We’ve all seen the terrible “sales statistics” people post on linked in which states that 48% of sales people never follow up with a prospect. While that number might be a little inflated as a sales person I do realize that I do not follow up on every single quote that I send out. Granted, I do make an attempt to follow up on the big orders but the day to day ones I tend to quote and forget.
Currently my employer has started to roll out Salesforce to certain upper echelon individuals. While that platform is perfect and it will help those whom have it follow up on customers that leaves those in the trenches out to dry. Using the tools that are made available to me I figured out how to get a reminder set up using Outlook. The following instructions will set up your outlook to trigger certain e-mails to be flagged as follow up based on a specific keyword. Obviously you can tailor the keywords or actions how you please but this will show you how to trigger the alert based on “quote”.
Setting up the reminder
- Obviously you’re going to want to open your outlook program. Next, head over to the file tab. Once there on the right panel you will see an option called “Manage Rules and Alerts”
- You will then be prompted with the rules wizard where you will click the “Apply rule on messages I send” (towards the bottom). Basically what you’re telling outlook is do an action when I send an e-mail.
- After clicking next you will be prompted with a window that will ask you basically what do you want me to after you send an email. You will click the selection as I have demonstrated below. Up to this point we’re sending an email, then after I want you to look out for a specific word.
- Clicking next will allow you to tell outlook what specific words you want it to look out for . As previously stated it this tutorial will show you how to make it react to the word ” quote:
- Now that we told outlook to find the word quote in the e-mails that we send we want it it to also flag them to alert us. You will want to click the “action in a number of days” so after a certain days it will notify you to follow up on that e-mail.
- After clicking “action in a number of days” set the prompt to “Follow up” and set however many days after you send the email to alert you.This example will basically tell you to follow up with the customer and ask how the quote went 3 days after you sent the email.
- The absolute final set of steps basically put the rule we created into motion. Click ok, then finish. The final page is shown below. You will want to make sure you click apply to apply the new rule then ok to accept the rule
In summary you are now telling outlook to do this.
- Search my sent e-mails.
- If you find a specific word, quote, then do an action.
- The action I want you to do is flag the e-mail as “Follow up”.
- In 3 days send me an alert and let me know to “Follow up”.