Organization is not in the makeup of a musician, but as we run our teaching business, it has to be. Here is one problem I had: When someone called I would write their info on a piece of paper, put it on my desk and then lose it, or forget to call them back in a few weeks.
Think about this How many people call to inquire about lessons but don’t come in or sign up right away? It is great to get the info from every phone call and be able to call them to follow up. Sometimes they decided they didn’t want music lessons, or they found someone else they liked. There is a few that are interested, but too busy to call back, or haven’t thought about it. Your phone call reminds them.
I want to get my money’s worth when I advertise and I want to do everything I can to get every person that calls to sign up. So my problem was I would have all of these little papers everywhere, forget to enter them into the computer and not know how long ago they called. Or someone else would answer the phone and not know what information to get from the caller. My solution was to create a customer call card. I have these in a folder next to the phones. When someone calls, get all the info in a simple form, then enter it into the computer when you have time. Anybody else who answers the phone would know exatly what I wanted to get from the caller.
For my customer call cards, I just created something simple on Microsoft Publisher. I didn’t need it to look professional I just wanted a form that I could scribble information onto. You can create a form however you want or with what information you need to get.
Most important: Their name, and also when they called. Next date and time of day so you know when they maybe available. After that is city which is important to me. Then insturment. For me that is important because I have several teachers with different instruments so I need to know what instrument they want. How did they hear about me? That is extremely important to track my marketing efforts. Lastly I created a call back box when should I call them? I don’t want to seem too eager or be annoying. So people that seem very interested I call in two weeks or less People that are on the fence? I give them a little more time. Sometimes – like the other day – I get a call from someone looking to start after a sport ends. I make sure that I know when that is and call them back then.
I hope this helps you to organize your business a little. Call those people back! They are obviously interested or they wouldn’t have taken the time to call in the first place.
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