Initial Prospect Introduction
(30 Min. Phone Call)
Objective of 30 minute phone call: Speak with prospect to decide if Discovery Meeting should be next step.
PROCESS 1:
Initial communication and follow up procedures
Option 1: Prospect is introduced to PWA through mutual email from COI directly to Advisor
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Step 1: Advisor Direct Communication (ADC): Advisor will send a response email to the prospect where Advisor directly introduces him/herself and includes a link for the prospect to schedule a 30 min call. (TEMPLATE 1: ADC Email)
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Step 2: Record email in RedTail (RT)
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Step 3: Add follow-up in 3 days in RT calendar
Option 2: Prospect gets introduced to PWA through a source, online, referral from client, or COI sends an introduction through email, text, phone call introducing Advisor and PWA.
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Step 1: Send a response email to the prospect with introduction to PWA and Advisor and include a calendar link for the prospect to schedule a 30 min call. (TEMPLATE 2: Response Email)
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Step 2: Record email in RedTail (RT)
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Step 3: Add follow-up in 3 days in RT calendar
PROCESS 2:
Prospect schedules 30 minute call with Advisor via Calendly
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Step 1: Send a confirmation email from PWA within 24 hours or receipt of scheduling of appointment to show that we know about the phone appointment. (TEMPLATE 3: Confirmation Email)
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Step 2: Calendar in RT to send “reminder” email the day before phone call
(TEMPLATE 4: Reminder Email)
(TEMPLATE 5: Script for phone call reminder of next day 30 min call)
PROCESS 3:
Initial prospect setup in RedTail (RT)
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Step 1: Obtain personal information of prospect
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Step 2: Begin new prospect file in RT and add all personal info known
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Step 3: Add all communications with prospect in notes in RT
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Step 4: add all follow up to calendar in RT
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Step 5: add workflow in RT
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Step 6: add prospect to email distribution list - constant contact
PROCESS 4:
After the introductory phone call
Option 1: If next step is to proceed to scheduling Discovery Meeting
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Step 1: Send Discovery Meeting introduction and schedule email with calendar link (TEMPLATE 6: Discovery Meeting Email)
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Step 2: Record email communication with client in RT
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Step 3: record follow up reminder in 3 days if prospect does not schedule appointment
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Step 4: Once prospect schedules, record in RT
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Step 5: Remove follow up from Calendar in RT
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Step 6: Send confirmation of meeting date and time to client from PWA (TEMPLATE 7: Confirmation of appt)
(TEMPLATE 8: Script for phone call reminder of next day Discovery Meeting)
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Step 7: Proceed to Pre-Discovery Meeting Process
Option 2: If next step is NOT to proceed to Discovery Meeting – CLIENT INITIATED
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Step 1: Send “keeping door open” email (TEMPLATE 9: Door Open email)
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Step 2: Schedule 30/45/60 day follow up in RT based on advisors recommendation
Option 3: If next step is NOT to proceed to Discovery Meeting – ADVISOR INITIATED
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Step 1: Send “thank you for your time, but…” email (TEMPLATE 10: No Thank you email advisor initiated)
Resources
TEMPLATE 1: ADC Email
TEMPLATE 2: Response Email
TEMPLATE 3: Confirmation Email
TEMPLATE 4: Reminder Email
TEMPLATE 5: Script for Phone Call Reminder of Next Day 30 Min Call)
TEMPLATE 6: Disovery Meeting Email
TEMPLATE 7: Confirmation of Appointment
TEMPLATE 8: Script for phone call reminder of next day Discovery Meeting
TEMPLATE 9: Door Open Email
TEMPLATE 10: No Thank you email advisor initiated
TEMPLATES
TEMPLATE 1: ADC Email
TEMPLATE 2: Response Email
TEMPLATE 3: Confirmation Email
TEMPLATE 4: Reminder Email
TEMPLATE 5: Script for phone call reminder of next day
TEMPLATE 6: Discovery Meeting Email
TEMPLATE 7: Confirmation of Appointment
TEMPLATE 8: Script phone reminder of next day Discovery
TEMPLATE 9: Door Open Email
TEMPLATE 10: No Thank you email advisor initiated