Automated Lead Follow Up | Setup An Automated Lead Follow Up System
Summary
TLDRThis video offers a comprehensive guide to setting up a lead follow-up system for local businesses, ensuring no opportunities are missed. It covers the importance of automation in handling leads from various sources like SEO, Google PPC, Facebook ads, and lead purchasing platforms. The script introduces High Level, a tool that streamlines lead management, automates responses, and integrates with sales and marketing processes. It also highlights the significance of immediate follow-ups and the use of missed call text back automation to maximize lead conversion.
Takeaways
- 📝 The video discusses creating a lead follow-up system for local businesses to maximize opportunities and convert leads into customers.
- 🔍 It emphasizes the importance of a system that works for businesses of all sizes and stages, regardless of their lead acquisition methods like SEO, Google PPC, Facebook ads, or lead purchasing platforms.
- 📞 The script highlights the common issue of missed opportunities due to unanswered calls or delayed follow-ups, which the proposed system aims to address.
- 🛠️ It introduces 'High Level' as a tool for automation that serves as a bridge between sales and marketing, handling all lead management on the backend.
- 📝 The system can replace existing forms on a business's website to ensure all leads are captured and processed through its automations.
- 🚫 The script mentions the system's ability to filter out spam leads and ensure that genuine leads are followed up on promptly.
- 🔔 It discusses notifications for the team when a new lead comes in, allowing for immediate action to be taken, which can be sent via email, text, or app notifications.
- 📲 The video talks about the benefits of instant follow-up via email and text message for form submissions, ensuring no lead slips through the cracks.
- 📵 The script addresses the issue of missed calls and how the system can send a text message back to the caller to capture their interest and ensure a response.
- 📈 It explains how the system can organize leads from various sources, providing a clear dashboard view of lead generation per medium.
- 📲 The video introduces a text widget for websites that allows potential customers to text the business directly, integrating seamlessly with the lead follow-up system for immediate responses.
- 🔄 The script concludes by stressing the importance of quick response times to leads from various sources, including ads and website inquiries, to improve conversion rates.
Q & A
What is the main purpose of the lead follow-up system discussed in the video?
-The main purpose of the lead follow-up system is to maximize all lead opportunities for local home service businesses, ensuring none of the leads slip through the cracks and converting more leads into paying customers.
Is the lead follow-up system suitable for businesses that have been established for a long time?
-Yes, the lead follow-up system is suitable for businesses that have been in operation for 10 to 15 years, as well as for those that are just starting out.
What types of lead acquisition methods can benefit from the lead follow-up system?
-The system can benefit businesses using search engine optimization (SEO), leads from the map pack, Google PPC, Facebook ads, or those buying leads from platforms like Angie's List or HomeAdvisor.
How does the lead follow-up system handle leads that come in through a form on a business's website?
-The system captures the lead information, verifies its legitimacy, checks for existing contact in the database, and then sends notifications to the team via email, text, or app, while also sending an automatic follow-up email and text message to the lead.
What is the issue with missed phone calls in local home service businesses?
-Missed phone calls represent missed opportunities, as a good percentage of calls get missed due to being on a job or on another line, which can result in the potential customer moving on to the next service provider.
What tool is recommended in the video for automating the lead follow-up process?
-The tool recommended in the video is called High Level, which offers a 30-day free trial and helps automate lead handling and follow-up processes.
How does the lead follow-up system differentiate between spam and legitimate leads?
-The system has a verification process that tags and removes spam leads, ensuring that only legitimate leads proceed through the follow-up process.
What is the importance of instant follow-up for leads that fill out a form on a website?
-Instant follow-up is crucial as it acknowledges the receipt of the lead's information and informs them of the next steps, increasing the chances of converting the lead into a customer.
How does the system handle missed call scenarios to ensure no opportunities are missed?
-The system uses a missed call text back automation that sends a text message to the caller immediately after a missed call, and if a response is received, the system follows up with the appropriate next steps.
What additional feature can be added to a website to increase conversions and handle text messages from potential customers?
-A text message widget can be added to the website, allowing potential customers to text the business and enter the sales process, with the system automatically following up with them.
How does the system ensure that leads coming in through various paid advertising channels are addressed promptly?
-The system creates an opportunity for each lead and sends an immediate notification to the team, along with the lead's details, prompting a quick response to engage the lead and move them through the sales process.
Outlines
🛠️ Lead Follow-Up System for Local Businesses
This paragraph introduces a lead follow-up system designed for local home service businesses, regardless of their experience or lead acquisition methods. It emphasizes the importance of not missing opportunities and turning leads into customers. The speaker discusses common issues with lead generation, such as missed calls and ineffective follow-ups, and introduces a tool called High Level, which offers a 30-day free trial. The tool is positioned as a bridge between sales and marketing, automating lead handling and maximizing opportunities through various inbound methods.
📱 Automating Responses to Inbound Leads
The speaker explains how the lead follow-up system works by automating responses to inbound leads from various sources like Google, Facebook, and other platforms. The system ensures instant follow-up via email and text message, acknowledging the lead's submission and outlining next steps. It also addresses missed calls with a text-back automation, identifying first-time callers and ensuring immediate response. The goal is to maximize opportunities and close more deals by responding quickly and efficiently to all leads.
📈 Organizing and Responding to Leads by Source
This section delves into the organization of leads by their source, such as Angie's List, Home Advisor, website leads, and more. The system allows for a clear view of lead generation per medium and ensures immediate follow-up with custom emails and text messages. The speaker highlights the importance of quick responses for lead conversion and demonstrates how the system notifies the team of new leads, enabling them to act swiftly. The paragraph also covers the setup of a missed call text back automation to capture leads from missed phone calls.
📲 Maximizing Phone Call Opportunities with Text Automation
The speaker discusses the strategy for maximizing opportunities from phone calls, including the setup of a missed call text back automation. This feature identifies new callers, assigns them to a team member, and sends an immediate text message in case of a missed call. The system filters out spam calls and follows up with potential leads, often resulting in a text conversation that can lead to a closed deal. The paragraph also introduces a website widget that allows visitors to text the business, which then triggers an automated response and follow-up, further streamlining the lead capture and conversion process.
🌐 Handling Inbound Traffic from Paid Ads and Texting Widget
The final paragraph focuses on handling inbound traffic from paid ads like Facebook and Google, as well as the integration of a texting widget on the website to increase conversions. The system ensures that leads from ads receive an immediate response, with a text message verifying contact information and prompting a reply. Upon confirmation, the team is notified to follow up promptly. The paragraph also explains how the texting widget on the website allows for 24/7 lead capture and immediate response, even outside business hours, thus ensuring no lead goes unaddressed.
Mindmap
Keywords
💡Lead Follow-up System
💡Inbound Lead Acquisition
💡High Level Tool
💡Spam Lead
💡Sales Process
💡Instant Follow-up
💡Missed Call Text Back
💡Lead Conversion
💡Automation
💡Text Conversation
💡Business Hours
Highlights
The video shares a method to create a lead follow-up system for local businesses, applicable to both new and established companies.
The system works with various lead acquisition methods, including SEO, Google PPC, Facebook ads, and lead purchasing platforms like Angie's List or HomeAdvisor.
Aims to maximize lead opportunities and convert them into paying customers by ensuring no leads are missed.
Discusses common issues with current business practices, such as missed calls and delayed responses to online form submissions.
Introduces High Level as a tool for automation that bridges sales and marketing, offering a 30-day free trial.
Demonstrates how to replace existing website forms with High Level forms for automated lead capture and processing.
Explains the system's ability to verify leads, differentiate between spam and legitimate leads, and manage existing customer data.
Describes instant follow-up via email and text message for form submissions, ensuring prompt communication with leads.
Outlines the process for handling missed calls with a text back automation, increasing the chances of converting missed opportunities.
Details the importance of immediate response to leads from various sources like Facebook and Google ads for better conversion rates.
Shows how the system creates opportunities and notifies the team for immediate action on new leads from different channels.
Introduces a text widget for websites that allows potential customers to text the business and enter the sales process.
Demonstrates the system's capability to handle and respond to text messages from the website widget during and after business hours.
Emphasizes the system's ability to manage leads from various sources, ensuring a fast and organized response to all inquiries.
The video concludes with a call to action for viewers to like, share, and ask questions about the presented lead follow-up system.
Transcripts
some of those signs here and in this
video I'm gonna be sharing with you how
to create a lead follow-up system for
your local home service business or your
local business this is going to be for
you and it's going to work great whether
you've been in business for 10 15 years
or you're just getting started it's also
going to be a great thing to implement
if you're running any sort of inbound
lead
acquisition method right it doesn't
matter if you're doing search engine
optimization SEO it doesn't matter if
you're getting most of your leads from
the map pack it doesn't matter if you're
running Google PPC whether you're
running Facebook ads or whether you're
buying leads from Angie's List or
HomeAdvisor what this is going to allow
you to do is literally maximize all the
opportunities so that none of them slip
through the cracks and you can turn more
of those leads into paying customers we
work with hundreds of small businesses
across multiple Industries in almost
every Market in 9 out of 10 businesses
operate the exact same way and typically
let's say somebody is searching for your
service in this case I'm Houston and I'm
just going to search for electricians in
you know a certain service area maybe I
need some work done or whatnot so if I'm
looking for this service I'm going to be
as a consumer looking on the internet
looking at Google looking at all these
Google guarantee ads looking at the PPC
ads and then here's the map pack the
organic section and then your website
ranks down here somewhere right so On
Any Given one of these I can click and
go to a website let's say I decide to go
to a a pay-per-click I just have to
click this ad and it's through Google ad
well I'm taking to this company's
website and I'm gonna do one or two
things here I'm either going to pick up
my my phone and call this number or I'm
going to click on the contact us and
request an estimate or fill out a form
now what's going to end up happening
here is that if I fill out this form
it's typically going to go into
somebody's inbox it's going to go to
Neverland I may never get a call back
from these folks I may get a call or
maybe even an email two or three days
afterwards even the best
businesses that I've worked with are all
lagging in this space even when somebody
calls your business a pretty good
percent of those phone calls get missed
simply because you're either on a job or
somebody's on another line
Etc so that's missed opportunities that
you've got to be able to close people
from leads that you've already probably
paid for now the same thing happens if I
go uh into any one of these map listings
in some cases like in the event of this
one here their website's not even
working so anybody who could potentially
even make a phone call here is already
gone now the way we maximize these
opportunities is through automation we
have to have a system in place to be
able to handle all these different
situations
so the tool that we use typically is
something called High Level there's
going to be a link in the description of
this video that goes to this tool and if
you're a small business owner you're not
on this tool right now you want to give
it a shot there's a 30 day free trial
and you can literally have all these
automations that I've got in here so you
can just plug and play them into your
business and go in this tool it's like a
bridge between sales and marketing and
everything in between it does all the
lead handling for you through here we
can build forms that go on our website
we can build automations that can handle
leads that come in from any different
medium and it does that on the back end
so now let's say that this is my
business I would take this form here and
I would literally replace it with a form
that was built inside of this system so
that all the automations will come
through and let me show you how this
works here on the website so
let's say that I go ahead and replace
the form and plug it here into this
automated response system here now what
happens is when somebody fills in this
information in here my system will
capture that lead in here we'll capture
it in here and it would put it down this
path right here it's going to basically
verify is this a Spam lead or is this a
legit lead if it's a Spam lead it
basically tags them at spam and it ends
and it gets removed from any further
communication now if it turns out that
it's a real lead it's going to check
whether there's contact already exists
in your database or their previous
customer if they're a previous customer
basically a note is going to be added
into the system with the details of that
form their name their email address and
any other fields that you have in there
the next thing that's going to happen is
that your team is going to get the
notifications that an existing customer
already filled this form out and is
looking to communicate with you and
they're going to be giving this
information as well now these alerts can
be sent via email to your team that can
be sent via text or there can be a
notification on an app now if the lead
happens to be brand new then they get
added to a new stage in your sales
process so that your entire team and
yourself can see how many leads are
coming in and from what area so if this
lead comes in from Angie's List it's
basically going to say these are all the
Angie's Lids all the Home Advisor leads
all the website leads all the leads from
Google all the leads from Facebook and
they're all going to be organized in the
dashboard so you can see exactly how
many leads you're generating per each
medium now here's the really important
part of all this as soon as the form
gets filled in the person who filled in
the form and gets instant follow-up so
an email automatically go goes out and
it's very custom it'll say something
like if Mike was filling out this form
it'll say something like hey this is um
hey Mike this is you know Rob with uh
ABC junk company thanks for submitting
your info about this project we're going
to need to ask you a few questions in
order to give you a proper estimate
um we'll go ahead and call you right now
at the same time the leads that just
fill out that form also get a text
message with the same information
acknowledging that you received the
information and knowledge them that you
received the form and letting them know
what the next steps are I've got a few
questions about this project and you
know before we can give you a quote all
this is happening while your team
simultaneously is getting a notification
that there's a new leak that came in and
all they have to do is click that button
call the lead at the same time so a
hundred percent of the form submissions
that are happening on your website are
gonna get addressed and 100 of those
leads are going to get taken care of now
what happens in the event that somebody
ends up calling this number instead of
actually you know filling out the form
well we address that too with automation
we want to make sure they 100 of the
opportunities that are coming in are
being addressed and handled so that we
weed out the bad ones from the good ones
and the good ones get taken care of
immediately so you can close more of
those deals so what typically happens is
somebody will call this number and if
you're on a job site or you're busy or
somebody's at lunch or whatever then
that number goes unanswered and if that
number goes unanswered the person who's
looking for the service ends up just
going down the line and calling the next
guy and the next guy because as you know
from operating a local home service
business the person who responds the
fastest usually ends up winning the job
so how can we set up automation to help
us also maximize all the opportunities
that are coming in through a phone call
in order to do that we set up what's
called a missed call text back
automation basically when somebody calls
in a number that we overlay on your site
and they call you and you're either you
know no answer it's busy or it goes
straight to voicemail the system kicks
in and it tries to identify if this is a
first time caller if this is a first
time caller it goes through the process
here basically it assigns that number or
that lead to anybody on your team and it
lets them know instantly that somebody
just called and you mix you missed the
call and they need to be contacted back
immediately at the same time an
opportunity is created so you can
actually see and visualize how many
missed phone calls you're you're having
on any week or uh given day that way you
know exactly where the breakdown is on
your on your back end but what's most
important here is that as soon as that
number hangs up from a missed call we
instantly send a text message to them
and it could be something as simple as
hey sorry I missed your call where you
look in the schedule and estimated maybe
you need somebody to help you with your
letter Services where you're looking to
hire an electrician to speak to somebody
right this is the first filtering
mechanism because if you're anything
like most business owners you're
probably getting a ton of spam calls
every single week and that could be a
reason why you're not answering most
calls because the number looks funny
right and so this is the first layer of
Defense basically if it's a Spam number
the text message is going to fail and
there's nothing else that you need to do
here basically the system will filter
out through those bad numbers so that
you don't have to deal with it if it
turns out that it's a good number or if
it turns out that you did miss a real
you know lead there the system will ask
this question hey do you need to speak
to somebody sorry we missed you and what
we've seen is in an 8 out of the 10
cases of a number that's being missed
somebody will respond and say yes I just
called you I'm looking to get a b c and
d done so what happens then is our
system responds as soon as the system
recognizes that there's a response from
a customer and it's a positive of
response it's going to reply back with
whatever your next steps are so if your
next steps is hey I'm going to have
Susie from the office call you to get
more details and you know give you a
proper estimate and that's what we'll
say here in some cases our clients are
just happy saying hey you know thanks
um you know sorry I was busy but if you
want to schedule you know an estimate
for us just kind of go ahead and fill
this form out or you know here's our
calendar link pick a time that works for
you and we'll go from there okay at the
same time if it just text it there's no
response from somebody and the text does
go through it's set to follow up with
these people like two or three times
within the next 15 to 20 minutes just to
make sure that you're not missing any of
these opportunities so by implementing
this portion of it you're guaranteeing
that every single time that phone gets
dialed it's going to be it the the lead
is going to get a response and it's
going to get addressed maximizing the
opportunities from phone calls now I'm
going to show you what we do for the
inbound traffic that we're paying for in
other words Facebook ads Google ads Etc
this process is going to remain fairly
the same for each one of those entry
points so it doesn't really matter if
it's Facebook or Google or whatnot so
let's say that a lead comes in through
Facebook and the biggest gripe that I
hear from local business owners when it
comes to Facebook ads is that the leads
are not any good
it takes forever to reach these people
the reason some people feel that way is
because their follow-up system sucks or
they have very little follow-up system
they think that they're going to get
back to these people whenever they feel
like it an hour two hours three hours
later and that's just simply not gonna
work the fastest response is gonna give
you the best results for these leads so
when a lead comes in through Facebook
and it doesn't matter if it's a website
lien it doesn't matter if it's a lead ad
or a Facebook message or any way you're
running Facebook ads the system here is
going to handle that lead and reply to
them instantly now let me show you what
happens here Elite comes in through
Facebook and opportunity is created with
that lead to let you know exactly how
many leads you're you're you're running
right
a first text message is going to go out
to that lead verifying that information
basically it's going to say Hey you know
Mike this is John with ABC Concrete
Company thanks for messaging us on
Facebook or thanks for requesting info
on Facebook or reply yes if you know
we've got the right number
when that person replies yes okay when
that person replies yes if the real
price yes or yeah or sure or yeah it's
me or whatever whatever the intent is
your team will instantly get
notification and again this could be a
notification through text message
notification through email or
notification through an app you know
bubble here letting you know hey we've
got a hot lead right now and it came
from Facebook here's all their contact
details all the information they they
gave us
um go ahead and call us right now at
this point it can Branch out and it
varies depending on what your sales
process we have some clients that say
Hey if Ali comes in my sales guy is
going to dial that number right away and
within a couple seconds they're going to
be connected to that
for some people they're gonna send a
link saying hey sorry you know we missed
you you know what can I help you with I
need a little bit more information in
either case you are now entering into a
text conversation with these leads or
your sales team is in order to book them
on your calendar so every single lead
that comes through it is going to
literally get addressed and taken care
of within
.03 seconds of coming in to your system
and the same thing is going to happen
with Google ads if somebody requests
information through a landing page this
will fire and all those leads will get
addressed and the same thing is going to
happen with any lead that you feed into
the system from Angie's List or
HomeAdvisor now the next thing that I'm
going to show you is a super neat little
tool that you can add to your website
that literally will increase conversions
of people coming in as you know it's
2023 2024 and Beyond people want to text
text is like eighty percent of the
conversations nowadays maybe even more
so people are more comfortable texting
requesting that kind of information they
are picking up the phone in a lot of
cases what this does is allows for those
opportunities allows for those people
that come to your website come to your
properties to send you a text and enter
your sales process now let me show you
what this looks like this little bubble
right here on the far right hand side is
a little bubble widget that's included
with the system setup that I just showed
you this is not a website text widget
basically on the website text widget
somebody's there and they have to stay
on the website in order for them to
continue the conversation with you and
there's got to be a live agent there
present or you'll lose the lead this is
a way for them to text you through your
website basically when they come here
and they enter their information in here
and they send you a message our
automated system will then follow up
with these people instantly for you so
that you don't have to do it manually
let me show you how this works so let's
say that somebody goes to your website
and they click on this little widget
here and they send you a message
the system basically it's going to
recognize that it's coming from this
widget it's going to add their response
to their notes so you have it there and
it's basically going to
um ask a question here right it's going
to take that person's information it's
going to create a contact record it's
going to add it to your pipeline so you
know exactly how many people are
actually texting you per week and how
many of those are turning into customers
right it's going to notify your internal
team hey somebody literally just text us
and they said this that and this here's
their name here's your phone number
here's their email uh please reach out
to them right away but here's what's
cool about this
the system will then check because we
know that we have business hours system
will then check if they texted you or
reached out to you within business hours
if they texted you through the website
and reached out within business hours
the response is different than when they
text you after business hours because
there's literally nobody there to handle
that in your office so if they texted
you within business hours your team gets
notification instantly that they texted
you during business hours they get all
the lead details so they can call them
right away but the system actually
responds on your behalf hey Mike this is
John with ABC Concrete Company thanks
for reaching out to us on our website
you said you needed a b c and d
all right we'll need to ask a few more
questions
um and one of our team members will call
you in the next couple minutes right so
you can literally have a text
conversation with these people because
they might say no you know I'm actually
at work I can't really talk right now
um then you can say yeah nope no problem
you know can you text tell me you know
tell me you know what you need item one
two three and four you can literally
close the deal via text message right
there okay if it's after business hours
the system will recognize that and it'll
literally say hey Mike you know thanks
for reaching out through a website you
reached us after business hours you said
you needed ABCD
okay
um we can give you a call tomorrow
morning or you can request a callback or
schedule a quote online right here
through our automated system so every
single inbound lead method is literally
getting handled somebody messages you on
your website it doesn't matter if you're
if the person got there through the
Google Map Pack through SEO or through
Google PPC they message you on your
website it's going to get handled they
call you it's going to get handled they
go through a Facebook ad it's going to
get handled you get an Angie's lead it
instantly responds to those leads so
that you're not the fourth or fifth
company responding to the to the lead
because as you know that's how these big
companies like Andrew's at home advisors
work they sell the same lead to five or
six different contractors and basically
you're fighting for scraps or if you're
the first person to reach out to that
customer there's a pretty good chance of
you closing that deal so hopefully this
video was helpful if you like to give it
a thumbs up uh again I've got a bunch of
resources Linked In the description of
this video leave me some questions if
you've got any questions about this
method
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