“What do you do after selling your service? How do you keep track of what needs to be fulfilled?” A question popped up in a group, sparking a discussion many of us can relate to. It's funny how often we overlook the importance of tracking open orders, especially after securing a coaching client during a flash sale. You’ll likely have a staggered onboarding, and some may even plan to start in a few months. It's crucial not to lose track, and here's how you can ensure everything stays organized in your coaching business.

Strategies and Tools for Effective Lead and Client Management

Managing leads and clients can indeed be overwhelming, particularly for coaches just starting. Implementing a system for tracking open orders is vital to ensure your marketing efforts are not useless. Let's look at some strategies and tools to help you stay organized and efficient.

Lead Management to Tracking Open Orders

If you’ve been around for any amount of time, you’ll know my belief that having a system in place is the first essential step. You can use a simple spreadsheet or a CRM tool like Honeybook to keep everything in check. Whether it's a project management tool such as Asana, Trello, or MeisterTask, these platforms can streamline your process. You can create tasks for each service request, assign them, set deadlines, and monitor progress. Remember, duplication of your lead template simplifies the process significantly.

A spreadsheet might seem basic for those just starting, but it's incredibly effective. I've assisted a multiple six-figure business coach who relied on Google Sheets for lead management. Tools like Microsoft Excel or Google Sheets can help you maintain a detailed log of customer names, services provided, due dates, status updates, payments due, and links to essential documents.

Project Management Tool

Using a project management tool like Asana, Trello, or MeisterTask can help you manage and track your open orders.

You can create tasks or projects for each service request, assign them to team members, set deadlines, and track progress.

When a new lead comes in, simply duplicate your lead template and check off all the boxes. 

Use A Spreadsheet

As a new small business, even a simple spreadsheet will work. As I mentioned previously, I helped out a multiple six-figure business coach who utilized a Google Sheet for lead management in the past.

You can use a spreadsheet like Microsoft Excel or Google Sheets to track open orders or service requests. 

Create columns for details such as the customer's name, the service being provided, the due date, the request status, the start date, the end date, team member assigned along with payments due and links to supporting documents. 

Scheduling Tool

Using a scheduling tool like Calendly or TinyCal can be helpful if your coaching services need to be scheduled. This is a simple way to manage your availability and schedule appointments with future clients. This too, I’ve seen this in action with one of my past coaches. 

The process was simple and streamlined. 

Leads would fill out an application, and once reviewed and approved, email invitations with Calendly links would be sent to schedule a consultation.

If it were a “yes” client, following the onboarding process they would receive another Calendly link to book out all the calls with the coach. 

Regardless of which method you choose, it is essential to have a system in place to track your open orders so you can ensure that they are completed efficiently and on time.

Lead Qualification

When it comes to managing leads, it’s essential to know which is a good fit for your business. As much as you want, you can't be everything to everyone, so it's important to qualify your leads to find the ones that are a good fit for your coaching services. 

With this in mind, one way to do this is by asking qualifying questions during your initial contact with a lead. Without a doubt, a video call is the best way to get a good sense of who they are and if they’re serious about working with you.

Fortunately, there’s a simple solution. That is, create an application with good qualifying questions that will provide you with the information to decide if they are someone you’d like to work with. 

Here are a few basic questions:

• What are your specific goals or objectives?
• What challenges are you currently facing?
• How soon are you looking to start working with a coach?
• By asking these questions, you can quickly determine which leads are serious about working with you and which are not.

Lead Nurturing

But wait, just because a lead isn't a good fit at the moment doesn't mean they never will be. That's where lead nurturing comes in. 

Lead nurturing is building relationships with your leads and keeping them engaged until they are ready to become clients. This can be done through regular communication, such as email newsletters or quick check-ins on social media. 

Some ways to nurture leads or build up trust and respect include:

Sending out regular newsletters with valuable information and tips related to your coaching services.

Free resources, such as worksheets or e-books, can help your leads achieve their goals.

Follow up with leads regularly to check in and see how they progress.

Regularly nurturing your leads can keep them engaged and excited about working with you.

Client Management

Once a lead has become a client, it's necessary to have a system to manage their progress. This can include setting up regular check-ins and progress reports, as well as tracking their goals and progress. 

Some ways to manage your clients effectively include:

Make sure you have regular check-ins or progress reports to track their progress and make any necessary adjustments to their coaching plan.

Use a project management tool, such as Trello or Asana, to keep track of your client's goals and progress. 

Keep detailed notes of all communication and sessions with your clients so you can refer back to them as needed. Here’s a quick tip on note-taking: using a note-taking app during your calls will transcribe the call as you go.

During the call, the best thing to do is keep track of the action items from the call. At the end of the coaching session, review the action items and set a check-in date to keep your client accountable. 

Following the session consolidate notes, action items and other vital information in a Google Doc that can be shared with your client, this ensures everyone is on the same page.

It’s Time To Wrap This Up

The management of leads and clients is one of the most important aspects of growing a successful online business. In order to stay organized and ensure that you make the most of your time and resources, it is important that you pick a system that work for you. Whether it is a CRM tool, spreadsheet or project management software. Start with a simple process to qualify leads, nurture them, and manage your clients effectively. 

Thank you so much for your time. I appreciate you, and I hope you have a wonderful week!