Follow up – how often?

As virtual assistants and business owners, we have all felt that nagging worry about following up.

How many times is too many? Are we being proactive or just plain pushy? It is a delicate balance. We want to stay on a potential client’s radar without becoming the notification they dread seeing.

But let us be honest: are you a “send and pray” person? Do you send one great proposal or introductory email, hit send, and then simply pray they get back to you? If so, you are not just losing leads; you are fighting against some significant statistics.

The Science of the Yes

If you feel like you are shouting into a void, you are not alone. However, you might be giving up too soon. Look at these numbers:

• 48% of salespeople never make a single follow-up attempt.

• Over 40% of people give up after just one follow-up attempt.

• 80% of sales require at least five follow-ups to close.

• 60% of customers say no at least four times before ever saying yes.

If you stop after the first or second email, you are leaving the door wide open for a competitor who is willing to make those extra touchpoints.

Why the Follow-Up is Essential

We all want to grow our client base, but failing to follow up is essentially leaving money on the table. Whether someone asks a question, voices a struggle, or is introduced via a third party, you must remember that there will always be someone else around the corner ready to win the business if you do not stay in the game.

How to Follow Up Without the Cringe

I always say that a no does not mean no forever. It usually means “no – not yet”. To stay relevant until they are ready, try these tactics:

• The Giver Method: Instead of asking if they are ready to outsource to you, send an article, an introduction, or a tool that solves a specific problem they mentioned.

• The VIP List – Your Dream 100: Keep a list of people you genuinely want to work with. Treat these contacts with a more personalised touch and provide value on an ongoing basis.

Knowing When to Stop

How long do you keep going? Instead of guessing, let the prospect decide. Ask them if it would be helpful if you checked back in a fortnight, or if they would prefer to reach out to you when the timing is better. While some industries might only follow up twice because of high volume, as a VA, your relationship is personal. If they are not responding to emails, try a quick phone call. You might find they simply prefer a different way of communicating.

Quality Control

The follow-up process is a two-way street. It is your chance to see if you actually want to work with them. If a prospect fails to answer emails or ignores professional outreach, ask yourself if this would be a healthy working relationship. Use this period to vet their communication style before you sign a contract.

Setting a Process

Do you have a set process for following up after meetings, networking, and one-to-ones? Having a system ensures every lead gets the best version of you within an optimum timeframe. Find out how they work before you realise it does not suit you.