Embedded Files
What you need:
Headset
Lead Intake Forms x 10
Prepare your workspace
Verify Your wifi is strong
Turn off all distractions, put phone calls and emails on DO NOT DISTURB
Check headset microphone and audio
Decide if you will sit or stand (preferably stand more energy in your tone)
Be prepared to smile .. they can hear it through the phone
How long will you prospect?
You can use THIS guide based on your production level to determine how much prospecting you should be doing.
For some people setting an appointment goal may work better for you. Set a goal for your session and do not stop until you hit it
Who are you contacting?
Sphere/Current Clients/Past Clients/Newer Leads/Older Leads
Use smart lists/ponds whenever possible
Potential Filters you may want to consider
Start by selecting your preferred pod: either Flex Pond or The Sea
Select Filter Phone- Choose is good
Select Filter Phone again: Choose starts with and then add your preferred area code-413,860,508 etc. (If adding more than one you need to do it separately)
Select Filter Last Call . Choose was more than 7 days (This is mandatory when doing our call days, we can't have multiple agents calling the same lead multiple times in the same day. ) or 30 days or whatever leads you want to call. This will ensure the lead has not been called recently.
Do either of the two options below:
Select Filter Phone again: Choose starts with and then add your preferred area code-413,860,508 etc. (If adding more than one you need to do it separately)
Select Filter Tag: Choose multiple zip codes including your home town and surrounding towns, add more zip codes if list is not big enough
Select Filter Tag. Choose - exclude Working with an agent, working with another agent, working with agent, has agent. It is also important to add at least one of these tags when the lead tells you they have an agent
The above Filters should be a baseline. From there you can get creative and try different filters. Those may include: Price, Source, Stage, Total calls made, properties viewed. BUT REMEMBER: JUST CALL! You do not want analysis paralysis.
Remember first impressions are everything so when calling you want to have some excitement about talking to them, lay down a very specific path of why you're calling & what you are going to do for them...setting the expectations "You" are going to be helping them with their real estate needs:
Intro & Confirmation of why you are calling - A strong into is imperative:
Call Pick up - Intro SCRIPT - Hey this is YOUR NAME, calling you back...you had jumped on my site looking at Property address...just wanted to touch base & see when you wanted to go take a peek at that one or if you had more questions about it?
If yes
Timeline - What is your current situation?
What are your goals?
If no - Have your goals changed?
Motivation - What was it that interested you in this property?
Needs analysis - Use this Buyer lead intake form to complete a needs analysis
Action Plan (What are you going to do for them & setting the expectations) - Buyers consult, Showing , nurture
Action SCRIPT - What I am going to do is set up a search for similar properties and send those to you, I have a couple new ones I wanted to discuss, I think they'd be perfect for you... excited to be working with you & can't wait to find your dream home...talk soon!
When you hang up
If appointment was set
Send text with all contact info w/ outline of how you are going to “ get to work for them”
Verify search link it UTD If appointment was scheduled
Schedule appointment in FUB with reminder box checked
Apply notes in Background section using the “ Background Notes Template found in FUB
Text templates
If Nurture
Apply notes in Background section using the “ Background Notes Template found in FUB
Text templates
Schedule follow up task
Make sure client has active action plan
Send Push listings with similar properties
Set up search for daily listing alerts
Set up action plans
Follow Up Follow Up Follow Up
No Pick Up - Triple Call - call the lead 3 times prior to a voicemail or text attempt contact for 7 days
Voicemails - 5 Steps to getting call backs
Identify yourself - Say who you are and who you work for
Say your phone number twice
Tell them the reason for your call - The reason for my call is
Give them a reason to call you back - Prospects call back when you have something they want or are curious about.
Repeat your name and say your number twice
Bonus Tip: Keep the voicemail to 30 seconds or less
Use THESE scripts to Leave great voicemails
Lead Check In Process:
Read the Registration Information “About the Lead” Lead Type, Timeline, Specific Property, etc
Copy and Paste Registration into Background Notes on the far left of FUB
Call & use Buyer Intake Scripts, Be ready for natural objections, just looking, not ready, etc
Leave a great voicemail about the property, scheduling a tour & more about what they are looking for?
For all leads use the ALM process to get these buyers out in the field, build that relationship & set up additional property searches and tours, know their time line, their why & how they are buying a house.
You MUST change the STAGE for each type of contact & KNOW the appropriate action below!
Follow Up Follow Up Follow Up using the 6-10 contract rule & 3-2-1 System!
7 Stages & tags that will trigger automations – New & Nurture Raiya will be on all others AI will be off!
New Lead – New Buyer or New Seller action plan will trigger via incoming lead flow, Zillow, Realtor, Ylopo, other
Attempted Contact: Typically, a new lead that you were NOT able to get in touch with on the first call. By changing the NEW lead to Attempted Contact lets us know you have at minimum checked in the lead and will continue following up via task management using the 6-10 contacts / 3-2-1 system.
Spoke to Customer – You spoke to customer and determined a course of action or timeline and follow up appropriately OR you had connected with them but not fully understood their needs or need more info – follow up via tasks required! Nurture is the only Action Plan allowed to not have a Task set.
Nurture - Nurture buyer long term action plan will trigger, follow up is based on customer actions.
Considering selling – Long term nurture seller action plan will trigger & Raiya will follow up.
Remember:
Spoke with customer, Nurture, Considering Selling Stage Change – Will auto pause Raiya with accountability (15 & 30 day) You must fully understand why and how it works
Met with customer, appointment set, submitting offers, under contract, showing homes, referred, closed, past client, sphere, listing agreement in place - Will auto pause Raiya, anyone who’s bought/sold with us - post closing action plan will trigger, any others should have follow up tasks set.
Trash – This is only to be used IF someone is abusive or inappropriate
Top Expectations – Smart Lists, Calls & Stages:
Call through smart lists #1-7 daily, Get these down to Zero!
Log call or text & take notes in background each time an action is taken!
Determine when you change a stage & if you apply Raiya on or off with the No Text tag.
Follow Up Tasks must be used to follow up with Active Leads unless Nurture is used to Automate.
Keep inbox, today’s tasks, and overdue at a 0 daily!
Reminder to remove leads from the Priority Alert List you must remove the tag!
Important points to remember
Calling
ALWAYS log a call (Green) AND ALWAYS add note if you leave a voicemail or have a conversation
If there is a bad number, mark as bad – add Wrong Number Action Plan – set to Nurture.
Use follow up Tasks to remind yourself to Follow Up Appropriate to the lead or conversation!
Disposition
Make sure all contact info is in FUB – phone, email, address, source
Stage – change the stage after you speak to lead to appropriate stage (see above) – use
Setting Following Up
Add a follow up task or use a smart list if there’s no specific time to follow up or you don’t reach the lead.
6-10 Contacts to a Contract – Using the 3-2-1 Follow Up System (3 calls first week 2 next 1 following)
Inbox - Close texts once it’s taken care of in the inbox. Make is a goal to have less than 5 in the inbox.
Bad Phone Number – Place on Nurture or Considering Selling based on lead type Buyer or Seller. Mark bad number in contact section and add Wrong Number action plan. Note: The system will now launch remarketing based on getting the phone number and lock the user out of the web site until they provide a correct phone number.
Renters – We do not offer representation for renters or leases. Please refer to Perla from Perla’s Property Management, text template for contact info. Add Renters to the following Action Plans, Future Buyer & First Time Buyers. Change Stage to Renter to Future Buyer
Trash – The only leads that are allowed to be placed in trash are those who’ve been inappropriate or abusive. This does NOT include leads that respond STOP to Raiya or other messaging.
These are the primary texts we use to initiate all New Leads, below that are going to be Fishing texts to determine interest & call to action for Leads that are actively searching - then below that are going to be long shot texts to refresh old leads or ones who have never responded...we must communicate methodically & consistently before we give up...WE have to be the catalyst for them to react to our messaging and sort these people completely before we give them up to Nurture Automation. This along with Riya and the Action Plans should be able to increase our connection rates!
Must check in every lead that comes in, read the Registration Notes to know where it came from & what property they are looking at...check Riya's conversation if any (so you know what the call is)...look at the property they came in on...send some push notifications 3-6 and send a personal text & email letting them know you are personally curating some properties you think they'll like & to let you know what they thought...then massive follow up using the system & smart lists.
Day 1 - 1st Text = Registering on my site - REQUIRED
Day 2 - 2nd Text = Go See
Day 3 - 3rd Text = Good Eye
They start looking and you see activity - immediately send this one = OMG I saw this property or Go See
Post 15 days, if no contact at all - Fish for response = Hope I didn’t drop the ball or Are you still looking
Post 30 days, if no contact at all = Ton of new properties or Hope I didn’t drop the ball or Are you still looking?
Other Ways to Prospect
Other Ways to Prospect
Database Decay is a term that describes the actual decline of your database year over year just naturally.
Even your best contacts (Your SOI-A and SOI- B) are going to decline at a rate of around 10% to 15% annually. Some of the reasons include they move away, they pass away, they become really good friends with a realtor, they change their email address, they unsubscribe so your emails no longer get to them etc.
Your SOI-C are going to decay even faster because you don't know these people as well. National statistics and surveys done say this portion of your database will decay at about 22% (for the same reasons as your SOI-A &SOI-B) but you won't realize it as much because you don't talk to them as much. So even if you worked really hard to put together a good solid database, if you're not growing it year in and year out by at least 15-20% your database is actually shrinking.
Other Ways to Prospect
Other Ways to Prospect
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