Automate the sales process for Facilities

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all right you guys had a question as to what it looks like to come into the property app and work through the sales process of pushing the lead through to an appointment removed from list or ultimately get nicked sold out so what I'm looking at coming in as a business owner I look at the default or prospect view and what I'm looking for is that data is filled in in a manner that it should be meaning leads manager who's working the lead field this should always be filled in so this is right off the bat something that I'd be saying hey we need to start filling these in you need to go back and fill in the ones that you're working if it's not filled in you're not getting credit the data is only as good as what they're putting in the reports are only as good as what they're putting in so this has got to be filled in so that's one thing Tech's received we need to be responding back the same day and typically we check that view at a bare minimum at ten o'clock one o'clock and 5:00 p.m. before we leave what that view looks like is this right here SMS status so what they're doing is they're coming down at ten one in five pm looking at this if it's got a text received they can click right here on text received and it would load nothing but the ones that have text receive they're gonna go into it look at it if it's a text that they're gonna respond to they simply go in and do SMS and then type out a message hit enter respond to it they'd go down to the very bottom and check off the task that was with this it would automatically move the button over from receive to responded to and at that point they would need to determine if they need a next contact date meaning whatever the text said they need to give them a day or two so they'd move that date out or not that's up to the personal member that's responding to that text if it's a nasty text that you're not not responding to you still need to remove it off that view so what you're gonna do is uncheck this red box go to the bottom and check off the tasks and then determine if it's going to be something you put into follow-up remove from list or dead lead for us remove from list is somebody that says stop mailing me stop calling me stop anything like that that's removed from list dead lead is somebody that's going to tell us hey I'm calling the cops FBI or anything of that such their attorney that's a dead lead for us so that's how you get the SMS tasks that are worked what we start the morning with our leads manager working is any new leads this is going to be somebody that had a missed call voicemail or text message that never existed in the system prior to they called last night or this morning before the leads manager got in they would click on this they would work through those new leads and what that looks like is coming into that lead they would select their name in the leads manager spot they would move it over to a calling for more information and outbound attempt would be first they would make that call by copying and pasting this number into call rail and afterwards if they were unable to reach anybody they would go ahead and say no message left on the first attempt because they would hang up if it was a second attempt they would leave a voicemail and the third attempt they would leave a voicemail as well as sent a text message now after any of those items happen after that first attempt second attempt happens they're gonna put the next contact date here as of tomorrow meaning they're gonna make that second or third attempt that next day they'll fill that in and what happens is once you have a status of calling for more information that means it's now trying attempt number two or three to reach that seller they would come in on today's date they would pick this after they've already worked the new leads they're now gonna work that second and third attempt and they'll click on today's date it'll pull up whatever leads have the next contact date and calling for more information they'll make that second or third attempt and at that point if they made the third attempt and they were unsuccessful in being able to contact the person it's time to put them into follow up so once they put them into follow up they'll put the next contact date of thirty days out and this is what happens if today's date is the thirtieth day from when they put it into follow-up it shows up and now it's time to do your follow-up so we're coming up in the morning we're doing new leads we're doing second third attempts we're following up with our text messages and then we're doing follow-up that ensures that nothing is falling through the cracks and everything is being responded to the only other statuses that you're gonna have really our appointments offers and stuff that's under contract so this is all working the process to get it to an appointment or remove from less or whatever the case may be but once they're in follow up you've got these that will pop up every 30 days you're following up by hand but besides that you're going to be doing the ringless texts and voicemails as well so if you put something in to follow up you're putting that next action is follow up you move this date as 30 days out and then down on the bottom for your follow up section you would want to select by typing SMS you would want to select a text campaign that's going to track them automatically and text them automatically for us if we've never talked to them it's gonna be no prior appointment short term this is going to text them every three to seven days for about a month month and a half and here in a second you'll see the date and text 1 so on the 20th text one's gonna fire it'll move the date it'll move the text box and this will just keep on rolling by itself if at any time they call inner text in and they want you to stop if you change the next action to anything but follow up it will automatically turn off so that's how the follow up process works for the text messages if you ever want to see you exactly what the text message is going to say you can click on this item right here or go to your paper airplane follow-up app and look in those items but what you can see is two days from now this text message would send three days later this one four days later this one and so on and so forth so that is your text message campaign for your ringless voicemail we connect your slide broadcast account and provide you some default voicemails and that's based off the scripts that we also provide you on the word document so if you wanted you could grab a ringless voice mail we always do both for our company so we do no prior appointment short term and both of these now would go ahead and track hopefully the seller down and get them re-engaged if not again we've got that 30th day follow-up call that we're gonna do so in 30 days we make that follow-up call because it showed up on our view if we were calling them and we're unable to reach them we push this date out for 30 more days we're gonna call again when we're doing all this we're basically updating our outbound attempt and what happened as well when we're making those calls as you're doing this follow-up type stuff we're also checking on the bottom so in 30 days we would come down here make sure that we still have text messages and ringless voice mails are going to go out you can always pick a different campaign and it will reset if you wanted to so that's part of that follow-up process let's see so those are your processes to get it all the way to appointment once it's an appointment one of the things we have our VA doing is daily they come in and they look at what appointments are coming up for the week if tomorrow had an appointment they would call today and they would verify that that appointment time and date is still good to go the seller they put those notes in most of our appointments are two or three days out from today or the day that they're making that appointment so it makes sense to Rivera fie if they calling it a voicemail they'll leave a voicemail trying to verify that time letting them know to call back and verify the time or text us they will text using the SMS function as well trying to get the seller to verify the appointment we've got our appointments in total here so you've got a status of appointment set but there's also the option of appointment rescheduled appointment cancelled a seller no-show or partly completed all of those would show up under here so you can see the status really the point of this is you don't want anything really sitting into appointment section or status I'll do an appointment set if somebody's in appointment no-show reschedule completed we're really trying to get them pushed through to the process of an offer submitted to them so you don't want those sitting in there for a long period of time offer submitted same thing you you've got an expiration date on that offer you want to be following up and going into the offer status making sure that any expiration date that's coming up you're taking care of that and either putting them into a follow up sequence after the offer didn't go through or you're getting them to the next status of under contract under contract you'll see all the items that you have under contract and eventually once they're closed you'll have all your closed deals here really what we've done is kind of tried to simplify these views so that you're working off of these top ten views and pushing them through the process from start to finish you know getting them into appointments offers and contracts and eventually deals that are sold so that's really our sales process of getting the leads in in the door and then getting them all the way to the finish line and getting the contracts sold or doing the rehab and doing the flip at that point you guys got more questions let me know but that's really our process getting the leads from start to finish