Follow Up & Follow Through

Organizational skills are essential for success in a follow up and follow through marketing system. Preserving all prospect registration forms like guest registers, fitness profiles, telephone inquiry sheets, buddy referral sheets, web lead notifications, contest box registration forms and the like in an organized, filed and accessible manner for all staff to access is crucial for being time efficient and effective.

It is also important that these forms are filled out properly by prospects and carefully reviewed by the administering staff member. It is also important for the administering staff member to make complete notes about their interaction with each prospect and that the form is properly coded for future follow up by other staff members. This is very helpful when a prospect returns to the fitness center and the original administering staff member is not on duty.

Without a solid organizational system a fitness center is operating in a “shoot from the hip” method and this lack of organization will make achieving sales goals a monumental undertaking.

It is essential for all staff members to properly enter all appointments into the appointment system whether that system is a paper based appointment book or a more comprehensive computerized appointment system.

Furthermore it is imperative that all prospects and members are added into the CRM Fitness Center Marketing System for ongoing prospect and member follow up communications.

Data Collection & Tracking:

Collecting data and contact information from prospects is important for both follow up and to measure the effectiveness of an advertising and marketing campaign. Through data collection we can apply analytics that can help us discover insights and pin point areas of concern within a campaign to determine what processes are being properly implemented and what processes many need to be revised. For example: if a particular advertising campaign generates a large volume of interest over the telephone yet enrollments are low we can drilling down on the data to find out why the telephone interest did not translated into sales. If the campaign generated a good telephone response but a poor prospect show response it may be likely that the problem exists in the telephone presentation.

It should also be understood that every prospect that shows interest in the fitness center is a response created by some sort of financial expenditure from the company. Whether it be a walk-in prospect who saw the fitness center’s business sign or a prospect that was referred by a friend, there was an associated cost to the company and therefor prospect contact data should be collected for follow and ROI (Return on Investment).

Time and time again we have demonstrated that a percentage of prospects will require several touchpoints (telephone, email, advertising, social media) before making a buying decision. If we fail to collect the contact data of prospects who show interest in the fitness center we are then unable to add these prospects into the Virtual Consultant Fitness Center Marketing System and we are less likely to create enough touchpoints to convert the prospects into a member.

  • Telephone Inquiries
  • Guest Visits
  • Web Leads
  • Contest Entries
  • Referrals (Point of Sale & Buddy Sheets)

CRM System and Appointment Calendar:

  • Prospects First & Last Name
  • Prospect Telephone (daytime phone field>
  • Prospects Email Address (select the send appointment email notification)
  • Select Appointment With
  • Select Service Type
  • Select Appointment Date
  • Select Appointment Time
  • Select Appointment Status
    • This could be Scheduled, LM to Confirm, Text to Confirm, Confirmed, Showed, Joined/Sold, No Show, Reset 1, Not Interested or Cancelled.
  • Special Instructions to Customer
    • These are notes that the customer will see when emailed
  • Appointment Notes (internal only) & Customer Notes (internal only)
    • These are notes that are not sent to the customer
  • Select Send Appointment E-mail to Customer
    • This changes to send e-mail change to customer when updating appointments
  • Click the Finalize Appointment Button
    • This button changes to update when updating appointments

CRM Fitness Center Marketing System:

  • Balance CRM with Daily Guest Register, Collected Lead Box Slips and Buddy Sheets
  • Search All Guests, Members, Custom 1, Buddies in VC and Update Level Accordingly or Add into VC System at Appropriate Level
    • (search by first 4 to 5 letters or numbers of email address)
  • Add only Guest, Members, Custom 1 and Buddies with Valid Legible Email Address
  • Email Address Added in All Lower Case Letters & Verify Accurate After Typed (cross reference with spelling of name if similar)
  • First and Last Name Use First Letter Capitalization
  • Select or Edit to Proper Level
  • Add Telephone Numbers
  • Click Add