll see the emails have already populated the blank space on the
right-hand side of the screen. An icon will appear right below the first email
indicating that they are all a part of a sequence. You can click the preheader
text to expand the email you sent.

A downside of the email sequence is that they can continue firing even
when you don’t want them to. For example, even if the prospect has already
reached out to you, it will still keep sending those emails if they responded
on a different platform (e.g. another email, phone call, text message). When
either of these two triggers is made, though, your email sequence should
stop: First, if the prospect replies directly to the email sequence; second, if you
manually stopped the emails. To do the second trigger, you need to go back
to your client file, click on the More Options button under Contacts, and select
Manage Email Sequences. Choose the email sequence you want to stop and
click Pause for This Contact, then Done.

Email sequences can be a disaster if not used carefully. You can lose a prospect
who agreed to set up an appointment with you, or you may end up spamming
them accidentally. With proper usage, you can minimise the risk of sending
the wrong email at the wrong time or not remembering to send an email at all.

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Using Close.io Tasks

(Close.io Video Link)

One of the many features of Close.io that help make things easier for you to do
follow-up is the Task section. The Task section lets you identify what tasks you
need to complete on what day with which prospect. To create a task, go to
your client file and click the plus icon.

Naming your task has to follow a particular format for two reasons: 1) It creates
uniformity among your tasks, allowing you to identify them quickly; and 2) It
makes it easier for you to look for your tasks with a specific keyword on Smart
Views. Here’s the naming convention that you can follow when creating your
task:
[NAME] - [CHANNEL] - [Details of the task]
Example: Name - John Doe, Activity - Social Media, Detail - Comment on the
post
JD - SM - Comment on post

FOLLOW UP MATRIX CHECKLIST 17

 If you’re the owner of the task or don’t want to assign the task to anyone else,
youcan skip putting your initials on the task. You can fill out the Date and Time
fields as needed. Click Save.

If you want to search for multiple tasks with the same type of activity, you
can simply click the Magnifying Glass icon on Smart Views and search for
the keyword* (e.g., SM, Call, Email, SMS). Notifications will also be sent to your
Close.io Inbox, reminding you what tasks you need to do on that day.

There are times when we don’t know or don’t remember what the next step
should be for a particular lead. Tasks can be used as a bit of note to yourself
on what your next move should be. After completing a task with a lead, create
another task, naming it as [Activity] - SNA.

*Close.io Tasks Legend

Use this for reference when setting your tasks.

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VB—Value-Based Text. A text message that adds value to the prospect, such
as a link to a podcast episode you feel, might help them or tips to improve
their way of life.

Example:
One can always improve their ability to communicate effectively. This is an
interview with Vince and one of my biz partners. I bet this will add a few new
moves to your bag of tricks.

http://bit.ly/NoAuthoritySales

Have a great day,

[Closer Name]

SNA—Set Next Action. If you got off the phone and you made no sale, you need
to keep the lead top of mind, so they progress to the sales. Once you see the
SNA task, you get reminded to assign a task to touch base with the prospect.

SNAR—Set Next Action to Reignite. Use this when the Future Close is happening
in 60 days. On day 53, assign this task to send an SMS or email to reignite the
lead. Review the lead file and send an update email.

LSNA—Listen and Set Next Action. Use this when to remind yourself to listen to
the last minute of your previous conversation with the prospect. This allows
you to remember any relevant information and context about the lead.

MSNA—Monitor and Set Next Action. We want to keep the lead top of mind. Set
this task and ‘snooze’ it for a day or two. That way, it consistently shows up in
your inbox as you monitor what they do so you can move them forward in the
sales process.

FOLLOW UP MATRIX CHECKLIST 19

 THE FOLLOW-UP MATRIX SOP

Giving your prospects a follow-up call without knowing what to do or how to

do it properly is like shooting some balls and hoping one of them makes it
inside the ring. As a salesperson, you don’t want to waste your time calling
your leads and end up becoming unproductive, or worse, failing to meet your
sales quota! That’s why we have the Follow-Up Matrix to guide you on how to
deal with your leads systematically and efficiently.

The Follow-Up Matrix is your evergreen guide to taking care of both prospects
and ghosts. It helps you handle no-shows, future closes, and more with a
complete set of instructions and walkthroughs. Think of it as your “Survival
Guide on the Sales Floor”.

Now that you’ve learned how to change the opportunities status, add and fill
out the custom fields, create an email sequence, create smart views, and set
tasks, it’s time for you to go over the Follow-Up Matrix.

Assigning Tasks between team members

Before we begin with the matrix, it’s essential to learn how to pass on the torch
to the next person who will care for the prospect. When you assign tasks to
another person, that’s what you call a Torch Pass. It’s when the Lead Owner is
updated to whoever is doing the pitch to the prospect.

Here’s a great example of a torch pass:

The triager books the Strategy Call to a closer.

⚫ Step 1: Triager books call to Closer on Calendar.

⚫ Step 2: Triager changes lead owner to the closer’s name in Close.io.

⚫ Step 3: VAs and the closer double-check to confirm if the lead owner is
accurate.

⚫ Step 4: The closer takes a call, utilises Triager to re-book if needed.

⚫ Step 5: Triager sets the next action (SNA) while keeping the closer as the
lead owner.

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Triage & No Show Standard Operating Procedure

(Triage & No Show SOP Video Link)

Imagine going through a client file that’s booked for a triage. You give them
a call on the appointed date, but the line just keeps ringing. So you decide to
send them a text message instead to check why they didn’t show up. However,
there’s nothing but radio silence coming from the prospect’s end. That’s when
you realise you’ve just been ghosted.

No-show calls can be one of the trickiest calls anyone can ever have. You’re not
sure when they’ll respond or if they ever will. You’ll never know which buttons to
push or what procedure to follow just to get an answer from any of them.

This Triage & No-Show SOP lays out a straightforward procedure on how to
handle the ones that got away:

1. Call the prospect for the appointed triage call.

FOLLOW UP MATRIX CHECKLIST 21

 2. If there’s no response, send the customer a text message using a
hotkey**. Don’t forget to input the prospect’s name as SMS doesn’t have
the template tag feature. After sending, change the prospect’s status
from Triage - booked to Triage - no show.

3. Enrol the prospect to the no-show email sequence and set it to send in
4 hours. This is to make sure you have ample time to pause the email
sequence should the prospect respond in the next few seconds, minutes,
or hours.

4. Ensure that the custom fields are already filled out as indicated previously
in this resource. Then, set a task to give the prospect a follow-up call on
the following day and hit Save. You can add the lead in the call list if
you prefer (recommended) to easily access the lead from Smart views.
After giving the prospect that followup call, you should have more time
to give five more no-show prospects a call. You can either scan your call
list or (if they’ve already been called) move on to the Long-term farm
list or Follow-up required list. After reviewing and calling the prospects,
you can then either move on to another triage or check out your hit list
and hyper list.

5. If the prospect doesn’t answer your follow-up call on the next day, you
can try a different approach to get your prospect to notice and engage
with you. Look for the lead in another social media platform (IG, FB,
Linkedin). Remember to introduce yourself and be natural. Approaching
them aggressively because they didn’t reply to your text or email is a big
no-no.

6. Depending on how interested your prospect is, you can decide what your
next course of action is (e.G. Check the email sequence, put your client
on the call list, etc.). You can either try a different number, wait and see if
they opened an email, or add them to your long-term farming list.

Note: Never bombard your prospects with phone calls multiple times in a day.
As much as possible, you would want to call your clients at most twice a day.

**Hotkey—a unique feature of the Phrase Express tool that allows a particular
text/ sentence to auto-populate once a specific key is pressed.

22 FOLLOW UP MATRIX CHECKLIST

Open Deal, Future Close, and New Sale Standard Operating
Procedure

Every beginning of the sales call determines how the entire sales process ends.
In our line of work, there are three different types of prospects: the open deals,
the future closes, and the closes/new sales. Just like how some plants require
more watering intervals than others, these three types of prospects can also
be closed successfully but with different amounts of effort and frequencies
for you to do so. Nonetheless, they all follow the same process, albeit having
different intervals or lengths of time to close.

Follow these ten easy steps to know how to handle these prospects:

1. Update the Lead Status. Once you decide to take over a prospective
client and haven’t closed them on that same call, change the lead
status, which you can find on the client profile’s upper right-hand corner
to Strategy Call - No Sale (Follow-Up). This helps you identify what stage
you are in after the last call.

2. Update the Lead Owner. Make sure to remember to change the name

FOLLOW UP MATRIX CHECKLIST 23

 to yours. Since you’re the one in charge of this lead moving forward, this
lead is now yours. Even if the prospect has to be re-booked for a strategy
call and needs to be passed back to triage, the lead owner stays as is.

Update the Opportunities Status. Since the Opportunities Status presents what
opportunity you can use to close that deal.

a. Depending on the probability of when the lead will close, select the
appropriate status in the dropdown menu.

b. If the prospect is a Future Close, add an estimated date of when the

lead closes. If the prospect is an Open Deal, there’s no need to enter an
estimated date.

c. Input the Total Contract Value of the package in the Value field.

d. Update the Contact to your client’s name.

e. Update the Confidence percentage based on your assessment of the

call. If the prospect is a Future Close, the percentage rate should be over
60%. If the prospect is an Open Deal, the percentage should be under
60%.

f. It’s crucial to enter what kind of payment plan you’ve struck with the
prospect if you have discussed any type of deal with them in the Notes.

3. Update the Lead Quality. If that was the first time you have spoken to the
lead, update the lead quality on a scale of 0-5, depending on your initial
assessment of the prospect.

4. Update Your Custom Fields. If there’s no Objections Faced field added

yet, remember to add it and enter what type of objections the prospect
threw on the call. Also, add the lead to the Hit List (if the lead is a Future
Close) or Call List (if Open Deal), depending on your assessment of the
prospect.

5. Add Call Notes if necessary. As previously discussed in this resource,

not every call gets Call Notes. If you feel like you did a remarkable job in
the call or it was noteworthy, you may enter it as deemed. If you have
something you’d like to ask someone in the future regarding an objection

24 FOLLOW UP MATRIX CHECKLIST

 you encountered during the call, you may use the Call Notes for that
purpose as well.

6. Add the Agreement Sent Custom Field. The procedure for different
accounts/ companies may vary. This field may apply to some, while to
others, it doesn’t. Only send an agreement if the prospect is a new sale or
a future close. Send an agreement through PandaDoc if it’s applicable.
Future Close prospects are more likely to read and sign the agreement
than Open Deal prospects.

7. Send a Post-Call Email. For every call that you make, always remember to
send a Post-Call Email. If you haven’t created a post-call email template
yet, it’s highly recommended that you do so. It adds professionalism, and
you can also include details of your call (date of appointment, time, etc.).
Make sure to review every point within the email, such as the prospect’s
name or your signature, or tweak it as much as you like to make it more
personalised.

8. Send another email within 48-72 hours. Your prospects also lead their
own lives. They get on with their day, get preoccupied with other stuff,
and forget about you and your call. To keep your lead iron-hot, send
them a value-based email in the next 48-72 hours as a bit of a reminder
that you exist and that they don’t forget about you. Ideally, you want to
send your email either early in the morning or late in the afternoon so
they don’t get buried along with the other long-forgotten emails.

9. Send a calendar invite. After sending them an email, send a calendar

invite to book your next appointment. If no follow-up call is scheduled,
set tasks to nudge your prospect. For new sales, this is where the process
becomes different. On a New Sale, the invite is sent during the call, and
step 9 is where you send the Onboarding Email welcoming your newly-
closed client.

Calls you’ve made a pitch to should follow this same process at the very
beginning. Depending on what type of prospect your lead is, that’s how your
next few steps will vary.

FOLLOW UP MATRIX CHECKLIST 25

 Setting Tasks (For Open Deals)

(Settings Tasks Video Link)

Depending on the plant you have at home, the amount of time you have to
water it varies. In the same sense, the tasks you set will also vary depending on
what type of client you have. When it comes to an Open Deal where they may
or may not close, make sure you keep things iron-hot and follow up on your
prospects every 5-7 days. Don’t know how to get a “yes” from an Open Deal
client you’re courting? Here’s what you need to do:

Task #1 (5-7 day mark). Assuming you’ve already got the ball rolling with your
email sequence and sent an agreement, create a task that reminds you to
send your prospect a value-based text message. A value-based text message
is a text message with any resource or link that the prospect will receive value
from (e.g. an episode from a fitness podcast, dieting tips). Ensure that you
set the date in the next seven days, judging on how your call went with the
prospect.

26 FOLLOW UP MATRIX CHECKLIST

The task should look like this:

[NAME of CLOSER]-SMS-Details of the task

Examples:

a. WILL-SMS-Follow Up with Friendly Follow up Text

b. MARCO-Text on Whatsapp-Follow Up on Funding Plan

“Hey NAME, enjoyed our chat last week. Thought you might like this [INSERT
VALUE ADDED SMS]”

Task #2 (14-day mark). Task #2 is similar to task #1. Create another task
reminding you to give your prospect a call and schedule it in the next 14 days.
You can refer to your notes so you’d know what to follow up on with your
prospect or jog your memory regarding little details your prospect has told
you about that’ll help keep your conversation more natural than just a simple
sales followup call. Every little random detail counts.

Task #3 (30-day mark). Create a third task scheduled for next month,
reminding them to call them using an alternative method since calling and
texting didn’t seem to give your prospects a nudge. Alternative approaches
would include sending them a message on Facebook Messenger, Instagram,
LinkedIn, Slack, WhatsApp, another number, and iMessage (free messaging
app for prospects who are Apple users). Reacting to Facebook and Instagram
stories is one of the easiest ways to engage with prospects.

Task #4 (30-day mark). On the same day you scheduled your third task,
create your SNA (Set Next Action) task reminding you to reset the tasks for the
whole month if the prospect never answered your call.

Your next set of actions depends on whether the prospect answered your call
on either the 14th or 30th-day mark. Take a look at the following should any of
the conditions are met:

⚫ If the prospect answered the call, remember to update your call notes
during or after the call, and do it constantly. Ask yourself if anything

FOLLOW UP MATRIX CHECKLIST 27

 changed from the conversation (e.g. prospect seems to be more hooked
into your program, the prospect appears to be totally disinterested). If
you closed the call, run the Close SOP. If it has turned into a Future Close
and add a tentative date of closure, update the Opportunity Status,
set your tasks to keep the ball rolling and ensure a calendar invite is
scheduled for closing.

⚫ If the prospect didn’t answer the call, send the Follow-Up Email One
Liner A email template

Example:
Hey NAME, just had 5 minutes. Thought I’d see if I could hear about your latest
win.

⚫ Check to ensure you have set a task to call them in the next 30 days and
repeat this plan if the same thing happens. If there’s still nothing coming
from the receiving end, send the Follow-Up Email One Liner B. After 30
days, reset the tasks to call in 14 days and 30 days. If 90 days have already
passed and still no answer, activate the Long-Term Farming SOP.

Task #5 (optional). Set a task signalling you to run “plays” (e.g. Goal-Setting
Play, OPM Play, or other custom plays).

Automation is the next step of the plan. We need to create a value-based

SMS and set a date for a later day/week/month. However, the disadvantage
of automation is that it can quickly destroy the relationship you were eager to
build with the prospect. Forgetting to unschedule a scheduled text message
despite already booking a strategy call with the prospect can be detrimental
to the relationship you’ve built with them.

Future Close and Open Deals are similar and different because you require
different amounts of frequency to water and grow your relationship with the
prospective client. Setting and arranging your tasks is the key to organising
and identifying which one to prioritise.

28 FOLLOW UP MATRIX CHECKLIST

Setting Tasks (For Open Deals)

Often, people change phones or have more than one email address. While
that is fine, you want to make sure you have the right one on file to make it
possible to engage with your prospects.

At some point, your prospect may respond with a different phone number
or email address. Remember to continually update your contact field by
clicking the plus sign and putting in the necessary information. Whichever
contact information is at the top of the list automatically becomes the default
recipient contact info. If the prospect indicates that it’ll be their primary
contact information moving forward or seem to be using those modes of
communication more frequently than others, drag the new contact information
at the top of the list in the contact field to make it the default one.

If you find out you have never been able to contact the prospect at all with the
given information, make sure to check your first Calendly invite to see if the
exact number is reflected on the contact field.

FOLLOW UP MATRIX CHECKLIST 29

 POST-CLOSE STANDARD OPERATING PROCEDURE

So you’re done courting your prospects, and you already got the money in the
bag. Does that mean the battle is over? The short answer is no. Once you have
your little money tree growing nice and well, you want to make sure to nurture
that relationship so it can bear fruit to future prospects, or you can upgrade it
into something else.

Set some tasks to continue nurturing that special client relationship. Your
mission is to build the relationship, upsell your client, and get a referral. Never
let the relationship wilt; else, you risk losing them. Follow these next few steps
to ensure you have a happy customer:

1. Change the opportunities status from Strategy Call to Deposit or Pay in

FULL. Depending on whether your client opted for a deposit or paid the
package in full, select the corresponding status. Make sure to send the
agreement and the onboarding email.

2. Update your Lead Status to Sale (Deposit) or Sale (Pay in Full).

3. Fill out the sales form and update your sale in Slack.

4. Set a series of tasks to get a new sale, an upsell, or a referral.

30 FOLLOW UP MATRIX CHECKLIST

New Sale Standard Operating Procedure

Now that you got yourself a nice little closed lead, you want to make sure that
close gives birth to more leads. But how do you do that? Simple. By keeping the
love alive post-close. Set these following tasks right after closing that prospect:

Day 5-7 Post-Close—you want to keep your client iron-hot to achieve a new
sale, referral, or upsell in the next six months. In your text message, add an
emoji or a motivational quote to give your brand a personality. Set the task
and schedule it for 5-7 days post-close.

Sample text:

[TASK] - [NAME] - [SMS-Post Sale Follow up ]

Hey [CLIENT NAME], just checking in. Did you get access to everything?

Day 14 Post-Close—create an email and schedule it 14 days post-close.

Hi [CLIENT NAME], how have the first two weeks been? Any wins to
share? If there’s anything I can do to help, just let me know.

Day 17 Post-Close—set a task and schedule it 17 days post-close. Check to see

if the prospect read the email. If it wasn’t, nudge them with another email or
text.

Task naming convention: [TASK] - [NAME] - [CHECK]

Hi [CLIENT NAME], sent you an email, let me know if you got it just wanted
to know how your two weeks have been. Hope everything is good.

FOLLOW UP MATRIX CHECKLIST 31

 Day 30 Post-Close—set this task 30 days post-close. Begin the referral
conversation if appropriate. Otherwise, if the client seems to sound unhappy,
just have the regular ‘customer service/value based’ conversation. Collect
more ammunition for your next call or a referral and get more context.

Task naming convention: [TASK] - [NAME] - [CALL]

Day 45 Post-Close—set a task reminding you to send a value-added text

message to the client 45 days post-close.

Task naming convention: [TASK] - [NAME] - [SMS-Value Add #2]

Sample text: Hey man, saw this video you might like it

Day 45 and 3 hours Post-Close—set a task for 45 days and 3 hours post-close
to check if your prospects have responded.

Day 75 Post-Close—set a task for day 75, sending your prospects a value-
added message or a comment on Slack.

Day 90 Post-Close—set a task for day 90 communicating with the client on

Slack. Ensure you add value to the client, such as sending links that may be
useful for them or tips. You can also comment on their chat.

Day 100 Post-Close—it’s time to reap the rewards for your hard work. Set a task
for day 100 post-close asking for a referral. If the client is a happy camper, that
would be much better.

Task naming convention: [TASK] - [NAME] - Email-Post Close

Referral #1

Day 120 Post-Close—it’s time to reap the rewards for your hard work. Set a task
for day 100 post-close asking for a referral. If the client is a happy camper, that
would be much better.

32 FOLLOW UP MATRIX CHECKLIST

 Task naming convention: [TASK] - [NAME] - Check-in/Referral
conversation/Upsell

Goal Setting Play

(Goal Setting Play Video Link)

Assuming you have already enrolled the prospect on the program, now it’s
time for you to deliver what you promised on your pitch. Make sure to hold
your clients accountable through goal-setting.

1. When you send an email, make sure to set the hook and select the Goal
Setting SOP email template. Remember to tick the box that says “If no
reply” and set the reminder for two days. This would send you a notification
if the client didn’t reply to you within the time frame indicated.

2. If the client hasn’t responded to you, send your client a Goal Setting
Nudge 48 Hours email or text message, depending on where your client
is more responsive to. You can turn your Goal Setting SOP into an email
sequence, depending on your preference.

FOLLOW UP MATRIX CHECKLIST 33

 3. Send value-based text a week after you send your last email. Set tasks
per month. Max 4. Schedule a check-in call with your client, so they feel
excited that they are achieving their goals.

4. There’s nothing that moves a person more than a deadline. If your client
is not as responsive as you’d like them to be, be sure to ask for a deadline
on when their goals are due. Since you’re there to help them on their
journey, be it fitness or anything else, it wouldn’t hurt to go the extra mile
and help your clients be more organised with their time. You can coach
them on how they can allocate time so they can achieve their goals.

5. Based on your agreed timeframe on when you’ll touch base with your
client, make sure to get back to them. If no response, send a value-based
text so they can achieve their goal. Set a two-week check-in post goals.

The best way to move your clients would be to involve yourself more in the
process. Look for the lowest hanging fruit (e.g. daily action goals) and have
them commit to it so it’d be easier for you and your clients to achieve.

“OPM” Play

34 FOLLOW UP MATRIX CHECKLIST

(OPM Play Video Link)

What if I tell you financing is available for everyone, but you just have to be
creative in your ways to obtain it? That’s what we call “other people’s money.”
If your client is currently strapped for cash, but you feel like they’re really
invested in the program, it’s time for you to get the ball rolling with the OPM
play. You can usually send the OPM Play simultaneously with the Goal-Setting
Play. Here’s how it works:

1. Send an OPM USA/Canada/Australia to the client. Depending on their

location, select the appropriate one. The OPM email template usually
gives information that opens up the opportunity to get financing.
2. After sending the OPM Play, send an email template called Matt’s OPM
Infinite and set it to send in the next two days.

3. Set a task for two days in future to send a text message or call your
prospect to check if they have read your email and have considered
getting financing. During the call, get your prospect to set their next
action.

4. (Optional) If you received a voicemail from your most favourite celebrity

or a well-known influencer, wouldn’t it just give you the urge to call back
or at least pique your interest? That’s what we call a VM Drop. It’s a
technique you can use to move your clients. Unfortunately, the VM Drop
is a one-trick pony. If it’s already used at an early stage in the sales
process, you may not use it again for that same prospect or client.

FOLLOW UP MATRIX CHECKLIST 35

 Hunting Standard Operating Procedure

(Hunting SOP Video Link)

Hunting for potential clients in your leads list can be a never-ending goose-
chase if you don’t know what the right strategy is to do so. To quickly track
and lock down the suitable, hot, and spicy leads that have fallen through the
cracks, it’s time for the hunter to make use of the lead sort:

1. On the menu on the screen’s left-hand side, click Leads, allowing you to
view all of the entire organisation’s leads.

2. Customise your columns, so it only shows the columns you want to see
while on a wild lead-hunt. Turn on Last Update, Last Status Changed,
Objections Faced, and Latest Communication. These are the four
columns you need to find your prey easily.

3. Even if you’ve already customised your columns, it still shows you tons
of information you don’t need. You would only want to see the leads that
belong to you, so narrow your results even further. Click Narrow Results
on the left side of Sort and scroll down to Company. Type in the name

36 FOLLOW UP MATRIX CHECKLIST

 of the company/account that you are under. Then, go to Lead Owner
and look for your name. Since you don’t want to waste your time dealing
with prospects that are no longer qualified for the program, find Current
Status, select is not any on the first dropdown menu and choose Payment
Plan, Paid, Full Payment, Deposit Taken, Pulled Out, Admin Cancelled,
No Sale, and Unqualified. This should show you a good amount of 20-
150 leads that you can browse.

4. Look for incongruencies. Look for little details that don’t make sense:

a. The call was triaged, but there is an opportunity status.

b. No strategy call was booked, but there were objections faced.

5. Once you’ve found your prey, check out the client file to jog your memory.
If it’s been a long time since someone got in touch with them or you don’t
recall ever talking to them, you already found your prey.

6. Set the subsequent actions to get the leads back on the phone and
crush them.

Follow Up Hour

FOLLOW UP MATRIX CHECKLIST 37

 (Follow Up Hour Video Link)

A good closer knows that consistency in making calls is key to locking down a
prospect, thereby securing a sale. A savage closer knows when the perfect
time is to make those calls. All the previous elements add up to why follow up
hours are essential. In setting up your follow up hour, you want to make sure
you are consistent in everything you do.

Set up your “Follow Up” hours consistently in your calendar. Make sure to allocate
1 hour of your time every day to call your prospects and build a pattern in the
way you make calls. As an example, an ideal time to make follow up calls every
Monday, Wednesday, and Friday would be every morning. Every Tuesday and
Thursday, you would want to call them in the afternoons. Since you want to
successfully catch your prey at the right time, alternating your follow up hour
daily would be a surefire way to do so. However, if your leads live in a different
timezone, you need to take extra care to set up your follow-up hour. For example,
for Australian leads, an ideal time to call them would be the afternoon in PST.

Checks

38 FOLLOW UP MATRIX CHECKLIST

(Checks Video Link)

Has it ever happened to you where you just have too much stuff in your closet
or bedroom looking for a single item almost feels like looking for a needle in a
haystack? Your list cluttered with hundreds of leads is pretty much the same
thing. Not only does it make it harder for you to look for a potentially closeable
lead, but it also makes it impossible to keep track of everything. Doing a regular
check on your leads to see who’s still in the game and who has dropped out of
the race can be healthy for you and your lists too.

Keeping a tight schedule in checking your lists is essential in maintaining your

leads. Ensure to check your hyper list and call list daily to see if the leads are
still as iron-hot as they used to be. In 48 hours, if nothing has changed with
some of the leads in the call list, it’s time to say goodbye to some of them.
Every week, you’d also want to check your hit list and see if there are leads
you need to move off or if any lead is now qualified to be in the race. Lastly,
every other week, scan and update your Future Close and Open Deal leads
and update your hit list and call list as needed. Every Monday, Wednesday,
and Friday, right after the Sales Sniper training, spend 15 minutes scanning
and checking your lists.

Checking your lists often and ensuring you adhere to your schedule is vital. It
allows you to call only the leads that provide better closing success over others
who may no longer be qualified, making your follow-up hour more lethal.

FOLLOW UP MATRIX CHECKLIST 39

 Redundancies

(Redundancies Video Link)

Isn’t it brutal if a relationship of yours ended just because of a single typo in

a text message you sent to your significant other? The last thing you want is
to have a relationship with a client or a prospect you’ve worked blood, sweat,
and tears to build in several days or weeks only to be destroyed because of
one single mistake through text or email!

Redundancies take on different forms. It can mean sending email sequences

at the wrong time, sending text messages following a wrong timezone, or
sending the wrong email templates. Beware of these redundancies to protect
that precious client relationship you’ve worked so hard to build:

1. Automated texts. Sending a scheduled text message that you were

supposed to un-send is a big no-no. It can be confusing for your client
once he receives a message from you saying to book a strategy call
when you just got off that same call with him. Keep your eyes peeled for
automated text messages, and be sure to turn them off once your client

40 FOLLOW UP MATRIX CHECKLIST

 or prospect gets in touch with you.

2. Automated texts. Just like with automated texts, you would want to
make sure that you turn them off as soon as the client or prospect gets
in touch with you. Email sequences are convenient in the sense that it
automatically sends your leads an email even while you’re sleeping just
because it’s the right time to send one. Weigh your options to find out
if email sequences are the best route for you to keep in touch with your
leads.

3. Re-sending stuff that you previously sent. Once you’ve sent your first
valuebased text or email, you would want to make sure not to send
the same content to your leads. Make sure to check your client file to
minimise the risk of you committing that fatal mistake.
4. Using a similar template to other salespeople also talking with the lead.
Although you want to stick to a brand, it’s essential to have your own
flair.

Always double-check the client file and scan the emails and text messages
sent to ensure no redundancies are made. Get rid of the “set it and forget it”
philosophy and review the client file. You can also have some hired help (e.g.
VA) to help you lessen your risks of committing these mistakes by providing
you with a list of people you need to contact.

FOLLOW UP MATRIX CHECKLIST 41

 LONG-TERM FARMING

(Long-Term Farming Video Link)

Sales calls are just not created equal. While others close in a matter of days or
weeks, others may take relatively longer than that. But that doesn’t necessarily
mean you should just give up and abandon that lead completely. Got a
prospect you just can’t seem to convert, no matter what song and dance you
perform? It’s time to launch the long-term farming sequence.

Priorities
With the many people in your call list who may have gone entirely under the
radar, it gets pretty hard to pick which ones to follow up with. However, there
are a few subtle signs you need to look out for when hunting for your potential
prey. When you interact with a prospect, there are sure “non-verbal” cues
that tell you this person is interested in the program/product/service you’re
offering. That’s what we call the “buying language.” Look for these subtle signs
that you can find in your client file.

⚫ Open rate. Try to check out the last email you sent. If you see a little

42 FOLLOW UP MATRIX CHECKLIST

 open envelope icon , it would indicate that the prospect has opened
your email. Hover right above the icon to find out how many times your
prospect opened the email and when. If your prospect opened the email
multiple times, that indicates how interested he/she is in the product/
service/program you’re offering.

⚫ Response time. Another great sign of interest is the speed of the prospect’s
responses. If it shows that the prospect responded to your email or text
message in a matter of one or two days, that might be a hint that there’s
still a chance to rekindle that fire. If it takes them a long time to reply, it
would perhaps be better for you to take a look into another prospect’s
info.

⚫ The prospect’s responses. Aside from the speed, it’s also important to
note what kind of responses you’re receiving. If you’re receiving bad
replies or are seldom receiving any at all, chances are they are less likely
going to buy.

⚫ Preferred method of communication. There are some platforms we

are more inclined to use than others, and there are others we just use
sparingly, if at all. When speaking with a prospect, it’s always great to ask
which communication method is preferred to get the most engagement
out.

FOLLOW UP MATRIX CHECKLIST 43

 Pipeline Dynamics

Imagine opening an email or a text message and seeing how cringy and
needy or how ridiculously long it is. Would you want to read the whole thing?
Probably not. Understandably, you want to make that sale. But desperation
always builds sales resistance. You don’t want to scare away your prospects
with needy or massive text messages. However, coming across as too informal
or rude simply because they ghosted you is a big no-no. It is frustrating not to
hear back from your prospects. But always strive to maintain professionalism
no matter how many times you’ve already tried reaching out to them.

Once you’ve found your target and decided to reach out by email, you would
want to reply to any old email that your prospect has opened or responded to.
This would make your email look like an open thread. It would also ensure that
your prospect received it and would help you bypass any kind of spam filter
that he/she has set. Before sending the email or text message, make sure to
vary your subject line and copy to build a relationship with your prospect. A
templated introduction would make your email or text message look stale and
thus fail to elicit a response from them.

44 FOLLOW UP MATRIX CHECKLIST

Here are some texting/emailing subject line examples you can use to add a
bit of spice:

⚫ Just Will w/ the Serhant team

⚫ Will here with Ryan Serhant

⚫ Will with Serhant here

With the advent of technology, communicating with people outside your

continent or state is now possible. However, it also posed one challenge that
any salesperson might sometimes overlook: time zones. Knowing your leads’
time zones is critical when trying to catch them. You don’t want to end up
calling or emailing them in the middle of the night while they’re sleeping or at
high noon while working. Beware of making this easy mistake. Make sure you
do time zone conversions properly. If worse comes to worst, you may want to
enlist the help of any online time zone converter or the old Google.

Farming Your List Long-Term

FOLLOW UP MATRIX CHECKLIST 45

 Pretty much like a garden, you need to make sure your long-term list and call
list are well-maintained. When farming your Long-Term List, there are specific
procedures you need to follow to ensure it stays healthy and can reignite that
long lost communication. The first thing that you’d want to do is to put that
list in a call rotation. Every month, a different closer needs to try and prod that
prospect into responding. A long-term list also best fits newbies who are yet to
build their list of leads. Future Closes should be treated differently from Open
Deals. With Future Closes, they are more likely to close sooner than later. Create
a monthly bi-closer no-show long term farm list reminding you to follow-up
every 14 days for Future Closes and rotate it among other closers monthly. The
rotation’s primary goal is to get the client to interact with a different person
each month and nudge them to respond out of curiosity or interest.

Being the best salesperson doesn’t necessarily make someone a good

copywriter that can move people. Ensure that you hire a copywriter to write
a monthly newsletter for you showing updates to the program (for no-sale
prospects under the LT Farm Green list) or client wins (for no-show prospects
under the LT Farm Cold list).

Prospects usually don’t stay on a particular list forever. Every 1st and 15th, check
out your Smart Views for any redundancies. A healthy garden should be
trimmed of weeds or tended to properly for it to grow. Find out if anyone in
there can be upgraded to a Hit List or a Hyper List. If not, perhaps it’s time to
say goodbye to that lead.

You can check out the Long-Term Farming SOP resource available here.

46 FOLLOW UP MATRIX CHECKLIST

 EPILOGUE

(Final Thoughts Video Link)

Prospect-chasing is challenging. That’s the cold hard truth. And that’s precisely
why the Follow-Up Matrix SOP exists. It’s to ensure that YOU can masterfully
handle your leads who never showed up or never got closed and that you
don’t have to play everything by ear when dealing with them.

Following the correct order when hunting leads is critical. Learning the SOP first
without even knowing the basics would make it harder for you to stay on top of
your game. Make sure you master the basics first before thinking of dabbling
with the Follow-Up Matrix SOP, the Post-Close SOP, and the Long-Term Farming
SOP, respectively.

The first step you can take to start closing your leads is to master and commit
to the system. Make it a habit to follow each and every step, and it’ll come
naturally to you in the long run. Thinking that the Follow-Matrix is complex and
difficult to remember? Trust me. It isn’t. With the Matrix SOP, prospect-hunting
has never been stronger and easier.

FOLLOW UP MATRIX CHECKLIST 47

 WHY SALES SNIPER AND
THE FOLLOW UP MATRIX?

People often think that the sales process ends when the call comes into the
calendar. But the truth is, it’s not. Being able to talk to a prospect during the
appointed call successfully is only half the battle. The Follow-Up Matrix SOP
is the framework that we have all been missing that will help close deals. It’s
designed to make things easier and more systematic for the closer who will
follow-up with the prospect and the next closer who will receive the torch:

⚫ Increase close rate by another 10%.

⚫ Remove the challenge of not knowing what to do with the follow-up and
when.

⚫ Create a habit of winning.

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