Process Control Letter

ThinkstockPhotos-463284187In my last couple of blogs, I discussed how over-rated many job orders are and what sales executives can do to increase the likelihood of more fills and a higher fill ratio. I spoke about how important it is for sales executives to clarify and confirm with the hiring manager what he actually means when using phrases and words such as “ASAP,” “It’s urgent” and “exclusive” when discussing a job order. I also discussed the concept of what it means to have “client control.” A significant aspect of client control is about holding the hiring manager accountable to what he says he’s going to do.

A terrific instrument one can use to help with client control is what I call a Process Control Letter (PCL). Typically, a PCL is an email sent back to the hiring manager right after a face-to-face visit that capsulizes the conversation and puts action commitments in the hands of both parties. Usually, a sales executive will rush back to the office after a face-to-face meeting and enter all the information about the meeting into his or her customer relationship management tool. I suggest the sales executive also send a PCL back to the manager as well. Frankly, the PCL sent back to the manger can be copied into your CRM, effectively killing two birds with one stone.

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There several reasons why it makes sense to take the time and get used to sending PCLs right after your meetings. For starters, not too many of your competitors are doing it. Also, it summarizes the conversation, establishes a level of professionalism and will put action commitments for both parties in writing. Here is an example of PCL:

“Mary, thank you very much for seeing me today. I’m glad we were finally able to meet face to face. Below is a re-cap of our conversation. No need to respond, but please do let me know if I missed anything. I’ll be in touch.

  • You manage a team of nine employees and use contractors a couple of times a year.
  • You have final decision when choosing a staffing partner.
  • You do have budgetary control when using contractors.
  • Your internal recruiters out of HR are not very strong recruiting for IT positions.
  • You currently use two other services but are willing to give us a try.
  • The most important things you look for when working with a staffing partner is the quality of the resume and honesty from the service.
  • You asked me to follow up in three weeks as you are quite certain you’ll be in need of a Business Analysis for a six month contract.

Thanks again Mary. Have a terrific week.”

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Chris Cosmos

Chris Cosmos
Chris Cosmos is founder and managing director of Cosmos Sales Professional.

Chris Cosmos

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