Argh.. please no.. How to stop “Just Checking In” with Education Agents

As schools working with education agents, matching students to the perfect programs and, in particular, to your school is your mission. Following up with your agents, whether they have an enquiry for you or not, is crucial, and I’m the first to advocate for a follow-up process, but the old “just checking in” routine simply won’t cut it anymore. It’s time to elevate your follow-up game to ensure you stand out and effectively engage your agents.

Why "Just Checking In" Can Fall Flat

Before diving into alternatives, let’s understand why “just checking in” isn’t as effective as you think:

1. It’s annoying:

Agents, like most of us receive multitude of messages daily. And frankly, they want to prioritise their potential buyers - the students and families. Adding another “just checking in” message to their inbox is like adding another piece flyer on one of those busy cafe bulletin-boards—it just gets lost and feels overwhelming. Instead of adding value, you’re just adding to the clutter. And that is NOT a good look.

2. You blend in:

Everyone else is doing it. Honestly, I see it DAILY. Picture this: your agent’s inbox is like that crowded pinboard full of flyers. Everyone is visually shouting at the same time and your message gets lost in the noise. You need to stand out - shouting the same thing as loudly as everyone else isn’t going to get you anywhere.

3. It’s unactionable:

There’s no clear next step for your agent. Imagine you receive a message saying, “Just checking in.” What are you supposed to do with that? Say ‘Great. Thanks!” which just adds to their workload. Your follow-up should guide your agent towards a specific action, making their next step crystal clear or help them with an action they’re already taking, say with helping with a student enquiry.

4. It’s repetitive:

How many times can you say this to your agent without them hanging up on you? “Just checking in” becomes white noise after the third or fourth time. Spend the time thinking of value you can add, instead. Your follow-up needs to be fresh and engaging to maintain interest.

5. There is no value attached:

If you want them to take your calls or open your emails, ensure it’s worthwhile. Think of it like inviting someone to a party: they’re more likely to come if they know there’s great food and lively conversation. Your follow-up should offer something valuable, whether it’s new information, a useful resource, or a solution to a problem they’re facing.

By understanding why “just checking in” falls flat, you can start to craft follow-up messages that truly engage and provide value to your education agents. 

Here are 10 ideas you can use straight away to avoid the awkward ‘just checking in’ message, adapt each of them, of course, and choose which suits your current relationship with the agent.

1. Check you have the Right Person

If your initial email didn’t get a response, it might not have reached the right person. Simplify the process by asking for the correct contact, or head onto social media and DM your person, asking if they are the one to chat to, or if it’s someone else, could they let you know who?

Example:

Hello [First Name],

I'm [Your Name] from [School Name]. Could you help direct me to the person responsible for deciding which schools to partner? I’d love to discuss how our programs can benefit your students.

Thank you, [Your Name]

2. Send a Gentle Reminder

People often open emails and forget to respond. A gentle nudge can bring your email back to their attention.  Only try this once, though.

Example:

Hello [First Name],

Did this email slip through the cracks? Just a friendly reminder to [insert call to action from your first email].

If you’re not the right person to speak to about becoming a partner school of {agency name} then do let me know who I should contact, that’d be great.

Thanks, [Your Name]

3. Answer a Question They Asked Online

Personalise your follow-up by addressing a question they’ve posed online, making it clear you’re paying attention and care about their concerns.

Example:

Hello [First Name],

I saw your question about [topic] on [platform]. Here are some tips that might help:

[Bullet points with advice]

Here’s a link to more info [insert link]. Let me know if this helps!

Cheers, [Your Name]

4. Share a Success Story

Show them how others in similar situations found success with your help.

Example:

Hello [First Name],

One of our students faced similar challenges and achieved [result] with our help. You can read their story [here]. Do you have 15 minutes to discuss how we can support you and your students too?

Thanks, [Your Name]

5. Ask for a Status Update

Be direct and assertive, but friendly.

Example:

Hello [First Name],

When we last spoke about [our school], you mentioned you needed to [action]. Could you give me a quick status update? I want to ensure we’re meeting the right timelines.

Thanks, [Your Name]

6. Reach Out When They Asked You To

Follow up exactly when they requested, showing you respect their timeline. The trick to this one is to always set that next follow-up in your first call/contact.

Example:

Hello [First Name],

We discussed [topic] last month and you asked me to check back now. Here is my diary link to schedule a quick chat about it on a day that suits you best.

Looking forward to it!

Thanks, [Your Name]

7. Namedrop Smartly

Use mutual connections to your advantage.

Example:

Hello [First Name],

I had coffee with [Mutual Connection] and your name came up. It reminded me to get in touch again. Can we set up a quick meeting next week to catch up?

Best regards, [Your Name]

8. React to Their Achievement or Promotion

Congratulate them on their success to build rapport.

Example:

Hello [First Name],

Congratulations on your recent nomination/promotion/success [name it if possible]! I’d love to catch up. How does [date and time] work for a chat?

Best regards, [Your Name]

9. Send Exceptional Value

Provide a valuable resource relevant to their needs.

Example:

Hello [First Name],

We just published a report on [topic]/ I just saw this article on [topic]. I thought it might be useful to you [link]. Let me know if it helps!

Thanks, [Your Name]

10. Help Them Sell

Give them ways to help sell your school or programs

Example:
Hello [First Name},

I’d love to help you gain more bookings for our school, but also I’d love to help you rather than just ask for more bookings! How about we try [idea]? Let me know when we can chat about it and we can start from there.

Looking forward to talking it over, [Your Name]

So you see, you don’t need to just ‘check in’ all the time. By implementing these alternative follow-up strategies, you can significantly enhance your engagement with prospective or existing agents. Personalise your approach, provide value, and move beyond the “just checking in” mindset. This will not only improve your response rates but also build stronger, more meaningful relationships with your partners. 

So, are you ready to transform your follow-ups and see better results? Let’s make it happen!

These are my free tips and hints for you. For personalised, much more detailed support, and proven techniques and processes we can adapt to increase your admissions, get in touch with me to discuss ways to work together. 

Click here to book a call with Nicola.