How to Easily Automate Your Follow Up Emails [Podcast]

Consistent follow up (or lack thereof) plagues most entrepreneurs.

Most CRM solutions are extremely expensive and adds a ton of unnecessary features.

Join James and Sean as they discuss a solution that enables entrepreneurs to follow up with emails like clockwork,!

Show Notes:


How much money have you left on the table because you didn’t follow up with someone?

Its a tough question to ask yourself, but the problem remains: you need to be more consistent with follow up communication to potential and recurring clients.

Follow up is so important in our noisy world. Your clients are already overwhelmed with things they have to remember, much less, remembering to call back the guy who pitched that idea to them three weeks ago. is a fantastic resource that automatically reminds you when and who exactly you should follow up with each day, to make sure no one falls through the cracks.

Things we mentioned:

  • – email tracking and reminders for busy professionals (link)

Social Links:


Sean: All right and today, we’re going to be talking about James, I know that you are a power user of

James: I stinking love

Sean: I’m not as familiar with it, but you were telling me a little bit about some of the features here and I think that I might become a user here pretty soon.

James: Yeah. I really started using a lot earlier this year. Obviously, being the founder of [Sweet Fish 00:00:26], I am the chief sales guy. If I can’t sell what we do, then we’ve got big problems. I’ve been on I don’t know how many sales calls and sending out tons of cold email and responding to those. We were looking through some statistics before we started this episode, Sean, and it’s baffling how many times you need to follow up with someone before a deal actually closes.

Sean: Absolutely. These make sense though because I know that when salesmen talk to me that they’re going to follow up with me I think twice these numbers. Like this one stat, 80% of sales require five followup calls after the meeting. For me, that’s more like seven or eight, maybe 10-ish.

James: Yeah, yeah. It’s insane and so if you are not willing to follow up, you are probably not going to win.

Sean: Right.

James: You’ve got to be able to do that. Remembering to follow up, especially if you’re reaching out to multiple people a day, is impossible. You can’t remember to do that …

Sean: Got to follow up with yourself in order to remember to follow up.

James: Exactly. What I do is I use I think I paid … I don’t know, the pricing’s on their website. It was like $150 for the year or something like that, totally worth it. I just in the bcc of an email, I put in the number of days or weeks from that day that I want a reminder to follow up. If someone … Like I got a few emails earlier this week from people that are like, “Hey, James, we’re super busy at a conference. Could you follow up with me next week?”

Sean: Right.

James: Instead of me having to just remember that, I reply to them and just say, “Sure can,” and in the bcc so they don’t see it, I put [email protected] In seven days, I’ll get an email dropped into my inbox, it’s a reminder saying, “Hey, this is the person you need to follow up with.”

Then there’s one little caveat to Say you’re trying to reach somebody that you haven’t heard from yet. You want to continue to put in the bcc line until you hear from them. If you hear from them, it doesn’t necessarily take the reminder out of You’re still going to get an email saying, “Hey, follow up with Steve,” but if Steve has already responded, obviously, it’ll be kind of awkward if you …

Sean: Follow up with him and he’s already…Yeah.

James: Which sounds funny, but when you’re doing sales all names start to run together.

Sean: Yeah.

James: The little hack that I’ve started doing to make sure that I’m not following up with somebody that’s already responded to my email is I just go to my sent tab in Gmail and I type in their email address, and it’ll pull up my last email that I’ve sent to them and then, I can look through the thread and just it’ll just jog my memory, oh, I did hear back from them and we’ve got a call set up for next week or whatever.

That’s the little workaround that I’ve got for …

Sean: That way you’re not looking silly.

James: Yeah. That way you’re not really annoying people too bad. There’s a common misconception around followup and people think that you’re bugging people.

Sean:  Right.

James: “James, I don’t want to bug them. They’re busy. I don’t want to bug them,” but I can’t tell you how many times I’ve had people thank me for following up with them because they’re busy. If you’re listening to this, you’re busy. There’s a reason why you’ve subscribed to a podcast that’s a four- to seven-minute long episode because you’re busy. You have a lot of stuff to do. The more that you follow up with someone, you’re just making it easier for them.

Sean: You’re becoming the for them in that matter.

James: Yeah, exactly. If your service is really valuable and it can really serve them in whatever capacity they need to be served, then you’re doing them an injustice by not following up. It was when I changed my mindset to more of that thinking, I know people need what Sweet Fish does. We solve a huge pain point, we add tremendous value, and I know that people that don’t use us, unless they have an in-house team doing it for them they’re a huge disadvantage to people that are consistently creating content. When I …

Sean: Absolutely. It would be exponentially more so that way growing into the future.

James: Exactly. I just think whenever you really value the service that you offer, you can get out of that mindset of thinking that you’re bugging people. Man, I’m just trying to serve you better. If they don’t want to hear from you, it’s as simple as them saying, “Hey, not interested.”

Sean: Sure.

James: If they weren’t interested, they would’ve probably told you that, but by consistently following up, I think you’re going to be surprised at the amount of deals that you start to see closing if you’re in a role where you’re closing deals. Even it works internally, right. If I’m emailing Sean and I want to make sure that we circle back with something, pop something in the bcc, three days, I want to circle back with you about this marketing strategy that we’re talking about.

Sean: Sure.

James: It just helps you keep everything on track and moving forward and I love it. Check it out, You can check out their pricing and hopefully, get signed up and start following up better.

Posted on November 10, 2015 in Small Business Tips, Time-Saving Tools

Sean Blackburn

About the Author

Sean is the Head of Marketing for Sweet Fish Media, a done-for-you content marketing solution that writes and promotes blog content for busy teams. Co-host of @TickTockPodcast and lover of all things Orlando, FL w/ @OrlandiaPodcast. He snarks on Twitter @seanrblackburn.

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