If you’re in B2B sales, you know the pain: chasing leads, sending follow-up emails, wishing you had a clone to keep deals moving. You don’t need a clone—you need a system you’ll actually use. If you’re tired of sticky notes and “Did I email them?” moments, this guide is for you.
Let’s cut through the noise and get your follow up reminders automated in Charma, so you can focus on selling, not remembering.
Why Follow Up Reminders Matter (and Where Most Go Wrong)
The reality: most deals aren’t lost to your competitor—they’re lost to silence. Prospects forget, you forget, and the thread goes cold. The average B2B sale takes several touchpoints. If you’re relying on memory or a messy CRM, you’re leaking revenue.
Manual reminders? They work—until you get busy. Spreadsheets? Better than nothing, but not built for this. You need reminders that fire automatically, live where you work, and don’t become another “system” you ignore.
Charma’s main job isn’t to do your selling for you—it’s to make sure you don’t drop the ball. Let’s get it set up so you can stop worrying about who’s next.
Step 1: Get Your Sales Process Out of Your Head
Before you set up anything, spend 10 minutes mapping out your actual follow-up process. Seriously, do this first. Even the best automation won’t fix a broken system.
- List out your typical touchpoints: First call, follow-up email, demo, contract, check-in, etc.
- Decide when follow-ups should happen: 1 day? 3 days? A week? Don’t overthink it—just pick what matches your real sales cycle.
- Note any “if this, then that” steps: If they ask for a demo, follow up in 2 days. If they go silent, nudge in a week.
Pro tip: If your process is “I just follow up when I remember,” automate a basic 3-day nudge. You can always tweak it later.
Step 2: Set Up Your Accounts and Contacts in Charma
Jump into Charma and get your prospects and deals organized. If you’re starting from scratch:
- Create a workspace for your sales team or just yourself.
- Add contacts: Import from your CRM, upload a CSV, or add them manually. No need to get fancy—the goal is to have all your active deals visible.
- Group contacts by deal stage or priority if it helps you. (Just don’t go down a rabbit hole of endless tags.)
Step 3: Build Simple, Automated Follow Up Reminders
Here’s where Charma earns its keep. You want to set up reminders that actually pop up when you need them—no digging around.
Option A: Standard Follow Up Tasks
- For each new deal, create a task: “Follow up with [Contact] about [Deal/Topic]”.
- Set the due date for your preferred follow-up interval (say, 3 days after your last touch).
- Turn on recurring tasks if you want to keep following up every few days until you get a response.
- Assign the task to yourself or whoever owns the deal.
This is the “set it and forget it” baseline. If you do nothing else, this will save you headaches.
Option B: Use Templates for Repetitive Flows
If your team uses the same follow-up steps every time:
- Build a template in Charma with all the standard tasks (e.g., “Send proposal,” “Check in after 3 days,” “Schedule demo”).
- When you land a new lead, apply the template. Charma will generate all the reminders automatically.
This keeps everyone on the same page and speeds up onboarding for new reps.
Option C: Smart Reminders Based on Deal Activity
Charma integrates with some CRMs and email tools. If you want reminders to trigger based on real activity (like “No reply in 5 days”), see if your stack plays nice with Charma. Otherwise, stick to manual recurring tasks—it’s less fancy but more reliable.
Honest take: Automation isn’t magic. If you set up reminders but ignore them, nothing changes. The goal is to have reminders where you actually look—your inbox, Slack, or Charma dashboard.
Step 4: Tie Reminders to Real Communication
A reminder is only as good as the action it prompts. Don’t just check boxes—link reminders to your actual follow-up channels.
- Attach notes or email drafts to each reminder so you’re not scrambling for context.
- Use Charma’s integration with your email or Slack if available, so reminders show up where you already spend time.
- After you reach out, mark the reminder as done and set the next one.
What to skip: Don’t waste time integrating every tool you own. Start basic, prove it works, then add bells and whistles.
Step 5: Review and Adjust—Don’t “Set and Forget” Forever
Automation isn’t a one-and-done deal. Every few weeks:
- Check which reminders you ignored or snoozed.
- Ask yourself: Are you following up too often? Not enough?
- Update your templates and intervals based on real results—not wishful thinking.
Pro tip: If you’re still losing deals to silence, shorten your reminder intervals. If prospects complain you’re too persistent, back off a bit.
What Actually Works (And What Doesn’t)
Works: - Simple, recurring reminders that force you to follow up. - Templates for repeatable sales steps. - Reminders that live where you’ll see them (email, Slack, Charma dashboard).
Doesn’t work: - Overcomplicating your setup with too many tags, labels, or integrations. - “Smart” reminders that get ignored because they don’t fit your workflow. - Hoping automation will replace actual selling. (It won’t.)
Ignore: - Hype about AI “writing your follow-ups for you.” You still need to sound like a human. - Endless customization. Ship it, see what breaks, then fix.
Keep It Simple and Iterate
You don’t need a fancy system to move the needle in B2B sales. You just need a tool that helps you stay on top of your pipeline—Charma does that well, as long as you keep your setup simple.
Start with basic reminders, tweak as you go, and focus on building real relationships—not just checking boxes. If you’re consistent, automation pays off in actual revenue, not just time saved. Don’t overthink it. Set up your first automated follow up today and adjust as you learn what actually moves deals forward.