Initial Phone Call/Client Setup

Determine if they already have an Architect or Drawings (if applicable)

(if not, offer a design contract)

If they already have drawings, get them emailed to you and set up the project in CompanyCam and input all information recieved in the project notes and add all corresponding photos . Follow the steps below for your initial phone call with our new potential client:

Initial Contact and Information Gathering Script for CU Midwest Designs

Note to Employees: If at any point during the conversation you do not understand a question or are unsure of how to respond, please be honest with the lead and inform them that our Lead Project Manager, William Wolfe, will give them a call to address any unknowns.

Pre-Call Preparation:

• Receive and Review Lead Details:

  • Ensure the lead is assigned to you as the salesperson.

  • Review all the provided details:

    • Contact Name

    • Cell Phone Number (or office if a business)

    • Email

    • Project Location

    • Project Type

    • Project Details

    • Estimate/Appointment Date & Time

  • Collaborate with the Office Manager to start filling out project details in Company Cam and Housecall Pro. Ensure estimate dates are input into Sales Rep's calendar.

• Initial Contact Setup:

  • Set up this call with the client beforehand, either by email, text message, or Calendly to ensure they are available and prepared for the discussion.

Step 1: Introduction:

Employee: Good morning/afternoon, may I speak with [Lead's Name], please?

Lead: Speaking. / Yes, this is [Lead's Name].

Employee: Hello [Lead's Name], this is [Employee's Name] from CU Midwest Designs. I am reaching out regarding the project inquiry you submitted on our website. We are excited about the opportunity to assist with your [specific project type, e.g., bathroom remodel]. I’d like to gather a bit more information to provide you with a soft estimate. Is now a good time?

Step 2: Contact Information Verification:

Employee: Great! Before we proceed, I would like to verify your contact information. Can you please confirm your phone number is [phone number] and your email address is [email address]?

Lead: Yes, that’s correct. / No, it’s [correct information].

Step 3: Project Details:

Employee: Thank you, [Lead's Name]. Now, could you please provide more details about your [specific project]? Any photos or approximate measurements you have would be incredibly helpful for an accurate soft estimate.

Lead: [Provides information]

Step 4: Introduction to Project Management Processes:

Employee: We utilize a user-friendly project management app called Housecall pro, accessible via mobile or their website, where you can view all project details. Daily reports, photos, videos, an online project schedule, documents, and submittals are provided to streamline the construction process. Your project manager will be your main point of contact, but I am available at any time to direct you to the right person for resolving issues and keeping the project on track. Does this approach work for you?

Lead: [Responses may vary]

Step 5: Pre-qualifying the Client:

Employee: I’d like to discuss a rough ballpark budget to ensure we’re on the same page. This is a preliminary figure based on average costs from past projects, and we can refine it as we understand your project better. Are you comfortable discussing this now?

Lead: [Responses may vary]

Employee: Based on our discussion, a ballpark figure for your project could be [amount], though it could vary 20% either way as we dive deeper into details. Do these numbers seem reasonable to you? Would you like to move forward with a meeting to discuss a detailed and professional proposal?

Lead: [Responses may vary]

Step 6: Emailing Company Information and Daily Updates:

Employee: Excellent! We will also send an email containing a PDF with more details about CU Midwest Designs and past projects. Should we send that to [email address]? Additionally, we'll email you daily to update you on the progress of your estimate.

Lead: Yes, please. / [Any other response]

Step 7: Next Steps:

Employee: Thank you, [Lead's Name]. We’ll prepare the soft estimate and send it along with our company information to your email within the next [timeframe, e.g., 24-48 hours]. We look forward to potentially working together to bring your project to life. Is there anything else you would like to discuss or any questions I can answer for you at this time?

Lead: [Responses may vary]

Employee: Thank you, and have a great day! We’ll be in touch soon.