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7 Tactics of Following Up Without Being Annoying

7 Tactics of Following Up Without Being Annoying

The significance of following up, touching base and chasing the client shouldn’t be undervalued. Many people, especially people like me who are in PR, have seen it in action; whether it’s sending a lot of pitches and follow-up emails or making phone calls. Conscientious follow-up has helped me win business, get a story published in the newspaper, and pitch multiple ideas to clients and the media.

Strong and active following-up conveys a message to the potential client that you want to work them, that you are the right person for the job, and that you are just waiting to get started on one call. But whether you are looking for a job, a salesperson, a publicist or a businessmen, it could be a test to be persistent without being seen as annoying when you are doing strong follow-ups.

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While each situation needs to be handled differently, here are seven ways to follow up without being seen as annoying:

1. Being persistent doesn’t mean daily

Doing follow-up every day doesn’t indicate your gumption or passion; give respect to a person’s time. The common rule of pursuing or following up is to give at least one week before sending a reminder. Doing follow up daily can come off as annoying. Start out with an email or phone call every week, and then switch to every couple of weeks.

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2. Select a communication medium

There are no guidelines or rules on the best way to follow up; however, it’s always better to follow the indication of the individual you’re contacting. If they prefer email and your past conversations have taken place over email, it is better to follow-up via email.

3. Try multiple channels

Selecting a communication medium does not mean you should keep one communiqué method. Occasionally using other communication methods can initiate a quick response. Use social media like Twitter, Facebook, or a message on Linked-In, if you are not getting a response to your emails or phone message.

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4. Don’t act like you’re owed anything

There is a strong possibility of getting disheartened and irritable when you are not getting response after a solid follow-up. Remember that it doesn’t matter how many times you’ve followed up, or how impeccable your proposal or pitch is for that client; nobody is obligated to respond to your request. Each follow-up call, email or message should be as respectful, polite and humble in attitude as your first one was.

5. Your objective is an answer

Don’t set a quota or sign to classify an answer, whether your offer is turned down or receives a non-actionable response, such as “I’ll get back to you.”

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Some people might have a rough time saying no, so they’ll attempt to postpone the inevitable. Minimize that propensity by giving the person an intention to respond, such as offering a limited-time price cut. Be proactive and schedule a time to contact the person when they say they’ll get back to you.

6. Have a plan

You can’t simply keep calling a prospect after getting a negative response. Make an active plan for your offer or proposal. Find out other prospects that can be reached, look for other products that can be pitched to different clients. A negative response should lead you to the next step according to your planned track.

7. Say thank you

Whatever response you get from the client or contact person, always remember to acknowledge the time he has spent to read your proposal, or communicate with you on the phone. He gave you time and consideration, which is a difficult thing for every professional these days. He might help you by giving some information that can improve your offer or proposal, or offer a new contact, or ideas about how to sell it somewhere else. Always thank them for their time for considering your offer; they’ll remember how polite you were–and might consider your proposal in the future.

Featured photo credit: www.coffeesh0p.com via static3.coffeesh0p.com

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Tayyab Babar

Tayyab is a PR/Marketing consultant. He writes about work, productivity and tech tips at Lifehack.

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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