[We] were just discussing how invaluable your team’s discussion notes were to understanding what’s going on with our target attendees. Very insightful. – Rebecca, Los Angeles, CA
Knowing how to write quality notes while teleprospecting is a necessary skill required to achieve positive outcomes from your calling efforts. Frankly, cold calling is a waste of time if notes documenting the conversations are not a factor. If you have a list of 1,000 prospects to call, how can you expect to remember the conversation you had with Mr. Smith at 123.456.7890? It’s nearly impossible!
The good news is if you keep the following tips in mind, it’s simple to take useful notes while teleprospecting.
How to Write Quality Notes While Teleprospecting
Brief, yet thorough
Remember that these are notes; therefore, they do not need to be overly extensive. Keep them brief and to the point. To help make sure you don’t leave out any pertinent information, keep in mind the 5 W’s and 1H – who, what, when, where, why, and how. For example:
- Who did you speak to / who do you need to speak with next time / who is the decision maker
- What did you speak about / what are your next steps (ie: follow up call, send email with more information, etc.)
- When did you call / when is a good time to reach the decision maker / when did the decision maker ask you to call back
- Where is the decision maker located (important to note time zones when a follow up call will occur) / if a face-to-face appointment was scheduled, where are you meeting
- Why was the prospect interested in your product or service
- How did the prospect sound – very interested or somewhat interested? This can be defined as a hot, warm, or cold lead, depending on interest level
Easy to read
While reviewing notes, it is easier to read short blurbs or bulleted lists as compared to long paragraphs. The eyes can quickly skim when the information is spaced out. This is not the time to see how many words you can fit on one piece of paper!
Quick to write down/capture
Shorthand is a great tool to use while taking notes. Dunlap Marketing’s president, Mike Dunlap, is a fan of using shorthand and frequently uses it himself. Here is his shorthand key:
- TT – talked to
- SIT – still in touch
- CB – call back
- TA – try again
- LVM – left voicemail
- DM – decision maker
Need to “spark” your memory
The bottom line is your notes need to be able to jog your memory or inform the person you’re passing them along to of the conversation you had. They also need to clearly state what the appropriate next steps are.
Don’t waste the time you dedicate to cold calling – take quality notes to make sure you achieve the best possible outcome of your teleprospecting efforts.