How to Write Quality Notes While Teleprospecting

Posted on by Kaitlin Dunlap

 

[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:

  1. Who did you speak to / who do you need to speak with next time / who is the decision maker
  2. What did you speak about / what are your next steps (ie: follow up call, send email with more information, etc.)
  3. When did you call / when is a good time to reach the decision maker / when did the decision maker ask you to call back
  4. 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
  5. Why was the prospect interested in your product or service
  6. 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.

Summer 2016 Internship Program

Posted on by Mike Dunlap

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This summer, Dunlap Marketing hosted three college interns. They worked on selected, entry-level projects and did exceptionally well. When asked to describe her experience with the internship, Meredith, University of Texas, said, “It has been great – I’ve had the chance to see a side of business and marketing that usually goes on behind the scenes. I’ve gained so much knowledge from it!” Lydia, University of Texas, agreed and added, “I learned how to deliver a message in an effective and understandable way during a phone conversation. Over time, I became very comfortable and really enjoyed getting prospects to cooperate. I had a great time at Dunlap Marketing and really enjoyed all of the people here.”

The interns worked a fulltime schedule and even put in their fair share of overtime. “This job has taught me patience and tactful persistence,” said Grace, Texas A&M University. “It can be tiring trying to get to the decision maker, but having a positive attitude can go a long way. The person on the other end of the phone can tell a difference when you speak in a happy tone and they’re more likely to help or listen to what you’re saying.”

Each of the interns agreed that saving time is the biggest value Dunlap Marketing’s services provide to its customers. “Instead of spending time on setting appointments, sales reps can focus on their expertise and actually sell,” said Grace. Meredith added, “We [Dunlap Marketing] are the middle man between our client and their prospect. Dunlap Marketing reports back with details gathered from prospecting calls and the client can use that information to advance the sales process.”

Meredith summed up her experience by saying, “I have definitely improved and gained confidence in speaking with individuals as well as businesses on the phone. It’s a great skill to have in general, but even more important to me because I’m majoring in business. It’s essential to have these skills.”

Dunlap Marketing kicked off its internship program in the summer of 2015. It was a great success for the interns, Dunlap Marketing, and Dunlap’s clients. “The internship was extremely rewarding as well as eye opening,” said 2015 intern, Matt, University of Texas. “The program has proved to be a win-win for both our customers as well as business men and women in the making. Our client campaigns that staff interns flourish with the added enthusiasm. Additionally, these upcoming business leaders gain valuable, real-life knowledge and skills,” said president, Mike Dunlap. With such a fantastic experience for both the interns and clients, Dunlap Marketing will continue with the program. Please email Kaitlin, kaitlind@dunlapmarketing.com, for more information.

Cancer Didn’t Stop This Ironman

Posted on by Kaitlin Dunlap

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Inspired by “Movember” (November is the month that is associated with raising awareness and funds for men’s health, specifically prostate cancer.) and with the season of giving upon us, we wanted to share a story about Mike Dunlap, president of Dunlap Marketing. The below article, written by freelance writer, Annette Baird, was published in the Houston Chronicle in June 2012. Mike gave his time and energy to raise awareness about prostate cancer. How can you use your talents and skills for the good of others this holiday season?

It’s been about two decades since he saw his first Ironman competition on TV, but west Houston resident Mike Dunlap said the impact of the competitors and their stories stayed with him.

Recently, Dunlap, 51, completed his first Ironman and has his own story, persevering in circumstances that might have stopped the less determined.

Since signing up last June to compete in The Woodlands Ironman, Dunlap went through surgery for a dislocated shoulder, a diagnosis of prostate cancer and subsequent surgery and a bout of kidney stones.

None of these obstacles weakened Dunlap’s resolve, and on May 19 he completed the grueling race, which involved a 2.4-mile swim, 112-mile bike ride and 26.2 mile run, in 13 hours, 52 minutes and 10 seconds, finishing 76th out of 133 in his age group.

However, it wasn’t his personal accomplishment that Dunlap wanted to bring attention to. Rather, he wanted to raise awareness about prostate cancer and the need for regular check-ups, especially if it runs in the family as did his.

“There’s a ton more information about breast cancer, which is terrific, as compared to prostate cancer, ” he said. “But it’s compounded by the fact that guys don’t want to talk about such a thing.”

Dunlap’s physician Dr. Brian Miles, a urology oncologist, recommended that men age 50 and over should be tested annually for prostate cancer, while men with a family history of the disease or who are African Americans should start at as early as age 40.

“Thirty-two thousand men will die this year from prostate cancer, ” Miles said. “Learn from someone like Mike that this is a real disease that can have an impact.”

Dunlap had set his sights on competing in an Ironman before he turned 40, but life and a passion for tournament waterskiing got in the way. The proximity of The Woodlands competition, however, was too convenient to pass up.

In shape from waterskiing and the Rummel Creek Men’s Boot Camp he helps run, Dunlap threw himself into a rigorous training regimen. But just weeks into training, he dislocated a shoulder and had to have surgery. Undaunted, Dunlap was soon back to cycling and running, holding off on swimming until his rehabilitation was over.

In the meantime, a routine check-up handed Dunlap a not-unexpected diagnosis of early stage prostate cancer. Dunlap’s father had prostate cancer, and two of his four brothers had been diagnosed with the disease just months before.

“I knew I was going to get prostate cancer, ” Dunlap said. “I was prepared to get it, but I was a little angry about the timing.”

Dunlap’s father eventually died of leukemia, while his brothers, ages 47 and 57, are doing well, he said.

Persuaded by his wife Meegan and three daughters to have the surgery sooner rather than later, Dunlap had his prostate removed in January and was lucky enough not to need further treatment.

His training schedule pushed back further, Dunlap admitted to feeling sorry for himself at times, but drew strength and inspiration from family friend 16-year-old Courtney Pette, who had recently overcome lymphoma.

“I thought about how Courtney handled herself against a much scarier challenge, ” Dunlap said.

Dunlap’s friend and fellow boot-camp trainer Lance Mosby never thought the cancer was going to stop Dunlap, despite the looming competition.

“Even after surgery, when it’s very sensitive to ride a bike, he was still going to ride a bike, ” Mosby said.

Ride, run and swim, he did.

Update:

Since Mike’s Ironman in May 2012, he has not slowed down much at all. He has participated in many running events ranging from 5Ks to a 200-mile relay race. His passion for helping others keeps him running on. In June 2014, he did a 50-mile trail race to raise money for Snowdrop Foundation, a non-profit that raises funds for pediatric cancer research.

When Mike isn’t on a training ride or crossing a finish line, he is busy being a husband, father, and business owner. In 1996 he started Dunlap Marketing, a Houston-based telemarketing firm that focuses on lead generation, appointment setting, and survey services.

Top 8 Things INTERNS Will Tell You About Telemarketing

Posted on by Kaitlin Dunlap

Updated: May 2020

For the past five years, Dunlap Marketing has had the pleasure of hosting interns during our Summer Internship Program. For additional articles about our program, click here and here.

Describe your experience this summer with your intern job at Dunlap Marketing.

  1. “I had the chance to gain valuable real-world experience while also developing my leadership skills and understanding how important marketing/sales is to every aspect of business.” – Jessica, University of Texas, Marketing
  1. “During the campaign it is hard work, but at the end of it, there is a sense of satisfaction hearing the final results, and knowing you took part in the early stages of the sales cycle.” – Matt, University of Texas, Accounting

What do you consider the most important thing you learned during your internship?

  1. “How to be fearless in a professional setting. Having made so many telemarketing calls during my time here, I know I can go into the workforce and not be afraid of meeting with people and selling.” – Allen, Texas A&M University, Finance
  1. “You can’t wait for business to come to you, and getting business is not as simple as putting an ad out. Identifying prospects and turning prospects into customers is the only way you will be successful.” – Matt, University of Texas, Accounting

What do you consider the second most important thing you learned?

  1. “Hard work pays off – just because something does not seem to be working in the moment, business is a numbers game. It’s also a game of inches, and every inch you can get goes a long way.” – Matt, University of Texas, Accounting
  1. “The reasoning that goes into the businesses’ strategy. Sitting down with Mr. Dunlap and hearing him talk about why he does things and why he doesn’t will really come in handy in the future.” – Allen, Texas A&M University, Finance

What do you consider the biggest value that a customer receives from Dunlap Marketing services?

  1. “It’s the security of knowing that everyone at Dunlap Marketing who works on their behalf is looking out for their best interest. Customers know they’re getting a high-quality service.” – Allen, Texas A&M University, Finance
  1. “The one-on-one interaction with prospects. Talking individually to prospects makes a big difference. With Dunlap Marketing, customers know they are getting friendly voices to adapt to prospect needs and lead them through the first steps of making a sale.” – Jessica, University of Texas, Marketing