Business Card Follow Up Tracking System

Bonus:

Business Card
Follow up Tracking
System

THE SUPPORTING ROLE 1
14431 Ventura Blvd., No. 281, Sherman Oaks, CA 91423
Phone: (818) 230-5843 Fax: (818) 230-5843
Email: rhernandez@thesupportingrole.com www.thesupportingrole.com

How much are your contacts worth?

FOLLOW UP OBJECTIVE:

To effectively follow up with new and established contacts and to create
an established database that will house all existing and future
relationships to date.

Your database should be simple and based around other contact
management software that can integrate with Microsoft based
programs (i.e., Outlook, Plaxo, etc.). Keeping your system simple
and working with programs that other users can use is more
important than spending money on elaborate contact software like
ACT or Goldmine.

Establishing Contacts: Collect contact business cards through
various business, social and outreach functions

• Attend networking functions; meet potential clients and/or
business relationships
• Meet and Greet through social gatherings – non business
related
• Advertising / Branding: Meet contacts through response to
your own advertising and outreach
• Community Involvement: By joining non-profit organizations
or professional clubs, you are building a network of person to
person advertising. Word of mouth is always good for
business.

Phone: (818) 230-5843 Fax: (818) 230-5843

Managing Contacts: Transferring Contact Information into Results

Current System: See Below

?
? ?

Contact information collected
via meetings, networking Information collected but not
functions, online or mail stored or managed

New System: See Below

Organize Contacts by Contacts entered
Category into Database

Contact information

=$
collected via meetings,
networking functions, *DIRECT BUSINESS
online or mail LEADS
*FRIENDS AND
FAMILY
*GENERAL/MISC.

Phone: (818) 230-5843 Fax: (818) 230-5843

RECOMMENDATIONS FOR FOLLOW UP SYSTEMS:

Aside from data-housing, your contact database should allow for
segmentation of contacts into unlimited groups for greater
marketing and management capabilities. Here are just a few
examples of what a high-level vision for a general follow up system
includes:

1. Grading System – Profiling Contacts:
2. Mass Distribution: Maintaining steady communication with
old and current contacts through Follow Up letters and
emails
3. Database or Web based/Online “Contact Us” Sign-up Web
Page
4. Telemarketing/Outreach: How much is each contact worth
and how can telemarketing be effective?
5. E-Blast / Postcards / Newsletters: Using your contact
information on an ongoing basis. Constant Contact and
Plaxo

Conclusion:

Always be willing to support your contacts in both their personal and
business related matters. Remember it’s not always about what they can
do for you; it should also be about what you can do for them.

Phone: (818) 230-5843 Fax: (818) 230-5843

FOLLOW UP SYSTEMS - SAMPLES:

Here are just a few samples below:

1. Grading System – Profiling Contacts: Separating or filing
contact business cards by levels of interest and business
related priority. Create a contact filing system by using
large envelopes and categorizing each envelope by
organizations and/or levels of immediate and future
impact.

Suppose you just received your notary certificate and you want to
establish a new stream of potential clients to grow your business.

REALTORS – DIRECT ATTORNEYS – DIRECT CONSULTANTS –
BUSINESS LEADS BUSINESS LEADS DIRECT BUSINESS
LEADS

MORTGAGE LENDERS – CPAS – DIRECT ONLINE INFO
DIRECT BUSINESS BUSINESS LEADS & CONTACT US PAGE
LEADS DIRECT BUSINESS
INQUIRY

FRIENDS– FAMILY – GENERAL/MISC. –
POTENTIAL POTENTIAL POTENTIAL
REFERRALS REFERRALS REFERRALS

2. Mass Distribution: Maintaining steady communication with
old and current contacts through Follow Up letters and
emails

Phone: (818) 230-5843 Fax: (818) 230-5843

SAMPLE FOLLOW UP LETTER

Dear <insert name>,

Can you believe that the year is almost half over? During
the past 6 months you have taken some very important steps
towards continued success by participating in our ____________
programs, and I want to personally thank you on behalf of our
team.

I have heard from many of our guests and the feedback has
been overwhelmingly positive. Attendees have shared that…:

<insert quote/testimonial>



All this reinforces the need for our programs as
professionals, such as yourself, seek to improve their sales
opportunities and evolve with an ever-changing and dynamic
market.
Take advantage of the last half of the year….dedicate it to
yourself and your development and allow [INSERT YOUR
BUSINESS NAME] to get you there.

We have something for everyone, so visit us today at
www.[INSERT WEBSITE].com and sign up for the program that
best fits your needs.

It has been our pleasure to share in this experience with you.
Please feel free to drop us a line with any questions or
comments at xxx@xxxxxxxx.com. We love hearing back from
past guests.

To Your Success,

[INSERT NAME]

Phone: (818) 230-5843 Fax: (818) 230-5843

3. Database or Web based/Online “Contact Us” Sign-up Web Page:
Creating an additional web page on your website that allows
people to send you their contact information and areas of
interest are a quick and easy way to provide direct leads to
clients. Here is a sample registration page for a non-profit
organization in Los Angeles. The Online Registration was
geared towards participants and vendors for an annual event
that this organization sponsors.
ONLINE REGISTRATION PAGE – DRAFT

Complete the form below if you want Pre- What services are you
register for this years __________ Event!!! interested in?

First Name: *
First Time Homebuyer

Last Name: * Lending/Financing
Options

E-mail * Meet the right Realtor or
Lender

Phone:* Credit Repair

How to join the ________
How did you hear about us?* organization in your area

Contribute to the
If you would like, please comment on
community and become a
your immediate and long term financial
________ Vendor (i.e., Lender
needs. If you have requirements, or
or Realtor
prefer to speak with a specific lender,
please feel free to send them via email.
Contribute to the
community and become a
______ event Volunteer

send reset

Phone: (818) 230-5843 Fax: (818) 230-5843

4. Telemarketing/Outreach: How much is each contact worth
and how can telemarketing be effective? Telemarketing
can be a burden for some of your clients, but using this tool
effectively may help you strengthen your relationships with
your clients and contacts. Telemarketing doesn’t mean you
have to always sell something over the phone. It can be a
simple reminder about general deadlines or renewals such
as a friendly time change reminder such as the sample
below:

Sample Telemarketing Script

Hi ____,

My name is _______ and I am calling on behalf of
_________ with __________. We are excited to bring in the
Spring season and would like to remind you to set your
clocks for Daylight Savings Time which begins this
Sunday April 2nd at 2:00 AM.

We would also like to point out an important article in our
monthly newsletter regarding _________.

Thank you for your time, we hope you enjoy the Spring
season!

5. E-Blast / Postcards / Newsletters: Using your contact
information on an ongoing basis through direct mail newsletters
or E-Blasts such as Constant Contact or Plaxo.

In an effort to engage current contacts fully, an E-Blast,
Letter or follow-up Call should be initiated on a periodic basis
that you deem fit. Remind them of your business, your
relationships and your community activities.

Phone: (818) 230-5843 Fax: (818) 230-5843

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Virtual Spotlight Newsletter
TheSupportingRole.Com / Issue: # January/2008

In This Issue

The latest trend in
outsourcing is "virtual
assistance," and it
can help you be your
most productive
Dear Roberto, while assigning time-
consuming, non-
THE SUPPORTING ROLE Virtual Assistant (VA) team is here to critical tasks to
collaborate with you on your organization's growth. We strongly believe someone else.
that often the best way to take control of your business is by letting go. -- Inc. The Daily
Resource for
Let go and allow a trusted source to take care of those 'back office' duties Entrpreneurs
that have kept you from reaching your professional and personal potential.
With VA support, you will spend more time making contacts and
increasing your sales.
"Take Control
by
Remind Me Again What a Supporting Role Virtual
Assistant can do for Me Letting Go!"

Run your business, don't let it run you

Eric Roberts

- Database Creation and Maintenance

- Sales & Marketing Presentations

- Document & Forms Creation and Management

- Spreadsheet Creation
and Managment

- Legal Support Services

Click here to find out more about TheSupportingRole.Com VA services!

Phone: (818) 230-5843 Fax: (818) 230-5843

The Supporting Role, Inc was co-founded by Roberto J. Hernandez and
Kathereen H. Gorenc. Both Roberto and Kathereen have had extensive
experience working at small-to-mid size companies, as well as large
Fortune 500 corporations.

Together, their professional experience covers multiple functional areas
such as, legal, finance, strategic planning and administration. Individually,
they have played instrumental roles in the development and maintenance
of infrastructure and systems for various business divisions.

The Supporting Role, Inc headquarters is in Sherman Oaks, California, in
the county of Los Angeles.

Sincerely,

Roberto J. Hernandez
The Supporting Role

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The Supporting Role | 14431 Ventura Blvd., No. 281 | Sherman Oaks | CA | 91423

Phone: (818) 230-5843 Fax: (818) 230-5843

Business Card Follow Up Tracking System

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