Automated Lead Follow Up | Setup An Automated Lead Follow Up System

Summary

This 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

00:00

🛠️ 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.

05:01

📱 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.

10:03

📈 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.

15:05

📲 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.

Keywords

💡Lead Follow-up System

A lead follow-up system is a structured approach used by businesses to manage and respond to potential customers' inquiries. In the video, it is presented as essential for local home service businesses to maximize opportunities from all lead sources, ensuring none are missed and converting them into paying customers. The script mentions that regardless of the business's age or lead acquisition method, a lead follow-up system is crucial for success.

💡Inbound Lead Acquisition

Inbound lead acquisition refers to the process of attracting potential customers to a business through various marketing strategies, such as search engine optimization (SEO), Google PPC, or social media ads. The video emphasizes the importance of implementing a lead follow-up system to effectively manage leads generated through inbound marketing strategies, as it helps in promptly addressing the leads and increasing the chances of conversion.

💡High Level Tool

The High Level Tool mentioned in the script is a specific software designed to automate lead management processes. It acts as a bridge between sales and marketing, handling all lead-related activities. The tool is highlighted as a solution to streamline the process of capturing, verifying, and following up on leads, which is vital for small businesses looking to improve their lead conversion rates.

💡Spam Lead

A spam lead is a false or non-serious inquiry that can waste a business's time and resources. The video script describes a feature of the High Level Tool that identifies and tags spam leads, ensuring that businesses focus on legitimate leads. This is crucial for maintaining the efficiency of the lead follow-up system and avoiding unnecessary efforts on unqualified leads.

💡Sales Process

The sales process in the context of the video refers to the series of steps a business follows to convert a lead into a customer. It includes stages like lead capture, qualification, follow-up, and closure. The script explains how the High Level Tool helps organize and manage this process, ensuring that new leads are added to the appropriate stage and that the team is notified to take action.

💡Instant Follow-up

Instant follow-up is the immediate response to a lead's inquiry, which is critical in the early stages of the sales process. The video script illustrates how automation through the High Level Tool can send out custom emails and text messages as soon as a form is filled out, providing instant acknowledgment and initiating further communication with the lead.

💡Missed Call Text Back

Missed call text back is an automation feature that responds to missed phone calls from potential customers. The video explains how this feature works by sending a text message to the caller to acknowledge the missed call and prompt them to respond, ensuring that no opportunity is lost even if the initial call was not answered.

💡Lead Conversion

Lead conversion is the successful transformation of a potential customer (lead) into an actual customer. The video's main theme revolves around the importance of a lead follow-up system in increasing lead conversion rates. It provides examples of how automation and immediate follow-up can improve the chances of converting leads into paying customers.

💡Automation

Automation in the video refers to the use of technology to automatically perform tasks related to lead management and follow-up. It is presented as a key component of the lead follow-up system, enabling businesses to handle multiple leads efficiently and ensure timely responses, which is crucial for lead conversion.

💡Text Conversation

A text conversation, as mentioned in the script, is a mode of communication between a business and a potential customer via text messages. The video highlights the integration of a text widget on a business's website that allows for immediate text communication with leads, which can be automated and managed through the High Level Tool, providing a modern and convenient way to engage with potential customers.

💡Business Hours

Business hours are the operating hours of a company during which it is available to serve customers. The video script discusses how the lead follow-up system differentiates between inquiries received during and outside of business hours, adjusting the response strategy accordingly to ensure timely and relevant communication with leads.

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