ROVI Company Lead Flow & Follow Up procedures

(How to Convert Your Leads)

Remember 10/10/40/40 rule for leads

10% Will buy in near future

10% will never buy

40% are in the learning/education phase and will buy eventually (further out like FB leads 12+months)

40% are in the research phase and will buy eventually (3-12 months like Zillow leads)

Click HERE to go to the Pond Calling Assignments Follow-up article

Working the “New” Leads

1. Lead comes into FUB as “New (Contact Not Made)” status

a. Zillow, Trulia, Realtor, Facebook all have auto feeds into FUB so you shouldn’t need to manually enter.

b. YLOPO also has an open house tool which will drop the leads directly into FUB as well. 

2. Reach out to the lead and see if you can get them on the phone and qualify them and set an appointment using ALM. Use THIS Lead Intake Form. 

a. When recommending a lender, remember to check FUB for which lender was assigned to this lead for all lead sources except Zillow.  For Zillow leads lender is assigned in the Zillow Premier agent App.  

3. If you are able to qualify them, send them a video introducing yourself and confirming what you talked about.  Then skip to section called “Once you have converted a Lead”

4. Try Triple Call Back and follow up with this text “Is this (insert lead first name)?”  Don't leave a voicemail.  So just call and if you don't get them hang up and call right back.  If you don't get them second time, hangup and call back.  If you don’t get them the third time send the text.  Chances of getting the person on the phone go from 12% to 40% to 80% by third call.

5. If you don’t get them on the phone you should do the following:

a. Make sure there is a dynamic listing alert setup in YLOPO based on the property they inquired about.  If there isn't, set one up.

b. Send them a welcome email from you.  We recommend either of these FUB email templates “Day 1 Motivation 1”   or “ Initial email - no phone number” 

c. Confirm that the “BUYER / RR Inbound Ultimate Action Plan” or "KTS Buyer Action Plan " is running in FUB and if not add it

d. Send them a video text introducing yourself and how you can help.

e. Call/Text them every day for 10 days after you receive the lead to try and engage them.  Remember all you have to do is check your “New - No Contact” smart list. When you are following up with these leads, you should leave voicemails with USPs { unique selling proposition) to get them to call you back.  Check out THIS document on leaving great voicemails.  

f. Watch your dashboard in FUB and look for priority alerts from Ylopo.

g. If you do not connect with the lead after 10 days move them to the " Sea" by adding the tag

Once you have converted a lead (you spoke to them and qualified using LPMAMA or ALM)

1. Change the stage  to  spoke with customer, appointment set, met with customer, showing homes, submitting offers, under contract 

2.  Setup a new search in Ylopo and keep the original dynamic search  running.  Please note that if you edit the dynamic alert at all it will no longer be dynamic. 

3. Add tag “NOTEXT” to stop AI from interacting

4. Pause any action plans that are running

5. Text them your contact card from your phone so they have your cell and FUB #.

6. If its a zillow lead don’t forget to utilize “My Agent” relationship and remind them that Zillow will be reaching out with a survey and ask for the 5 Star Review

7. If you set an appointment, add the appointment in FUB

8. For Zillow leads - Update the status in the Premier agent app and add the lender that was assigned in the premier agent app.

9. Enter all of your notes in the background section of FUB. This can also be found as text template "FUB background notes template "in FUB
   - Motivation to Move - What is your WHY?
   -Timeline to move:
   WHY?
   - Ideal Locations:
   WHY?
   - Must Haves:
   WHY?
   - Price Point:
   How did you decide on that price point?
   - Lender/Financing :
   Sent to Semper?
   - Wish List:
   - Misc Info:

10.  Send recap email ( Template in FUB ) 

If they can’t get pre approved

1. Change the status “Nurture (6+ Months Out)” and add tag “credit repair”

Daily Prospecting and Follow up

1. Attack your smart lists in the order we have numbered them (See Below).  Remember smart lists are designed to tell you who you should be reaching out to so you don’t have to think about that!

2. Your Goals for each day should be the following in this order:

a. Clear out your YLOPO Priority list
b. Call/Text the leads in your “New-No Contact” list
c. Make sure you don’t have any past due tasks on your “Follow Up Tasks” list
d. Check your “Recently Active” and “Most Active” smart lists to see if there are any names you don’t recognize
e. Clear out your “Hot”, “Warm” and “Nurture” lists
f. If you have time left, reach out to your “PC & SOI” list

3. Whenever you add value, even if it's the first call or personal meeting ask for referrals. Don't be afraid to ask for referrals!

Each agents is allowed the following COMPANY lead in their individual systems:

A Maximum of 50 Nurture Leads - Lead stage is Nurture

• Must have active Stars link

• Must have a future Task Assigned

• Must have an Action Plan Running

A Maximum of 25 Active Leads. 

• Updated Stage - showing homes, writing offers

• Background Notes

• Appointment Set or Task Set

• Stars Link and Search Set up-If no link Exists, try and make one-If Ylopo Says the lead already exists you MUST notify both RSL and RSC. 

all leads remaining in your system that do not meet the metrics set above, or if you still have more than the allowed limit, will automatically be reassigned out of your CRM. 

Moving forward there will be a monthly clean out of CRM's for all Company leads that do not meet these standards: 

 - no communication within the last 7 days with no upcoming task or appointment is assigned 

- 1 or more YPRIORITY alerts were triggered with no attempted contact from the assigned agent within 48 Hours. Please remember to remove the Ypriority tag when you contact them. 

- if stage is "appointment set" or "met with customer" for more than 7 Days: the goal is getting them in "showings homes", “writing offers”, or "nurture" as soon as possible

Nurture leads:

- if no task is assigned

- if there is a task overdue by 2 or more days

- if no action plan is assigned

- 1 or more YPRIORITY alerts were triggered with no attempted contact from agent within 48 hours 

ADDITIONALLY The following Production Requirement is in Place to keep Receiving Company leads and will be evaluated on a monthly basis:

2 Deals Closed in the Past 3 Months OR 4 Deals Closed in the Past 6 Months OR 1000 Calls made through the Follow Up Boss system in the past 30 days.

Agents Considered Rookies are exempt from the Production Requirement ONLY