Ever told yourself, “I’ll remember to follow up with that prospect,” only to realize a week later you didn’t? Happens to the best of us. If you’re juggling a bunch of leads, keeping track of who needs a nudge is a pain. You want reminders to just work—no sticky notes, no clunky spreadsheets, and definitely no manual calendar entries.
If that’s you, this guide is for you. I’ll walk you through how to set up automated follow-up reminders for prospects using Meet—a tool that can do this without making your life more complicated. I’ll keep it honest about what works, what doesn’t, and where you might hit a snag.
Let’s get you set up.
Why Bother Automating Follow-Ups?
First, a reality check: Following up with prospects is where deals get closed (or lost). If you don’t have a system, you’re probably missing opportunities or, at best, wasting time trying to remember what happened last.
Automation isn’t about being lazy—it’s about not letting things slip through the cracks. When it’s done right, reminders show up when you need them, not when you’re already buried in something else.
What You’ll Need
Before we dive in, here’s what you’ll need:
- A Meet account (free or paid—reminder features may depend on your plan)
- Your list of prospects (CRM, spreadsheet, or even your inbox—Meet can usually tie in)
- 15-30 minutes to get this running
No fancy integrations or coding required.
Step 1: Connect Meet to Your Prospects List
The first step is telling Meet who your prospects are.
- If you use a CRM (like HubSpot, Salesforce, or Pipedrive): Meet can usually connect directly. Head to Meet’s integrations/settings and link your CRM account. You’ll be prompted to log in and authorize access.
- If you use a spreadsheet: Import your list into Meet. Go to the “Contacts” or “Import” section, upload your CSV/XLSX, and map the fields (name, email, company, etc.).
- If you mainly use your email inbox: Some versions of Meet can scan your emails for prospects or let you add them directly from Gmail or Outlook. Not every tool gets this right—expect some setup friction.
Pro tip: Don’t overthink it. Start with a small batch of prospects to test things out before importing everything.
Step 2: Set Up Basic Follow-Up Reminders
Now it’s time to tell Meet when you want reminders.
- Go to the “Reminders” or “Follow-Up” tab.
- Pick the default schedule (e.g., 3 days, 7 days, or custom).
- Decide if you want one-off reminders or a series (e.g., remind me to follow up 3 days after first contact, then again 7 days after if no response).
What actually works:
A simple sequence is usually enough:
- 1st reminder: 2-3 days after first message
- 2nd reminder: 5-7 days later if no reply
- 3rd (optional): 2 weeks later as a last try
Don’t get sucked into setting up 10-step, “nurture” sequences unless you’re running a massive campaign. For most people, less is more.
Step 3: Customize Reminders for Different Prospects
Not every prospect is the same. Some need a gentle nudge, others need more persistence.
- Tag or segment your contacts: Use tags like “Warm Lead,” “Cold Lead,” or “High Value.” Most versions of Meet let you filter or group contacts.
- Set different reminder schedules: For hot leads, set reminders closer together. For colder ones, space them out.
Skip the hype: You don’t need AI to tell you when to follow up. A simple schedule you actually stick to beats a fancy “smart” system that confuses you.
Step 4: Decide How You Want to Be Reminded
This is where most tools overcomplicate things. Keep it simple:
- Email reminders: Meet will send you an email at the set time. Make sure it doesn’t get lost in your inbox—consider setting a rule or label.
- In-app notifications: If you live in Meet all day, these work fine. Otherwise, you’ll probably ignore them.
- Calendar events: Some people prefer reminders that show up on Google Calendar or Outlook. Meet can often sync reminders as calendar events.
What to ignore:
Push notifications to your phone sound great until you’re getting buzzed at 10pm or during dinner. Stick to email or calendar unless you want to be interrupted.
Step 5: Add Automation—But Don’t Overdo It
Meet offers “automated sequences” or “workflows.” Here’s how to use them without getting lost:
- Basic automation: Set up a workflow that automatically sets a follow-up reminder when you add a new prospect.
- Reply detection: If Meet can track replies, set it so reminders are canceled if the prospect responds. This saves you from awkward double-follow-ups.
- Escalation: For high-value leads, add a step that sends you a Slack or SMS alert if there’s still no reply after 2 reminders (only if you really need it).
What not to do:
Don’t automate sending actual emails unless you’re confident in your templates. Nothing kills a deal faster than an obviously automated, generic follow-up.
Step 6: Review and Adjust
Set aside 10 minutes once a week to check your reminders.
- See which prospects need a follow-up.
- Mark reminders as “done” or “snooze” if you’re waiting on more info.
- Adjust the schedule if you’re getting too many—or too few—reminders.
Honest take:
No system is perfect. You’ll probably miss a reminder now and then, or send two by accident. Don’t sweat it. The goal is to catch most, not all, of your follow-ups.
Common Pitfalls (and How to Avoid Them)
- Importing too many prospects at once: You’ll get overwhelmed. Start small.
- Over-customizing sequences: You’ll spend more time tweaking settings than actually following up.
- Relying on “AI suggestions”: These are usually just guesses based on generic data. Trust your gut.
- Ignoring reminders: If you find yourself snoozing or deleting reminders constantly, your schedule’s probably too aggressive.
Pro Tips for Staying Sane
- Batch your follow-ups: Block 15-30 minutes each day just for follow-up emails or calls. Don’t let reminders interrupt your actual work.
- Keep messages short: Your follow-up doesn’t need to be a masterpiece. “Just checking in—any updates on your end?” is often enough.
- Review what works: Every month or so, look at which reminders led to real conversations (and which didn’t). Adjust accordingly.
- Don’t be afraid to remove prospects: If someone’s gone cold after a few reminders, archive them. You’ll feel lighter, and your reminders will be more focused.
Wrapping Up
Automating your follow-up reminders with Meet isn’t about becoming a robot—it’s about freeing up your brain for more important stuff. Start with the basics, see what works for you, and don’t worry if it’s not perfect. The real value is in having fewer things to remember, not building the fanciest workflow on the planet.
Keep it simple, tweak as you go, and you’ll close more deals (with a lot less stress).