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 

 

  • 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

 

  • Step 2: Record email in RedTail (RT)  

 

  • 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. 

 

  • 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

 

  • Step 2: Record email in RedTail (RT)  

 

  • Step 3: Add follow-up in 3 days in RT calendar 

PROCESS 2:

Prospect schedules 30 minute call with Advisor via Calendly 

 

  • 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

 

  • 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) 

 

  • Step 1: Obtain personal information of prospect 

 

  • Step 2: Begin new prospect file in RT and add all personal info known 

 

  • Step 3: Add all communications with prospect in notes in RT 

 

  • Step 4: add all follow up to calendar in RT 

 

  • Step 5: add workflow in RT 

 

  • 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 

 

  • Step 1:  Send Discovery Meeting introduction and schedule email with calendar link (TEMPLATE 6: Discovery Meeting Email

 

  • Step 2: Record email communication with client in RT 

 

  • Step 3: record follow up reminder in 3 days if prospect does not schedule appointment 

 

  • Step 4: Once prospect schedules, record in RT 

 

  • Step 5: Remove follow up from Calendar in RT 

 

  • 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)

 

  • Step 7: Proceed to Pre-Discovery Meeting Process 

 

Option 2: If next step is NOT to proceed to Discovery Meeting – CLIENT INITIATED 

 

  • Step 1: Send “keeping door open” email (TEMPLATE 9: Door Open email

 

  • 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 

 

  • Step 1: Send “thank you for your time, but…” email (TEMPLATE 10: No Thank you email advisor initiated

Resources

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TEMPLATE 1: ADC Email

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TEMPLATE 2: Response Email

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TEMPLATE 3: Confirmation Email

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TEMPLATE 4: Reminder Email

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TEMPLATE 5: Script for Phone Call Reminder of Next Day 30 Min Call)

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TEMPLATE 6: Disovery Meeting Email

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TEMPLATE 7: Confirmation of Appointment

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TEMPLATE 8: Script for phone call reminder of next day Discovery Meeting

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TEMPLATE 9: Door Open Email

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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