Tar rms final

Relationship
Management System
The Role of the
Professional Services Coordinator
Roslyn Drotar & Nedra Catale

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Relationship Management System: The Role of the Professional Services Coordinator

© 2014 Lawyers with Purpose, LLC

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Relationship Management
System™

• A means of identifying, initiating, developing and
nurturing professional relationships.

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Relationship Management System™

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Finding Qualified Prospects
• Financial Advisors
• Insurance Agents
• Accountants & Tax Advisors (especially at the end of
the year before tax season starts)
• Other Attorneys
• Independent and/or Assisted Living
Facilities
• Nursing Homes

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Initial Contact
• The Initial Contact may be made proactively by
you/your firm or the professional may contact you
• This may be a result from your firm's advertising,
your signage, presentations you do, networking you
participate in, client referrals or being introduced by
another professional
• The goal is to identify strong candidates and
schedule a Synergy Meeting.
Get them on the calendar

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Do You Put Off Making the Call?
• When calling to schedule a
Synergy Meeting it is quite
similar to calling the cute boy in
your class who has never
noticed you and asking if he
would like to go to the dance
with you. It can be scary …

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Picking up the Phone
• Type or write out your script.
 Your comfort level will greatly increase and you’ll sound
more confident in your presentation.

• Practice it a bit and listen to yourself.
 You don’t want any “ahms” or hesitations.

• Start with the gatekeeper and assume he/she is
eager to work with you. You are offering them a
wonderful opportunity!

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Challenges to Overcome
• They already work with an “estate planning”
attorney
• Getting a large enough block of time on their
calendar. Most just want or expect a “coffee” date.
Swap cards and run
• Setting the tone for a serious meeting
• Getting them to keep the appointment

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Setting the Stage and
Overcoming Challenges

• Your script needs to reflect that we are “neighboring
professionals” and we are “just around the corner.”
Who wants to offend a neighbor?
• Your script must indicate the request for a serious
working meeting – not a coffee date.
• Ask for an hour and a half on their calendar.
Explain that we are excited about the possibility of
partnership and supporting them and want plenty of
time to learn about each other’s business.
• Schedule the appointment in their office.
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Preparing for the Meeting
• Pull information from their website, LinkedIn and a
Google search. Get a picture if possible, schools
he/she attended, organizations they may be
members of. Checked LinkedIn for mutual
acquaintances.
• Put together your packet – may be different for
different types of professionals.
• Confirm the day before. Reflect warmth and
enthusiasm in your voice.

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Your Synergy Packet

USE A HIGH QUALITY FOLDER – BRANDED IF POSSIBLE
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Synergy Meeting (aka First Date)
Determine if there is a Synergistic future with the
professional by examining their details, standards,
and performance to see if there is a “good fit.” Identify
if this potential referral source will be a prince or a
frog, and set a next action.
• Was there Synergy (Chemistry)?
• Do you want a second date?

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After Meeting
Figure Out What Works For You
• Have attorney do a brain dump after the meeting. You need
Both! details as well as professional details.
personal
• Have the attorney “rank” the professional. Are they a
prospective “My Ten” or “My Key” or do they just go on your
mailing list?
• Get follow up actions/next actions from attorney.
• Follow up to make sure they attend workshop and send over
two case samples to do an Asset Protection Analysis Letter.
• Be their blind spot and support them.
• Use the 5 Questions handout.

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RMS™ FOCUSER SUMMARY
REPORT

RMS™
MEETING
FOCUSER
RMS™ “MY TEN”
FOCUSER
RMS™ KEY
RELATIONSHIP
FOCUSER
RMS™

PRESENTATION
FOCUSER

RMS™

REFERRAL
TRACKER

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FREQUENCY
WEEKLY

WEEKLY

MONTHLY
(Last week of
month for next
month)

AS OCCURS
(Marketing
meeting following
a Professional
Presentation)

WEEKLY
MONTHLY
QUARTERLY &
ANNUALLY

GOAL

TRACKING

GENERAL COMMENTS

Identify ALL RMS™
meetings in the
coming week and
result of previous
weeks RMS™
meetings
To strategize ways to
work together to serve
mutual client’s needs
and create value in
marketplace
Remind relationship of
your value to them
and identify if should
consider strategy
meeting or qualified
for “My Ten”

Team member,
Meeting type, Goal of
meeting, Next Actions
from meeting: who &
by when

Only meeting types are Synergy,
Strategy Relationship Review, or “My
Ten” , and identifies Next Actions, who is
responsible to ensure it gets done

Last meeting, Next
meeting date, Goals,
Next Actions from next
meeting: who & by
when
Identify previous
meetings, frequency,
next meeting, Goal,
Next Actions: who &
by when

Use meetings to introduce, to each other,
relationships or to create other joint
value. Ensure meetings are no more
than 45 days apart. If so, consider
moving to “My Key” Relationships
Conduct a Relationship Review Meeting
and identify if this relationship can be
enhanced or if a strategy meeting is
desirable

To identify who
attended your
Professional
Presentation and
requests for
information or to meet

Attendee, Rating,
Years experience,
meeting or other
requests, completion
of request any
meeting scheduled
and date

Similar to Workshop Focuser used for
retail workshops – Identifies who is
“ready” for a Synergy or Relationship
Review Meeting

Identifies all referrals
to firm and who it was
received by, used for
Efficiency Calculation
and Profitability

Referral Type,
Referral Source,
Name of referral,
Hired or not, for what,
and fee

This will allow you to identify value of
referral relationship (e.g. close rate and
fee per referral) to know your “best”
sources of referrals



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Weekly Marketing Meeting
For the RMS portion of your Weekly Marketing
Meeting you will need:
• This week and next week’s Relationship Meeting
Focusers:
 The first documents the results of this week’s RMS
efforts.
 The second identifies ALL RMS™ meetings in the coming
week.

• Your “My 10” focuser
• Your monthly marketing calendar(s)
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Other Types of RMS Meetings
Strategy Meeting
 To plan a joint project or
task such as:
•
•
•
•

Workshops
Presentations
Community Workshops
Training (continuing
education)

Relationship Review
 Nurture or Maintain a
relationship;
 Get relationship back on
track; or,
 Try Relationship CPR.

 Discuss:
•
•
•
•
•
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Date and time
Venue
Budget
Advertising
Targeted audience


Declaring Intent
1. RMS can blow the roof off your revenue goals. 99% of
your success with it is in the follow up.
1. The very first step in implementing an RMS is a 100%
commitment of all involved team members.

2. A weekly Market Meeting is fundamental to the success of
the system. Follow up. Be the attorney’s blind spot and
figure out what works best for you’re firm.
3. You must see the value and have a “Do or Die” attitude.
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Debrief
Please Complete Evaluation
Your Feedback is Important to us!

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