One of the best time-saving strategies I’ve implemented is my client conversion system. 

You know the drill; a potential client comes along and emails/calls you asking about your services.  You spend time responding, maybe even putting a detailed proposal together, and then you never hear from them again!  Not even a thank you for your email!

This is one area that’s a huge time drain for service professionals, but one that is so important – you need paying clients so you have to spend time responding to them.

What if there was a way you could respond to clients yet at the same time not waste hours of your precious time on this activity only for it to result in never hearing from said client again?

Well, there is! And I’m going to share it with you in this article by giving you my three steps on how to create your own client conversion system.

Step One – Capture Their Name/Email Address

If a client comes along and they’re not quite ready to work with you, you need to have a way of capturing their details on your website so that you don’t lose touch with them – that way they’ll get to know more about you and your services, and when they are ready to work with you, you’ll be right there!

You do this by giving away a free taste of what it is you do.  This could be a report, audio, mini e-course, or some other type of freebie that is given away automatically in exchange for them giving you their name and email address.  This is known as building your list.  Once you have your list in place stay in touch with them regularly through publishing an e-zine.

Step Two – Have a Defined Process for Working with New Clients

Look at what you currently do when you receive an email/phone call from a new client.  Write down all the steps in that process, and come up with ways as to how it can be systemized.

For example:

  • Do you find that potential clients are asking the same questions again and again?  If so, set up a FAQ (Frequently Asked Questions) page on your website that answers all of these questions.  (Hint:  this could also be your free taste that the client will sign up for.)
  • Do you require that all new clients have a telephone consultation with you beforehand to ensure that you are a good fit for one another?  How can this process be streamlined?
  • Or, do you require a potential client to fill in a questionnaire prior to speaking with you on the phone?

List everything that you currently do and come up with a system for streamlining the whole process.  You could also include elements that you would like to do but haven’t yet implemented.

Step Three – Put Your Client Conversion System in Place

Now that you have documented the process for handling enquiries you need to put your system in place that will allow you to handle client enquiries in the most time-efficient manner.

This is the system I use and recommend, and one that will filter those enquiries for you:

  • On your website tell clients what your process is for working with new clients, i.e. contact me to schedule your complimentary client consultation.
  • Have a contact form on your website that client’s can fill in when they’re ready to schedule a complimentary call with you.
  • Create an email template to respond to those clients who would like to schedule a complimentary consultation.  You can also use this template for those email enquiries you get, or as a script for a phone enquiry.
  • If you have a series of questions that you would like answers to before your call with your client put these together into a Pre-Consultation Questionnaire which you can send to your potential client ahead of your call.  (This again is a good way to filter the serious from the not-so-serious clients – the not-so-serious clients will not want to spend their time filling in a questionnaire prior to your phone call.)
  • Create a document/email template for your questionnaire – put it in a format that is easy for the client to email back to you.
  • When they respond to you to schedule their call attach your questionnaire, confirm the appointment, tell them when they need to return the questionnaire by (24 hours before the call is a good timeframe) and tell them what number to call you on.

Having a process like this in place will filter the serious from the not-so-serious clients, saving you a huge amount of your time and streamlining the whole client conversion process.

Remember: You are the expert at what you do.  Your clients are coming to you for your expertise, so lead them with your systems.  Tell them what your processes are.  Let them work to your systems.

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Tibor Mackor is the founder of Better Business Strategies Ltd; a business dedicated to assisting business owners find the freedom in their business, by aligning their vision with the right game-play and timing.