Keeping track of cold calls so I don't call the same person next week (for example)?

by D37
26 replies
What software / how do you keep track of the cold calls or calls in general you make each day so that you make sure you don't call the same person/company again next week?

I make up a list in the morning of people to call and then whoever is interested in what I have to offer for that day of calls I put them into Zoho as a "lead" and then set a task to "follow up" with them. Only thing is is that I'm wondering how to efficiently manage the people who aren't interested in my services so that I don't call them again next week for example or even next month. I have called back the same companies a few times and am now trying to think of the best way to make sure this doesn't happen again.
#call #calls #cold #keeping #person #track #week
  • Profile picture of the author Brendan Vraibel
    I just use a simple Excel spreadsheet. I'll make a list of the business, phone number, website, person I'm looking to speak with and a few columns for what happened in my previous calls. I use my cell phone which will preload numbers that I've dialed before as I'm typing the number in so it's pretty easy to tell if I'm calling someone that I've already dialed.
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    • Profile picture of the author D37
      Originally Posted by Brendan Vraibel View Post

      I just use a simple Excel spreadsheet. I'll make a list of the business, phone number, website, person I'm looking to speak with and a few columns for what happened in my previous calls. I use my cell phone which will preload numbers that I've dialed before as I'm typing the number in so it's pretty easy to tell if I'm calling someone that I've already dialed.
      Thanks for sharing. My phone doesn't do that.
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    • Profile picture of the author rainingproblems
      Originally Posted by Brendan Vraibel View Post

      I just use a simple Excel spreadsheet. I'll make a list of the business, phone number, website, person I'm looking to speak with and a few columns for what happened in my previous calls. I use my cell phone which will preload numbers that I've dialed before as I'm typing the number in so it's pretty easy to tell if I'm calling someone that I've already dialed.
      I would have said Excel too....but Brendan, isn't the phone's memory only so long for it to remember all those numbers after repeated dialing?
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  • I use prosperity central
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  • Profile picture of the author drlelong
    Batchbook is a great CRM and only $9.95 per month. You can tag leads to organize them into different lists and create communication activities and follow-up tasks.
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  • Profile picture of the author D37
    For those who use excel... do you guys do a number search before each call you make just to make sure you haven't called it before?
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    • Profile picture of the author ScouterGuy
      Originally Posted by D37 View Post

      For those who use excel... do you guys do a number search before each call you make just to make sure you haven't called it before?
      I have one giant master list of all the companies that I have contacted. I am hoping that you don't just blindly call a number any number, but that you at least know the company that you are calling? If so, then just search for the company. You do not need to check the number, but the key is knowing the background about the client before you call. Save relevant data in the spreadsheet about what you find out.

      You should not remove that many companies. You should ideally get either a date when it would make sense to contact them again or when the believe that their situation might have changed. Then you call back. You need to touch a customer multiple times to make a sale.

      I have outsourced our calling, so whenever I get a lead from a fair or something I give it to them to screen and only bother me if there is a live opportunity. Otherwise they keep working the clients until we make a sale.

      Excel works fine. You can of course also search for the number if that is your concern, before you enter a new company. However, as discussed above it should not be a problem as you probably know who you are contacting.
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      • Profile picture of the author D37
        Originally Posted by ScouterGuy View Post

        I have one giant master list of all the companies that I have contacted. I am hoping that you don't just blindly call a number any number, but that you at least know the company that you are calling? If so, then just search for the company. You do not need to check the number, but the key is knowing the background about the client before you call. Save relevant data in the spreadsheet about what you find out.

        You should not remove that many companies. You should ideally get either a date when it would make sense to contact them again or when the believe that their situation might have changed. Then you call back. You need to touch a customer multiple times to make a sale.

        I have outsourced our calling, so whenever I get a lead from a fair or something I give it to them to screen and only bother me if there is a live opportunity. Otherwise they keep working the clients until we make a sale.

        Excel works fine. You can of course also search for the number if that is your concern, before you enter a new company. However, as discussed above it should not be a problem as you probably know who you are contacting.
        I think I will create a master list in excel, but split into different niches.

        Where do you outsource you calling?
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  • Profile picture of the author Rus Sells
    This is a good problem to have, it at least shows you are doing something proactive to build your business! Keep it up!

    PS: I'd just use Excel.
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    • Profile picture of the author kbailey1734
      I use an excel spreadsheet with company name, phone number, and date last time I called them. Also I color code how the first call went, green for sale, red for denial, blue for undecided, along those lines etc. Before following up with anyone, I find them in my spreadsheet and see when I called them last and how the last conversation went by looking at my color code.
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      • Profile picture of the author rbecklund
        Originally Posted by kbailey1734 View Post

        I use an excel spreadsheet with company name, phone number, and date last time I called them. Also I color code how the first call went, green for sale, red for denial, blue for undecided, along those lines etc. Before following up with anyone, I find them in my spreadsheet and see when I called them last and how the last conversation went by looking at my color code.
        Mine is similar, but I used the excel sheet while calling and put codes along each name for the outcome of the call. Then follow up using Really Simple CRM (it's free).

        I do lists by location and industry so I keep track that way so I don't recall. If there are overlapping industries like accountant and tax prep I just scan through the lists and not call anyone that said not interested.
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  • Profile picture of the author richard_s_smith
    Originally Posted by D37 View Post

    What software / how do you keep track of the cold calls or calls in general you make each day so that you make sure you don't call the same person/company again next week?

    I make up a list in the morning of people to call and then whoever is interested in what I have to offer for that day of calls I put them into Zoho as a "lead" and then set a task to "follow up" with them. Only thing is is that I'm wondering how to efficiently manage the people who aren't interested in my services so that I don't call them again next week for example or even next month. I have called back the same companies a few times and am now trying to think of the best way to make sure this doesn't happen again.
    It's been a while since I used Zoho but I'm fairly certain you can disposition the call with a variety of call statuses including a not interested or already spoke with type disposition. You used to be able to move the lead status field up to the top of the lead as well so it was easily viewable. IM me if you are still having zoho issues, I'll open a new account and walk you through it. How many calls are you making daily, are you cold calling?
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  • Profile picture of the author BrianMcLeod
    If you want to spend your time on the phone instead of the computer, go old school...

    Get yourself a couple of packs of 3x5 index cards, an index card box, and a set of daily dividers:



    You can even buy printable sheets of Avery 3x5 cards so you can start off with a list of leads in the computer and start working them MANUALLY.

    Each tab represents one day of the month.

    After you make each call, jot down a simple comment (develop your own instantly recognizable shorthand) and move the card to the new action date:

    "2/14/12: LP@WF re index cards & supplies - CB 2/28 @ 2"

    You'd then move that card behind "28".

    Caveman-like effectiveness. They don't worry about fancy systems - they club **** over the head and drag it home to the cave.



    EDIT: Forgot to mention the semi-obvious... every day you start off by calling all the cards that have collected all month for that day.

    Some simple shorthand:

    LM = Left Message
    CB = Call Back
    CBT = Call Back Tomorrow
    CBNM = Call Back Next Month
    WCB = Will Call Back
    WCI = Will Call In
    NM = No Message
    NA = Not Available
    NG = No Good (Dead, Bad Lead)
    BAD # = Incorrect phone number
    SET: Date Set For Appointment

    And so on, and so on...
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  • Profile picture of the author positivemagic
    I didn't know people were still doing the cold calling method. You are braver than I am! I commend you!

    Isabella Fiorentino
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    Ps. What if instead of hunting people down until they begged you to stop... pre-qualified prospects actually sought you out and asked you what you do and how you do it? Click here.

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  • Profile picture of the author dsprank
    Don't worry about calling the same person back. It many times takes up to seven contacts to make a sale, so I would just keep track of how many times that you called them. Just because a lead said that they were not interested this month, does not mean that they will never be interested or have a need for your service.
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  • Profile picture of the author Njenyus
    I have managed to outsource my cold calling now. However, if taking action is a problem for you, then go with Excel or just go old school like Brian said. Nothing takes the place of taking action because all of your fears about calling the same person more than once may not even be realized because most of them won't remember you after you get off the phone with them.

    If you are doing some pretty consistent numbers, you could even get/build a one agent call center. It wasn't that hard.
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    • Profile picture of the author Jgregory
      For excel users merging and deduping the tables is pretty standard by using macros. About the only way you can do it.

      You load up the old calling file and the new file at the same time. A good excel macro will merge a new column with the old calling status marked if that same Phone Number exists in your new call file. Thus preventing you from calling the former call that was marked No Interest

      This is a good excel macro that does that a few more things

      Excel: lookup and merge data in worksheets with Merge Tables Wizard

      Regards,
      Jan Gregory

      P.S. Or you just use a CRM like the already mentioned BatchBook and leave all the records in there... simple to tag them into groups. Then no worries.
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  • Profile picture of the author Green Diamond
    What I suggest you in a true marketing is to by a white boards & put notes infront of your eyes.
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  • Profile picture of the author Nail Yener
    Excel is your friend. Really, you can do a lot of things in Excel in terms of storing and organizing data. It is not a database tool like Access but it has been my number one tool in the last couple of years for organizing links, contacts, and other internet marketing related data.

    For example, to keep track of who you've called, you can list and sort the phone numbers or business names and put a sign to the ones you have called or enable duplicate highlighting from "Conditional Formatting" so that you will know whether you called a phone number or not when you enter it to the column.

    You can also use functions or macros to further organize your data.

    By the way, always make back-ups of your files just in case.
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  • Profile picture of the author Jay Rhome
    I wouldn't worry much about calling the same place twice as I would missing follow ups.

    I use excel. Actually print the list to call for the day. Have different columns for no, yes, not there, call back, etc. and put an x or the date with a pen in the appropriate column. It seems it takes away momentum to do it on the PC while calling.

    Then on dinner break and/or after you're done, simply put an x in cases the said no, weren't there, and the date for the follow up, all in different columns in excel. Then sort the data by the said columns and copy the appropriate rows, including the uncalled numbers, in another sheet, organized by day. Repeat.
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  • Profile picture of the author sweetcrabhoney18
    Maybe I'm old school or something but I use a rolodex... I don't do cold calling very often and normally use it once I've already talked to the prospect more than once and we are just going over the pre-contract details. I type all day long and don't like spreadsheets very much.
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  • Profile picture of the author Aaron Doud
    For someone who wants simple but a bit more than exel consider using access. A simple database may be all you need.
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  • Profile picture of the author flightrisk
    I use my cell phone, HTC 4G, to make and track my calls. theres an app, Mobile Power, that lets you import names and numbers the dispo each call. Also has setting not to recall voice mail or no answers untill a time frame that you put in. theres a free trial to test.
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