Powerful Video Sales Consultation System which integrates Zoom, ScheduleOnce, Google Calendar and Keap / Infusionsoft

Check out the Webinar where I outlined my Zoom Video Sales Consultation System

Click here to download the PDF : Zoom Video Sales Consultation System Blueprint

TRANSCRIPT

Paul Greig Smith
Wonderful and welcome to the webinar guys. So if you’re listening to this, maybe you are a business owner, maybe you’re a coach, maybe you’re in marketing, maybe you’re in sales or you’re an entrepreneur, whatever, you are going to want to listen to this because I tell you why, this webinar is all about adapting your business to the online world fast, even if you’re not too techie. So essentially, this is almost like a well thought out marketing business in a box. I’m joined by Julian Mills, a very good friend. I’ve known Julian for nearly five years now. And he is my go to person as a systems guy. He’s helped various entrepreneurs grow and scale and his mind literally works differently to my mind. And again, my name, for those of you who don’t know me is Paul Greg Smith, from Personal Development Essentials podcast, as well as the Growth Mindset and Movement, I have a couple of businesses, I’ve got a travel business and I’m also a business coach. And I do a lot of sales as well. So this is really kind of useful content for anyone who is struggling now in these times of crisis and times of COVID. And you’re thinking, How do I adapt my business online? How do I continue to get more leads? How do I continue to follow up? And how do I still get more sales in these times of crisis? So yeah, without further ado, thank you for joining me, Julian. And remember guys, stay to the very end because you’re going to be able to download this entire blueprint and Julian is something of a genius in terms of mapping out complete systems and structures which you can just emulate and copy and use straight away. So Julian, thank you and let’s dive straight in, shall we?

Julian Mills
Thank you Paul for that brilliant introduction there. So just a little bit about me. I am in my day job an Keap / Infusionsoft Certified Partner, I’ve been doing that for over 10 years now, but don’t worry. I’m not here to sell you Keap / Infusionsoft today. What I want to show you today is a way to use Zoom and systemize Zoom to create a Sales Consultation System. So obviously, I’ve used Zoom for many years now, but during the recent COVID virus, it’s come to the forefront. Everyone’s heard of Zoom now. And also, I was on a presentation with Marcus Sheridan who wrote the book “They Ask You Answer”. I was on a presentation of his back in March. And he was saying how he has changed the way he sells his swimming pools in his business, rather than the salesperson going around to sell the pool which they couldn’t do due to the virus. He was now doing it via Zoom. So that got me thinking – How could Zoom be systemized and made more efficient rather than just sheduling the call in the calendar and copying and pasting links. So this is where this system evolved from. Today I’m going to show you the blueprint I’ve created and of course you can emulate that. Some elements have a little bit of cost to it. You don’t need Keap / Infusionsoft necessarily.

Paul Greig Smith
Keap / Infusionsoft is for people who want to kind of really grown and scale and get serious. But otherwise, for anyone starting out their business or whatever, you can use the simple low cost side of this to set up.

Julian Mills
Exactly, yes. So I’ll show you show you the low cost way, the way I have done it for years now. And then I’ll show you how you can really ramp things up and go to the next level with Keap / Infusionsoft if you need that level. So this system uses free tools, it uses Zoom which now everyone is familiar with. You can use Zoom for free. When you’re doing group meetings you will need to upgrade. But for one to one calls you can use Zoom for free, no problem. Also uses Google Calendar. Also Microsoft calendars will work, I’m using Google Calendar. And then the other tool of use is called ScheduleOnce and ScheduleOnce is like a virtual PA, I could not live without this now in my business, because it saves me so so much time, as I’ll show you in a minute. There is a cost associated with this system. Presently, it’s $15 a month, three users, so you could have three reps using it for $15. It’s a very sophisticated scheduling system. The best one I believe out there,

Paul Greig Smith
But it’s simple to use?

Julian Mills
It takes a little bit of setting up, it’s very plug and play in a simple way and we can get very advanced with it and I’ll show you later on, but only get advanced if your business requires it. So these are the three tools you’re going to be using for this. You see as we go through the flowchart, I’ve colour coded so ScheduleOnce is blue. Zoom meetings are in red/pink, Google Calendar is in grey. And Keap / Infusionsoft is in green. Let’s kick off, so you’ve got your website and you’re getting traffic to come to your website. Maybe it’s organic, or maybe you do some email marketing. So you know, warming people up and nurturing them. And at some point they’re going to want to speak to somebody. You’re going to schedule a call with them, rather than a telephone call we’re going to automate it so a Zoom call is set automatically scheduled where you have a video call as well as audio. So they could come to your website ultimately, and fill in a form which is hosted by ScheduleOnce.

Julian Mills
ScheduleOnce will automatically interrogate your your Google calendar to see what dates are available, what times are available. It schedules it all for you. There’s no back and forth between you and the client at the moment. This is all done on the client end on on these forms on these websites. Again, saving you time and energy.

Julian Mills
Absolutely, none of that tooing or frowing or phone tennis trying to arrange a call or a meeting even, if you do physical meetings. So they will sort out the date and time they are available and we can also profile as well, so we can ask questions. What size business, how long they’ve been in business.

Paul Greig Smith
Almost like pre framing the prospect there.

Julian Mills
Exactly, so when you get on that call, you know something about them, you’ve checked out the website, you’ve checked out the company, whatever your process is. So, because they schedule a call at the time, ScheduleOnce will then talk automaticly to your Zoom account, it will set up a Zoom meeting in Zoom, and it will pull in the Zoom link for the meeting. Okay? So once you’ve got the Zoom link, it will then send the prospect an email, saying, click here to install the event on their calendar with the Zoom link already embedded for them. So when they come to to check the calendar for the meeting, the link is there. Just click the link and the call starts

Julian Mills
So it sends out an email. It also takes that appointment and drops it into your calendar and blocks out that time. (So you never get double booked) With a link in your calendar appointment, so you just come in in the morning, ook at the calendar for the calls you have to do, then simply click on the link to start the call. It’s that easy.

Julian Mills
So once the call has been sheduled then in the run up to that call ScheduleOnce is going to send reminder emails. So I have not even customised those emails I just use the ones out of the box from ScheduleOnce. I cannot remember how often mine go out now but it’s a few days before, the day before and the morning of the call.

Paul Greig Smith
And all of this this is done automatically. So you don’t even have to do this, ScheduleOnce just does all this for you, all automated reminding your leads to be on that call. So really increasing the chances that there’s not going to be any no shows

Julian Mills
Exactly, no shows are very rare for me. ScheduleOnce sends text reminders 10 minutes before the calls and it’s all in the relevant time zones as well, it accommodates time zones. So say you only work nine to five, your only taking calls nine to five in UK time, then American prospects will get some odd time availabilities. So obviously one of the things I do is some days I’ll I’ll have blocks of time when I am available till 8pm (UK time) to better accomodate overseas enquiries.

Julian Mills
So they get those reminders and they might decide that they can’t make the call now. Maybe they need to reschedule, they just click on the link and they can reschedule the call. It automatically updates their calendar, it automatically updates your calendar, no tooing and frowing when they want to reschedule. They also get the option to cancel and you see here at this point we’ve got dead end. I’ll show you later how I can solve that with Keap / Infusionsoft. But at this point if they cancel then it is up to you to manually remember to follow up with them. Okay, so get those reminders, and then we do the call. So on the day of the call we do the video sales call. We click the link, they click the link, and we just start talking using Zoom.

Paul Greig Smith
Just very quickly, I just want to add something there for anyone listening, all of this kind of automation is happening in the background, right, so as all that you would see if you know you’ve got your your, whether it’s your website or lead machine or landing page or whatever, you’ve got that up, you’re already getting traffic to it, and so on. So what this is going to look like is literally, your email inbox is just going to get filled up with leads, and it automatically does the calendar for you. You don’t have to do anything you’re not even calling the prospects or anything like this. All of this is automatic. You just literally look in your inbox. Have I got sales calls today? Do I have any leads or anything like that? So it does all the heavy lifting for you. Sorry, Julian. I just wanted to kind of add my perspective so people have got a clearer picture of what it looks like.

Julian Mills
You just look in your calendar for the list of calls that you have got that day. And one thing you might see, say you come in at nine o’clock in the morning, you’re looking at the calendar and suddenly one call will disappear. You will think I am sure I had a call booked for 10 o’clock and then you look back at the records and see that that person has actually clicked this link here and rescheduled because they couldn’t now make it call that morning. So rather than phone you and mess about and reschedule, they just click the link to reset and it’s automatically updating your calendar, it’s so cool when you see that it’s just saving you so much time. And obviously, in the simple system here the call is manually updated in Zoom as either completed or no show. And that’s that’s where the simple version of this leaves off. Is that OK? Any questions on that?

Paul Greig Smith
Yeah, that’s all good. All straightforward. So literally now, I’m just thinking from the from the perspective of the business owner. So you’re looking in your inbox, you’re looking at your calendar, and it’s all kind of populated with leads, which is a wonderful thing to see. And so then you can even if I understand this correctly, you can just literally click on the link in the calendar and it takes you straight to the zoom call. So there’s none of that having to log into zoom to cut and paste and send links to your prospects, because I know some people, it might take five or 10 minutes to do that. And then sometimes people have issues logging on and you’re, you’re following up with the phone asking – Did you get the link, okay, and all this kind of stuff. So again, none of that, it’s literally just click on your calendar straight into the Zoom call.

Julian Mills
One of the by products of this is that it forces you to be very organised with your calendar. Okay, so the system is automatically going to book calls for you. So then, if you’re going on holiday for a week, or two days or whatever, or say you have a physical meeting then you need to religiously block it out on your calendar. So it does force you and I have found personally it forces you to use your calendar so much better and it’s amazing. I never get double booked.

Paul Greig Smith
That’s good. And again, what’s in the diary gets done, you know, so to really kind of help serious kind of minded people to make the most of their time and make the most of their incoming leads. It sounds fantastic.

Julian Mills
Actually,we should make a note of that Paul to actually do a video or a webinar on how to use a your calendar efficiently. Because I think that’s been a game changer in itself for me. This system is just a part of that.

Julian Mills
So just just to finish up, I’d like to show you where this could really take you if you need an advanced level of sophistication.

Paul Greig Smith
So that’s the simple level. And that’s pretty inexpensive to get set up. So especially if you’re just setting up a business, for example, or even if you want to keep costs as low as possible, you can do this with just ScheduleOnce, Zoom and Google calendar or whatever other calendars, there’s a whole load of easy integrations there.

Julian Mills
Now, when you bolt on your marketing automation system, or CRM. Obviously I use Keap / Infusionsoft as that is the one I know. That’s what I love.

Paul Greig Smith
And that could be something different. There are lots of other ones, whether it’s Keap / Infusionsoft or other ones.

Julian Mills
Yeah, it could be HubSpot, Activecampaign, those sorts of things as well.

Julian Mills
Those integrate with ScheduledOnce, the ScheduleOnce integration with these tools is so close, it’s amazing. I’ll show you using Keap / Infusionsoft because because that will give you the insight and you’ll know what you know then. So, I’ll click here and so you see now the flow chart has extended.

Paul Greig Smith
What I love about this and for anyone who is initially looking at this and going Wow, that looks a little bit too complicated, actually what Julian has got a gift for, he could just kind of does this effortlessly. He’s able to talk to business owners, entrepreneurs, and kind of clearly identify their whole marketing funnel from from start to finish. Once people get this out on paper, it’s amazing because you can then look at where you are missing out? Where am I not following up on prospect, there is that wonderful phrase, you know – “The fortune is in the follow up”. We all know not everyone is ready to buy then and there, but they might buy from you in a year’s time or five years time or whatever. So this is about you know, long term value of your email list as well and making sure that you’re really following up. So yeah, Julian, I can’t wait for you to elaborate on your, your system here.

Julian Mills
Okay, so we now see the chart has grown somewhat. And you’ll see see the green coding. This is where Keap / Infusionsoft is kicking in. So we have got the same basic systems as before. So when someone shedules a call now and fills in our profiling form I’m automatically pushing that contact into Keap / Infusionsoft along with any profiling data capture any custom data, tags, etc.

Paul Greig Smith
And again, just just in layman’s terms. That means rather than having to manually cut and paste client details into a system or a CRM, or even in a booklet somewhere, this is done automatically. So they landed on your page, leads come in all this kind of stuff, but it’s already gone into the CRM. Details captured and profiled, wow.

Julian Mills
Yeah, they come into Keap / Infusionsoft with all data. And I can trigger automated campaigns, whatever they may be for the business. So that happens automatically. There’s no work involved as Paul mentioned. And when it comes to the actual zoom calls we are scheduling. You see before when they cancelled we reached a dead end. So, unless we remember them manually to rework them then they get forgotten.

Paul Greig Smith
This is where leads can fall through the cracks, isn’t it?

Julian Mills
Yes, they they cancelled whatever reason. Now I can automatically trigger marketing to follow up. I could send them emails, texts and even direct mail if I want asking them to please reschedule saying “sorry we missed the call, please reschedule”. And again, that brings them back in when they click the link to reschedule a new call with us.

Paul Greig Smith
Wow. And again, sorry to stop you there. Julian, if you’re watching this, and you’re kind of thinking, Well, what are the ramifications for my business with this? Imagine this. No Lead Left Behind, you know no lead left behind you’re really are you’re tightening your net, not only the front end but also the long term value of the prospect as they might not be able to buy now for whatever reason but maybe in six months or a year they might be so this is this is massively valuable guys.

Julian Mills
Well put Paul. So the sales call occurs today and there are two outcomes to that either – the sales call is completed, you turn up and you have the conversation, or you get a No Show, with this system that is very rare. But when it does in the simple system version then that’s a dead end and a potential dead lead. Okay, but with Keap / Infusionsoft when I get a No Show I just record it in Zoom and Zoom will automatically tell Keap / Infusionsoft to trigger another campaign. Let’s email and say sorry we didn’t make the call today. Maybe something came up, life’s busy as we all know. Again, we’re looking to send them a link to reschedule that call. Bring them back into the fold as it were. So once the call is completed then Keap / Infusionsoft will automatically create a sales opportunity record, an opportunity to sell something and effectively dropping them into what we call a sales pipeline. Okay, so each rep would have a sales pipeline like this and they see all their opportunities and manage them on a day to day basis. And this is what I set up for many of my clients now. And obviously, the ideal is to take them through a process to ultimately the sale is Won. The way I work this is rather than the traditional Won and Lost stages, I also have a another pot of opportunities called Maybe in the Futures. May be you can convert 5% of your sales leads, whatever it is they are the low hanging fruit, great. However, there will be some people who you just do not want to deal with as they are not the right fit for your business. And that’s where I put them as lost. But anyone other than that, that doesn’t buy today, then to me then they are a Maybe in the Future, they have not said No yet. Then the Keap / Infusionsoft automation can take over and follow with an evergreen (never ending) Maybe in the Future campaign. This campaign never ends. The one I’ve got running for myself runs for five years. So it sends an email every five months? My record now is somebody buying after four years?

Paul Greig Smith
Wow. And again, I’ve had something similar. I think the longest has been seven or eight years, this person they’ve been on my email list for so long. And this is from my travel company. Greig Smith Travels, and they were like, we’ve always wanted to go on your trips, and we just, we never had the money and these were for our wildlife trips. But then one day, that email at the right time, the right place and they said they had the money and just decided to go for it. And I was like Wow. So you’ve been seeing my emails all this time and then finally. So this evergreen kind of capacity of your marketing system. As I say, no leads left behind, not just the front end on the sales won. This is making sure you’re following up and nurturing leads in the long term.

Julian Mills
Perfect. Well put Paul. So this is where traditional sales process finished when the sale was Won. But when you start to think about systems, we could take it to another level now.

Julian Mills
So we can maybe create a client onboarding pipeline. So maybe you’ve got an Onboarding Process, maybe doing coaching calls, maybe running a mastermind. So say in the mastermind, you have a group call every every month for a year that can all be accommodated in ScheduleOnce, you can set up a mastermind group where your hundred people or your 10 people, whatever. They all register for that event. It’s all pre programmed into the future. All the reminders go out. One to one coaching calls you can do that, you can have them either paid or free. ScheduleOnce does all the follow up for you all the reminders, we don’t have to think about it. Yeah, so the client onboarding, obviously we then invoice the client, then when the client pays they become an active client and I would then drop them into another evergreen campaign a “Keep in Touch client” campaign. Okay, typically what this will do is that, at the very least it will just keep in touch with them. So this will be pre programmed so that once a month an email goes out just to keep in touch with them. So it’s not like it’s a time sensitive type email, it has to be evergreen, you know. If you have a time sensitive offer or piece of news that is time sensitive then we can set up an adhoc broadcast email separately.

Paul Greig Smith
Again, just to kind of add a few comments, you talk about keeping in touch, because again, not everyone is ready to buy initially, sometimes people are just browsing, window shopping or whatever. But you can use these automated evergreen campaigns to, it’s almost like and again, we’re both fans of, you know, Marcus Sheridans’s book, They Ask, You Answer. So if you think of it this way your prospects, your potential clients, their either looking for products or they’ve got struggles or problems and they’re looking for solutions or services to them. So your job, your business is to continually educate your prospects. So you kind of stay top of mind in their awareness and attention because otherwise you’ll be forgotten about you know, people will forget about you. So by continuing to provide value and the example of Marcus Sheridan, he sells swimming pools, so rather than try and just sell, sell, sell swimming pools, he educated people on all the different brands and all this kind of stuff. So he educated them further down in the funnel, so that people after they’ve done their research, they would then think, well, he’s a really good person to go to for my swimming pool, and then he would be, you know, Top of Mind awareness. So you can really use these not just for, you know, buy my stuff, buy my stuff, but to build a relationship with your prospects. So over time, they know like, and trust you.

Julian Mills
Very well put Paul. So that basically sums up really the blueprint for a system where at the most basic it is integrating these three systems very tightly, and you could you could do it yourself, you don’t need an expert to do that. And that alone, for most businesses, that is a game changer, to be able to orgasnise to that level. And as I say if you do need to go to a more sophisticated way then you see how this system can be evolved to your business.

Paul Greig Smith
That’s fantastic. So literally, if you’re listening to this, make sure you hang around to the end, because Julian is going to be able to share this kind of blueprint with you. But again, just to kind of convey exactly what this is, guys, this is, it’s like a business in a box, this information, this is totally free. This is really transformative. This helps take people from leads to prospects to purchasing, you know, and it takes it and automates it, it does a hell of a lot of the heavy lifting, even if you’re not that tech savvy. So the simple version here, the SheduleOnce, the Zoom and the calendar is really easy to set up. And that’s great for any business, whether it’s a solopreneur, or coach or anything like that, or even a tradesperson. And again, you mentioned the example of how do we adapt to to COVID and so on. Think of it this way, you don’t necessarily have to manually visit your prospects for quoting or anything, maybe preparing for when the Coronavirus lock down ends and all this kind of stuff, people can use their phones to kind of, you know, whether it’s quoting for some kind of garden or interior design or any, any kinds of trade stuff, you can use video with Zoom showing around. So people are able to kind of give, you know, rough estimates and all this kind of stuff. So this is a perfect way. Imagine that, not even having to drive out to see your prospect, for some people who have to drive half an hour to see a prospect and then it’s not even a good lead, you can do all of this. So again, this is saving time, saving money, helping filtering your prospects and all this kind of stuff. And obviously for those people who are already well versed, they’re already getting the leads and the conversions and then they want to take it to the next level. That’s when you want to scale up with a really good CRM be it Keap / Infusionsoft or Active Campaign or MailChimp or whatever.

Julian Mills
With this system it also opens up the whole world to your marketing as well. You know when you can physically (will not physically) when you can by video interact with people, it’s the next best thing to being there. And I was just talking to a client the other day in Hong Kong. And he he sells thread to the garment manufacturing businesses in the Far East. In the past, he has spent a lot of time travelling to places in Bangladesh, in the back waters of Bangladesh, it takes a day to get to these places and probably have one meeting. And he had to do that because that’s the way they work, it had to be face to face meetings. Now what’s happened, he was blown away. He’s used Zoom for years, but these people he was dealing with wanted face to face meetings. Now with the virus, they’ve had to change their thinking. So they are now switched on to Zoom. And suddenly the time he’s having to travel around the world, it’s gone to a quarter, maybe a third of what he was doing previously. And his clients are happy about it. They see the benefits of using Zoom during the virus crisis. Everyones mindset has changed making working this way and to automate as much as you can perfect for this time.

Paul Greig Smith
That’s incredible. So again, we’ve seen how even in the UK, you know Boris Johnson and the cabinet all having to do things by Zoom. So across the world, you know, we’re all having to adapt and change our businesses. And this is a really super simple way that you can adapt your business fast and collapse timeframes and really begin to make your business more efficient and more effective so you can ultimately make more money and still you know, potentially thrive in times of crisis

Julian Mills
Yeah, definitely. So after this webinar video I’ll make available the PDF of the Sales Consultation System.

Paul Greig Smith
Fantastic. So yeah, download that guys I highly recommend that and if if anyone wants to, you know, let’s say if you’re a business owner, and you know you think this is incredible, but you’re you’re literally too busy and you’re still a bit like me, I’m not a systems guy. And you’re like, you know what, I actually want to talk to someone. Where can people get hold of you, Julian?

Julian Mills
So when you download this PDF document, you’ll see the contact me section of the PDF, again, click the link and guess what happens? You can schedule a Discovery call with me and see it in action, schedule a one hour discovery call and I’m happy to have a chat. Happy to point you in the right direction, not trying to pitch you anything or sell you anything. Just help you get started, that’s the way I roll.

Paul Greig Smith
And so literally, again, if funds are an issue, just use this information to set up this Sales Consultation System with SheduleOnce, Zoom and Google Calendar that Julian has outlined here and use this blueprint as a step by step guide. Again, if there’s anyone who’s already at a higher kind of level and like, Okay, I’m already kind of at that level, I know the simple stuff. But I want to scale and start targeting and following up with more prospects then by all means, give Julian a call. And again, as I say, he has helped many very successful entrepreneurs grow and scale because not all of us have a systems mind. Some people, you know, they’re good at sales, they’re good at coaching. They’re good at quoting, they’re good at their trade or whatever, but they’re not good at the techie stuff. So this simple blueprint is, and again, I love the way Julian, that you almost like idiot proof a lot of this stuff and help you map it out in one go. Because for many people, that’s where people find things can get complicated. So yeah, download the blueprint, guys. And if you do want to give Julian a call, by all means book in a call with him. But otherwise, thank you, Julian, for your time today. It’s always a pleasure. And there’s always so many nuggets of actionable kind of insights and wisdom. Always. Pleasure. And thanks again guys, and keep an eye out for more webinars, business related webinars in the future.

Julian Mills
Thanks for your time today Paul, thank you very much.

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