05.11.09
Posted in business cards, follow up, networking, staying in touch at 2:38 pm by Marianne Trost
One of the simplest and easiest ways to exponentially increase the effectiveness of your business development efforts is to put a system in place that enables you to easily track the status of each of your contacts.
The system does not need to be elaborate or complicated. A simple calendaring system that enables you to make a few notes for each contact will do wonders to make certain that you 1) keep your relationships active and growing and 2) capitalize on opportunities to stay in touch. In fact, the easier and simpler it is, the more likely you will be to use it regularly.
If you don’t have your contacts calendared for follow up, consider starting with new contacts from this day forward. Enter each new contact you make into the system, and calendar out a reminder for 2-3 months from the day of entry. When the reminder comes up, take a minute to read your notes and refresh your memory on what your last follow up action was with the contact.
Then decide how you can best stay in touch (e.g. an e-mail, sending an article, asking them to lunch, saying hello at an upcoming networking event, inviting them to a firm event, etc.). Decide what action would be best (sometimes none is needed at the time, as you may have recently come in contact with them again unexpectedly).
Take appropriate follow up action and then calendar another reminder for no more than another 2-3 months from the new day of entry. Keep simple notes in your calendaring system on the action you have taken, so you can see the who, what, when, and how for each contact at a glance.
Taking the guesswork out of follow up e.g. when was the last time I spoke with that person? Did I send them a copy of the article I wrote last month? Were we going to connect at an upcoming event? etc. will not only save you immeasurable time but it will greatly improve the efficiency of your business development efforts.
In fact, my wager is that you will save so much time and effort keeping track of your contacts in this way, that you will find a way to create the time to add all of your past and present contacts into your follow up tracking system.
If you don’t have a system to use and you want to know how I have turned the Tasks function in Outlook into my follow up system, feel free to give me a call (480)225-9367. It will only take me a minute to walk you through it , and it would be my pleasure – gratis.
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12.19.08
Posted in business cards, networking, relationships, staying in touch at 8:52 am by Marianne Trost
I found myself up late last night writing holiday cards. As with many of my clients, about thirty cards into the project I thought the unspeakable i.e. “Are these worth the time and effort?” I concluded that they were, and that they need to get out on time –even if just a few days before the holiday.
A holiday card with a handwritten sentence or two can go a long way in nurturing a relationship. I have clients who have even gotten new pieces of work because the receiver of the card was prompted to pick up the phone and reconnect. By the end of the conversation, new work was on its way. While not the intent of the holiday card, it can be an added benefit.
If you are going to write holiday cards, then you really do need to do exactly that i.e. write them.
Apply the golden rule i.e. “If I received a mass printed card in the mail with a pre-printed signature, how would that make me feel and what would I do with it?” “If I received a mass mailed card with a signature on it, how would that make me feel and what would I do with it?” “If I got a card with a handwritten note that made me know the writer was thinking of me specifically when she wrote it, how would that make me feel and what would I do with it?”
Personalizing your cards matters. Add a handwritten note to each card. Yes, it takes an extra minute or two, but it is actually not that difficult once you get the hang of it. Think along the lines of “thank you”, “I enjoyed”, “I am grateful for”, “I appreciate”. Your handwritten notes are a way to let your contacts know you value them. That’s why they are valuable to nurturing and growing relationships.
Do not include your business card. Yes, some people may differ with me on this point, but in my opinion, holiday cards are a time to express thanks and appreciation. They are a time to acknowledge gratitude and the difference that OTHERS (not ourselves) make in our professional and personal lives. I don’t think enclosing a business card sets that tone. Preprinted addresses and the name of your firm are fine, as the contact information is useful to the recipient.
Just because you don’t include your business card, however, doesn’t mean that mentioning work related topics is off limits. After all, these are holiday cards related to the professional relationships you value. Think along the lines of appreciation and gratitude.
It’s good to tell clients you enjoy working with them and even that you look forward to working with them in the new year. It’s good to thank referral sources and let them know they are appreciated. It’s good to tell new contacts that you enjoyed meeting them and that you look forward to connecting again.
The only caveat is that you must be truthful and sincere. The handwritten sentences you include are a reflection on you. They leave a lasting impression.
If you are having trouble getting started with your holiday cards (and congratulations to those of you who have already finished yours for 2008!), I have two suggested approaches.
1) If you are doing your cards at home, there is still time in 2008! Put on some music that gets you in the holiday spirit, light a candle, get comfy, and set a goal of how many you want to accomplish. You can do it!
2) If you can’t squeeze a few cards in this year, but want to try next year, here’s a way to get started early. After Thanksgiving put five or so holiday cards on your desk each day and commit to writing them before you leave that day. Once written you can either keep the finished cards in a stack and mail them all out at one time, or you can start sprinkling them along the way if that helps you feel as if you are making progress. Five plus five plus five adds up quickly and it is a lot easier than doing seventy-five in one sitting.
Happy holidays and happy writing…
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11.13.08
Posted in business cards, networking at 9:24 am by Marianne Trost
Here are two tips for effectively using your business card at a networking event.
Tip One: Write something on the back of your card when you give it to someone. The notation on the back will help trigger the person’s memory about where they met you e.g. “met at such and such event”, or what you do e.g. “estate planning lawyer” (if it doesn’t already say that specifically on your card), or the topic of conversation e.g. “knows someone at the such and such organization”. Such notations significantly reduce the possibility that the person receiving your card will look at it a week later and ask, “Which person was this?” (Note: We have all had that happen to us, so you can bet it happens to the people you give your card too.)
Tip Two: When you take a card from someone else, write a notation on the back that will remind you of who that person is. The notation can be anything e.g. “opening a wine store” or “knows someone at such and such” or “interested in this or that”. You will be amazed at how that notation will remind you of who that person is even YEARS later.
For some reason, our brains usually don’t recall names after one introduction but they do recall stories or scenarios for months, sometimes years. That’s why making a notation on a business card is so important. It’s an important aid for the brain. To emphasize this point, think back on the last networking event you attended. Think of someone new that you met there. Do you remember their name? Likely not. Do you remember what you were talking about with that person? Likely.
So, the next time you are at a networking event, make a notation on the business cards that you give and on the business cards that you receive. If you do, you will significantly increase the odds that you (and they) will remember at a glance of the business card who you are or what you were talking about. Believe it or not, you will be able to read the notation on the back of a business card and most likely remember the person that gave it to you even a few YEARS later. That’s how powerful a tool a notation can be.
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10.30.08
Posted in asking for the business, confidence, networking at 5:34 am by Marianne Trost
One of the issues that comes up most when working with clients is “asking for the business.” Most lawyers are lawyers first and sales people second, or third or close to last. Almost all of the lawyers I know would rather be practicing law than feeling like a sales person.
Asking for business doesn’t have to be about acting like a sales person. Rather, it can be about offering help – help that your potential client would want. Help that you or one of your lawyer colleagues can give.
To demonstrate this point, take a moment right now to think of someone you know (it should be someone who is nice and who seems reputable) who is either a doctor, an accountant, or a dentist. The person cannot be someone who has asked you for their business in the past.
Now, imagine that this person was in conversation with you. Let’s take a dermatologist, for example. What if she said to you, “If you ever need a dermatologist or a second opinion, I would be happy to help you.” Or what if she said, “If you have a dermatologist and some day want to switch dermatologists for some reason, feel free to give me call. I can also give you the names of other doctors whom I know to be highly reputable, if you need them.”
If a dermatologist said that to you, would you be offended or “put off”? Would you feel like she was selling you something? Likely not. Rather, you would be grateful that she would like to help you if the need arises. You probably would walk away from the conversation thinking, “Great. I’m glad to know I have a resource if I ever need one.”
The same is true for lawyers. People encounter times in their lives when they need legal services. You can help them. Or one of your colleagues can help them. (Your competition can help them too, if you don’t ask for the business.)
What if you said to someone, “If you ever need a laywer or a second opinion I would be happy to help you.” or “If you are already using a lawyer and some day want to swtich lawyers for some reason, I would enjoy working with you or I can give you the names of other lawyers whom I know to be reputable.” Do you think the person would be offended or “put off” or feel like they were being sold to? Likely not. Just as with the dermatologist, the person would probably be grateful to know that you would like to help them in any way you can if the need arises.
That’s all “asking for the business is” i.e. letting people know you would like to help them if the need arises. All it takes, is being in that helping mode mindset, which actually comes pretty easily to most women once they view asking for the business from this perspective.
So, the next time you consider shying away from asking for the business, reconsider. See if you can find a way to offer to help your contact either directly, indirectly, or by serving as a referral source. Your contact will likely be grateful that you made the effort to let them know you want to help if the need ever arises.
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10.29.08
Posted in business cards, networking, staying in touch at 9:45 am by Marianne Trost
I was reminded a few days ago of the importance of having your business card with you when you are in even the most unusual of places (I was at a horse stable).
One never knows when a potential business opportunity will present itself. If you can hand a potential client or referral source or contact your business card instead of saying, “Do you have a piece of paper and a pen? I’ll write my name and phone number down for you.”, you will be one step closer to a potential new opportunity. That contact will have your name, your firm name, your adddress, your e-mail, your website, and your phone number, all in one convenient place.
Here are a few suggestions of places to keep your business cards.
Keep a few in your wallet or purse. There are times when you will be somewhere without your briefcase and you will need your card.
Put a few in your briefcase. Ditto. There will be times when you will need your card and not have your wallet or purse with you.
Put a few on your desk (not in it), so you will be reminded to offer them to potential clients, referral sources, and contacts. An additional advantage to keeping your cards on your desk, as opposed to in your desk, is that existing contacts who stop by your office may actually help themselves to a few of your cards to pass along.
Put a few in your portfolio or legal pad holder. You may be in an in-office meeting not expecting to hand out your card, but someone else attending the meeting may ask you for it.
Keep a stack at home. Yes, at home. There will be times when you are running out the door to a breakfast meeting or a morning networking event and don’t have time to stop by the office to pick up more cards.
Put a few in the glove compartment of your car. You may find yourself at a horse stable and be asked for your card.
If you have a spouse or partner or roommate, give them a few for their wallet and their glove compartment. They will occasionally find themselves in situations where your business card will be something that a contact, colleague, acquaintance, co-worker, or friend may want.
If you rely on accountants or other service providers for referrals, make sure they have more than one or two of your cards to hand out to potential clients.
If you take a few minutes to make sure you have business cards in these key places, I can promise you the effort will be well worth it.
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10.28.08
Posted in networking at 8:52 am by Marianne Trost
One of the simplest but most often overlooked marketing tips is making sure you tell everyone, including casual acquaintances and non-work related contacts, what you do. I know, telling everyone sounds “boastful”, but it’s not. First, people want to know. That’s usually one of the first questions people ask, “What does s/he do?” . Here are three easy steps to follow…
The first step is to get comfortable telling people that you are a lawyer. Yes, sometimes you’ll get a bad lawyer joke in response, but most of the time, people will find it interesting to know that you are a lawyer. When someone tells you that they are a doctor or an accountant or a teacher, do you get offended or “put off”? Most likely not. People are usually curious to know.
The second step is to get comfortable telling people what type of lawyer you are. Are you a litigator, a real estate lawyer, an estate planner? Most people want to know that part too. When you hear that someone is a doctor, wouldn’t you find it of interest to know that they are a cardiologist, a pediatrician, a naturopath, or a dermatologist?
When describing the type of law you do, try to use the word “help”, so that people can connect what you do with how you might help them. For example, “I am a litigation attorney. I help people and companies resolve disputes when they are sued or want to consider suing.” (Note: Don’t assume that everyone you talk with knows what a litigator is. I’ve run into people who don’t know.) “I am a real estate attorney. I help guide people through the process of buying and selling or leasing commercial property.” “I am an estate planning lawyer. I help people structure their assets so they can protect them and minimize tax implications on their estate.”
The third step is to remember that people are interconnected. You’re not bragging about what you do. Rather, you are getting the word out so that you can help people. You never know who might know whom. The person you are talking with might have a spouse who owns a small business, a colleague who needs a lawyer, or a best friend who is the CFO at a company. It is estimated that each of us knows an average of 150 people well enough that we would pass along the name of someone we met if we felt it would be helpful.
If the listener seems interested, there is one final step i.e. add one sentence that will stick in their mind longer than your practice area will (see my column on “Stating Accomplishments” explaining why people remember this sentence more than the others.) Continue by saying a sentence such as, “For example, I just finished closing a real estate deal for the new owner of the Northgate Shopping Mall.” “For example, I just finished litigating a case involving a small business that sued its general contractor.” “For example, I just finished an estate plan for a family that wanted to leave its assets to its grandchildren in a trust.”
The next time you have the opportunity to tell someone what you do, go for it! You may find that it will lead you to an unexpected contact, an unexpected referral, or even an unexpected piece of new business. You can do it!
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09.30.08
Posted in networking, relationships, staying in touch, women venues at 10:30 am by Marianne Trost
I was reminded again this past weekend of the value of getting together. A female colleague, whom I had not been in touch with for several months, sent around an e-mail to her contacts inviting us to join her at her house after work to “meet other fun and interesting women”. (What a great idea, by the way!)
When I arrived I was amazed to see 40 or so women, from all different backgrounds, mingling in her home getting to know one another. It wasn’t awkward because we were all there for the same reason i.e. to meet each other and get to know new people.
It turns out that I knew three people, one of whom was a client, one of whom mentioned she had been meaning to pass my information along to a potential client, and one of whom gave me a reason to e-mail a past work colleague that I have not had a legitimate reason to be in touch with for a while. Just that in and of itself was worth the time from a professional standpoint (that’s not to mention the value that comes from being energized and inspired by other talented women.)
Over the course of the two hours I met at least another twenty interesting and diverse women, several of whom I would like to stay in touch with for professional and non-professional reasons. We came together in a very natural way and had a great time making new acquaintances. As I was leaving I heard others say that we should do this again some time. I agree!
Tip of the Day: The next time you are looking for a new “venue” on an individual level (I would not recommend it for a firm event — you need an “extra draw” to get people to come to something like that), consider something that is simple and natural. Invite a group of fun and interesting women to mingle in an informal way. It’s amazing how easy it is for women to spend a few hours interconnecting, finding common interests, sharing experiences, providing encouragement/support, offering to make introductions, etc. There was no speaker to line up, no sporting event in the background, no planned agenda, no preparation — just women getting together with women. And yet, new relationships were made, new connections were discovered, new opportunities were unearthed, and everyone walked away with some good food for the soul.
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09.05.08
Posted in networking, relationships at 2:39 pm by Marianne Trost
One of my favorite networking tips is to keep the names of 4-5 people you would like to get to know better, near your phone. One quick glance at the names, and you’ll be able to turn an invitation into an opportunity to develop or grow a professional relationship. Here’s how…
Take a few minutes to think of 4-5 people you would like to get to know better. The 4-5 people could include a client, a potential client, someone you met at a volunteer event, someone you met at a conference, someone you met at a networking event, someone who serves on a committee with you, etc.
Write the 4-5 names on a post-it note including the phone numbers and keep the list near your phone. (Yes, you’ll be reminded of those names each time you look at your phone.)
The next time you get an invitation to attend a CLE program, run down the list to see if anyone on the list would enjoy going with you. The next time you get an invitation to attend a charity event, consider inviting one of the people on your mini-list. The next time you hear of a complimentary seminar being offered by your firm, scan the list to see if anyone on the list would appreciate an invitation to attend with you. The next time you are invited to a luncheon event, check to see if anyone on your list would enjoy going with you. The next time someone asks you if you want to use the tickets they can’t use, see if anyone on the list would enjoy using the tickets with you.
The hard part about utilizing invitations is that the invitations usually come during busy moments when it is difficult to run through a list of all of your contacts and figure out whom you would like to invite. However, if you have a list of 4-5 names already by your phone, it only takes a few seconds to see if any of them are a fit for the invitation, and only a few more seconds to pick up the phone and call them. Chances are you’ll find opportunities that are a fit for the 4-5 people on your list in no time.
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