6 Tips To Quickly Qualify New Enquiries

I was sitting with a client last month and we were discussing business development. Now they are in the fortunate position to be generating between 20 and 30 new inquiries each month because they've really worked on their website to generate new leads and it's clearly working. However, while some of these inquiries look promising at the start, they seem to follow a similar pattern that results in the client busting a gut to get the proposal written and then the prospect disappearing. So in this week's episode of the Agency Accelerator Podcast, I want to talk all about qualifying leads so that you are investing your limited time in the hot prospects and rooting out those inquiries that are just information gatherers. Now I'm going to Share with you 6 tips and strategies that you can start applying immediately in your agency. So grab your pen and paper for another action packed episode of the Agency Accelerator Podcast. Accelerate your agency's profitable growth with tools, tips and value added interviews with your host agency owner and coach, Rob Da Costa. Before we jump into today's episode of the podcast, I want to really quickly tell you about some free, value packed training I'm going to be delivering in in September. This training is entitled how to easily fill your sales pipeline with high quality leads in the next 90 days. Now this is a 60 minute training where I'll be talking about why referral based clients are actually setting your agency up to fail, the importance of niching your agency and how to go about niching that to discover your zone of genius, how to create compelling marketing messages that instantly build credibility with your target audience. I'll be talking about the importance of building your mailing list and making sure that your agency is aligned across the market, product, service and price. So this is a real action packed 60 minute training with some exclusive bonuses and all you need to do is head over to training.dacostacoaching.co.uk salespipeline webinar that's training.daCostacoaching.co.uk Salespipeline webinar and you can save your seat. I'll put a link to this in the show notes, but let's get on with today's show. Although I want to keep my business predominantly online and I've proven over the last 18 months that I can run my business and be as useful to my clients working via Zoom, there are still times where it makes more sense to meet a client face to face. Now one such client I spend a whole day every month with working on their agency strategy and that can be pretty intense work. So it's Much better done face to face. Now, part of the strategy discussion always revolves around marketing and business development. Now this client has done a brilliant job at the top of the funnel marketing activities, which means they've been getting lots of people joining their email list and a consistent flow of between 20 and 30 new inquiries every month. Which sounds brilliant, right? However, when we dig a bit deeper into the numbers to look at how many of these inquiries over the last quarter are moving down the sales funnel and becoming warm prospects and then ultimately customers, we establish that a lot of the inquiries seem to follow a similar pattern that results in them having in depth conversations with the prospect. Now these conversations usually result in the prospect asking for a written proposal and they often give them really short deadlines to do this. So, so the client works long hours to get the proposal written in their deadline, sends it off, tries to follow up with the prospect, but they just can't get hold of them and the prospect disappears. So this seems to be the typical steps that happen in this pattern and see if you can relate to this. So an inquiry comes in and they either request a call or they book a call, depending on what the setup is. The client has a look at them and they deem them to be a suitable lead, so they let that call happen. Now, by suitable lead, I mean that they match their ideal target customer or their customer avatar. Now if you haven't done the work on defining your customer avatar or ideal target customer, I'll put a link in the show notes of one of my free guides that shows you exactly how to define your ideal target customer or customer avatar. So they've deemed them appropriate. So they book the call in and on the call. The prospect first of all is hesitant about sharing any kind of budget, but, but request a proposal nonetheless. And like I said, they often give them very short timescales, which is all very crazy when you say it out loud, but this is the pattern that seems to happen to this client and a lot of other agencies as well. So the client works hard, late into the night to get the proposal written to meet the prospect's short deadline and then fast forward a few days or a week and my client is struggling to get hold of the prospect. And despite chasing several times, they give up in the end and hope that maybe the prospect will get back to them when they're ready. But you know, they rarely do. So if you can relate to this, raise your hand and I, if you, if you could see me right now, you would see that I am raising my hand as I Say this because this has happened to me a number of times in the past and it's a familiar story that I hear happening to this client and other clients and no doubt you as well, because let's face it, we have all been there. But there are a few red flags in the story that I've just shared with you that should have halted the process sooner. So let's pull it apart a bit and let me share with you six pieces of advice or six strategies that will help you filter out the time wasters or the information gatherers so you can focus your time on those hot prospects and do a really good job. Now, we're all really time poor, so there is a double negative whammy if you're inundated with leads and you're pursuing lots of those leads because you're investing your time in leads that maybe don't go anywhere. And second of all, that means you're limiting your time on focusing on those hot prospects, which could mean that you're not doing as good a job, which of course in itself means that you give yourself less chance of actually winning that hot prospect client. So you want to get this right so that you're investing your limited time in the hot prospects because they're the ones that are most likely to convert and convert now and they're also the ones that are best suited for your business and you know you can do a great job for. So as I said, here's six tips if we sort of play that scenario back of things that you should do. And this is the advice that I gave my client in our coaching day. So first of all, you have to get a sense of your prospect's budget and if they won't give you that, then it's a good indication that they are really early on in the buying process and perhaps they are just on a fact finding expedition to get a sense of what agencies could do for them and how much it might cost. So there are some techniques that you can use to encourage them to give you a budget or at least give you an idea of the range of their budgets. And this is something that I teach in my self running agency implementation group on exactly how to do this. But at least give your client a range of prices and have them tell you where they sit if they won't give you a budget. Now if you've done all of that and they are still unable or reluctant to give you a budget, then my advice would be to walk away. Let's just imagine that you are at home and You've got an architect who's come around your house to discuss adding an extension to your home and you're refusing to give the architect any sense of the budget. So how on earth could they quote? Are they quoting for like a single story lean to? Or are they quoting for a three story extension with, you know, a massive master bedroom on the top floor and ensuite bathroom? They just can't quote and imagine how crazy it would be to sit with an architect and say, well actually I'm not going to give you a budget or I don't know what it is. So exactly the same is true for you. So if your prospect won't give you a budget or won't give you a sense of what a range of their budgets, my advice to you is walk away. Because you will never be able to give them a proper quote. And it is a big red flag to say that it's too early in the process and they're probably just in information gathering mode now. There's nothing wrong with people who are in information gathering mode and they may well one day become your perfect client, but they're not ready now. But you should not be using your time to educate. These people have content downloads, freebies, videos, guides or whatever on your website that they can download that will help educate them. So you keep them in your world, but you're not using your time to educate them. And often I don't quite know the psychology of this, but often if you're the person that's helping someone set their budget and define their brief or project, often end up going somewhere else to get that piece of work actually fulfilled. So you don't want to be that person. So my advice tip number three really is that if you've tried to get a budget out of the prospect and they won't give you one, then walk away because it makes no sense. And actually, you know what, share that architect story with them because everyone can relate to that idea of having an extension on their home and how crazy it would be not to give them an idea of your budget. So for most of us, time is our most valuable commodity, as I've been saying. So you want to invest as little time as possible in those early discussions with prospects. So do things like use pre written email templates to quickly follow up leads, to filter them in or out and think about what other pre prepared content you can create that you just need to tailor slightly to send off to those prospects that you think are not well enough qualified. And bear in mind that the further down the sales funnel they go, the more time you should invest. So if you think of a sales funnel as like a triangle with the wide part of the triangle at the top and the narrow part at the bottom, your time needs to be the complete inverse of that. So if you drew another triangle next to it the other way up with the point at the top, that's your time. So at the top of the sales funnel, where you've got people coming in your world, but they're cold leads, you do not want to be spending a ton of time. So your email marketing, your website, your freebies, your content, blogs and videos, podcasts and so on can be the content that helps drive people into your funnel and move them down the funnel. And as they get towards the bottom, you spend more time with them. And of course, the secret here is to identify the hot prospects that you're going to invest your time in and get rid of those others as quickly as possible, which is obviously what we're talking about today. Now, my next tip, which I think is a really good one, and it's one that I use all the time, is that once you agree to a meeting and then you agree to write a proposal, when you're on that phone, call that zoom call, that meeting with that prospect, get a date in the diary during the meeting for a follow up conversation. So you actually want them to literally get their diary out, say, look, I will get you this proposal by Friday and let's give you a week to review it and let's put a date for the following Friday at 10am to have a chat. Now of course that doesn't mean that they won't cancel that meeting, but you've already kind of created an expectation with them that you are going to be following up and let's get a specific date. And it also creates a sense of timeline and urgency. So the client needs to review your proposal and then have some feedback for you. Because isn't it crazy and frustrating how prospects will often test us by saying we've got a really short timescale and then if you do get hold of them, say a week afterwards, they say, oh, I haven't even had a chance to look at it yet. And you're thinking, you know, I worked late into the night or the weekend to get this done to your crazy short timescale when you haven't even looked at it. So that was my sixth tip, which is when you're in that initial prospect meeting or that conversation and you are agreeing to write proposal, you want to get a date in their diary, in your diary for follow up so that you have set that kind of expectation that you will be following up. So these are six tips that I shared with my client in that coaching day and we work through all of this and we also looked at some other methods for speeding up the process, such as, as I've said, creating a set of pre written email templates that can be used and tailored for different responses. So like a thanks but no thanks or a thanks but I need more information. So they're not writing these from scratch every time, but they are having a starting point that isn't zero but is maybe like 70 and then they just tailor it slightly to get it to 100% because the goal of this is to filter in the hot prospects where you're going to spend your time and filter out just those fact finders or those people that may not be a right fit, but that doesn't mean you should ignore them. Which is why having these pre written email templates is a great idea because they may not be a fit for you today, but they may be the right kind of client for you in the future. So you do want to follow them up in a politest way possible, but it isn't always going to be by spending lots of time on the phone with them. Now if you're listening to this and thinking that the client I was with is really lucky because they're generating that many new enquiries per month, and your challenge might be that you need more leads in the top of your funnel in the first place, and you're actually not getting anywhere near 20 to 30 inquiries a month. You may not be getting one or two, or not even that, then my recommendation is to go back and listen to my mini podcast series on business development, which is episodes 41, 42 and 44. And again, I'll put links to those episodes in the Show Notes. So I hope this gives you some food for thought, because once you're at the stage of generating a consistent flow of inquiries, you really quickly need to separate the info gatherers from the genuine hot prospects and invest your time in the latter rather than getting sidetracked and distracted by following up every lead that often takes you down a blind alley in a dead end. As I mentioned, there's some useful links connected to today's podcast in the Show Notes. And as ever, if you found the episode useful, please make sure that you hit the subscribe button. And also consider leaving a review on Apple Podcasts since it really helps the algorithm show the podcast to more agency owners just like you, which in turn helps me help more people just like you. Other than that, have a great rest of your week, and I'll be back with you next week for the next episode of the Agency Accelerator Podcast.