Experience the Power of CRM Programs for Realtors for Manufacturing

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how would you like the perfect follow-up system which allows you to convert clients 50% faster keep track of hundreds of people concurrently and will ensure that you don't miss out on a deal again well if your follow-up game is something that you're looking to improve this is a video for you because let's face it we as real estate agents are notorious for not following up and think of it this way anytime that we don't follow up that's a Miss $9,000 commission check so in other words our misses are huge but here's the thing it's not entirely your fault we as real estate agents have over a hundred things to do every single day so it's very easy for us to lose clients along the way simply because we do not follow up but that ends today because I'm going to share with you exactly how to follow up with your database I'm going to show you personally how I'm able to keep track and follow up with thousands of people whether they are buyers sellers real estate agents and everything in between now for this meeting my name is Hyman rendes and I help real estate agents make more money using effective marketing strategies all right so the game plan for the day is very simple we're going to do three things number one we're going to look at the methodology and why this actually works because there's some fundamental principles that we real estate agents need to get right the second thing we're going to look at is the structure what tools and systems are we going to use in order to execute what we need to do with this follow-up and the third thing we're going to do is we're going to build out a real estate CR right here and right now so you're not only going to know how this works in theory but you're also going to have a tool that's going to allow you to execute it every single day all right so the entire methodology around this follow-up system is very simple we need to write things down and we need to update every single day any lead that comes in or any note that we have we need to write it down we cannot allow our mind to carry that information on with us because guess what we going to forget how many times do we commit to sending without a CMA how many times do we commit to put somebody on a safe search only to wake up in the middle of the night and say hey I don't think I sent out that CMA to Bob that happens every single day so we need to make sure that if we commit to do something for a certain individual we need to put that down somewhere and I'm going to show you the exact follow-up sequence that's going to allow you to capture those tiny little things so you never forget again so again we need to write everything down all the leads are coming in don't just write them down on a piece of paper and never see that paper again write them into your system and again the second part of the methodology is make sure that you continue to revisit and update those profiles now let's look at the structure what tools and systems are we going to need in order to execute this now I'm not going to be able to stress this enough but the CRM does not matter now I understand we're about to create one right here and right now but at the end of the day it doesn't matter you can use KV core you can use follow-up boss you can use use a spreadsheet it does not matter what's more important is that you understand the system not necessarily the tool that you use to execute the system so here's the structure that I'm talking about at the center of everything you're going to have your CRM this is the tool that you're going to use to operate everything now remember we don't need everything in our mind we need things written down and this is the first step to do it now also I recognize that life comes at you fast you're getting calls you're getting emails you're getting texts you're getting DMS a lot of people are coming into your world through different Avenues so it could be some Facebook ads that are running it could be some Google ads that you're running it could be some networking it could be whatever it happens to be you have a lot of different ways to bring contacts into your CRM so let's remember we need to write everything down so as you're getting all of these inbound leads or any outbound prospecting that you're doing you're putting it down somewhere Central so in your CRM now I'm not going to get too technical but if you can automate these things coming into your world fantastic so if you can integrate these Facebook ads or automate these Facebook ad so they get automatically uploaded to your CRM that is fantastic best case scenario you automate it and if you're struggling to automate things just try zapier.com that's one really effective way that we integrate so many different tools into our CRM now of course the worst case scenario is that you're manually updating all this information you're manually inputting everything into your CRM now at the same time as people are coming into your world you need to follow up right you there's certain responses that need to happen so as an example if you are running those Facebook ads well most likely you are promising something in return for their contact information so if you could automate either through your CRM or an email autoresponder that you have connected to your email autoresponder if you've uh if you have an email autoresponder you want to send out that email right so if you're following up via email via text via voicemail drop this is all a mess so my apologies whatever automation or whatever follow-up sequence you can either do this from an automated perspective or you can do this manually so again how whatever you're promising in these campaigns so let's I think we said this was Google ads if you're promising a uh CMA as an example or if you're promising a list of homes as an example well you have to deliver that some way somehow whether that's through email whether that's through text right so email or text is most likely what you're going to be doing well hopefully your CRM has an automated feature where you can automatically spit that out you can automatically text that or automatically send that out via email best case scenario again whatever you're sending out is being done for you through an automated fashion worst case scenario you're doing it manually now that's the extent that we're going to cover the structure component I just wanted you to understand what's happening here we're writing everything down into our CRM for sure and as we continue coming back to a day in and day out and following up correctly we're going to be updating everything whether the comments that we're getting if it's um a task that we are respons for responsible for and all that fun stuff so hopefully you can automate as much as possible but at worst case scenario you're doing this manually and I'm going to show you more of a manual approach just cuz that's where many of us might be now as we build out this CR realm you're going to see the exact structure that I personally use I'm going to have my version up here and we're going to reconstruct it in real time so you have access to it now I personally use notion and I think it's about 2 years since I started using it and we operate everything from here the databases that we have they're all on notion our transactions we manage them on notion our internal team our editing team our creator agents everybody in absolutely everything that we do is run through notion so you're going to see me actually build a CRM that is fully functional and has everything everything that you're going to need so you follow up in the correct way okay so I have a new page ready to go and what we're going to do is we're going to title it real estate CRM now I already have a general understanding of what I want from this particular CRM but the reason that I like notion is that you're able to modify it however you want it is very very user friendly so I the way that we structured it is is very very simple so what I'm going to do is I'm going to put put reach out now and then I'm also going to put what am I going to put um board View and this is going to be raw file raw database all right that's going to make more sense here shortly so here's what we're doing we are going to do an inline database now I'm not going to explain too much on the x's and no here because this is not a notion this is not a notion um video there's a lot of other a lot of other videos that go into notion that they do some phenomenal things I'm going to show you the most practical way to build this that's going to be more efficient so you're not spending hours and hours trying to recreate everything from scratch trying to understand what everything is what everything does so we're going to put client client database here we go all right so we're going to open this up and we are going to put hiis sendis is my name so this is going to be our us this is well not us your your clients so the first thing that we're going to do is we're going to ask for we are going to ask for an email so what we're going to do is we are going to put email that's what we're going to ask for so we're want to put email now CU remember we're going to be using this for our follow-up sequence second thing we're going to ask for is the phone number this is um this is very much in line with what you expect a CR realm to cover so we're going to add another property here if you're speaking with a a lead that is a seller as an example you're going to need their address so we're going to add that here as well I'm going to put that there now this very this next field is going to be the most important field that's going to operate the entire flow actually the second most important but for the most I do need to call it out so we're going to put a date field here and we're going to call this is next follow up date all right now the next field that we're going to ask for is this a buyer seller renter and the type that we're going to search for is going to be a multi- select so here we're going to say buyer seller renter which is it often times it could be a buyer seller so that's why I include it as a multi select instead of a drop- down either or all right so we're we're going to do next is we're going to put the status so this there's not going to be a multi- select we have to select a status where they actually are in the process so here when it comes to status you can put but not contacted yet we can [Music] put currently searching for homes we can put under contract we can put close transaction and we can put longterm nurture and the last one that we're going to put is do not contact so the ones that are lost so at any point in time basically as a lead comes in we need to put them into a bucket we need to put them into a status which is going to be used for our board view so let's just say a Facebook lead came in well they're going to start off with not contacted and then whatever is important for you in your process so if your next process is to get them pre-qualified if your next process is to do X Y and Z then add some statuses that make sense for you so these are just basic ones so we can get the ball rolling what I really like to include though is I like to include the lead Source where did this come from right was this social media was this YouTube was this networking where are your efforts going and where are they actually producing a result so that's why we need to know where the lead is coming from is this a referral SOI referral so is your s SOI referring you business is this an agent referral right so if you see that at as you close out your quarters as you close out your months where is your business coming from this makes it so easy so this is why again it's very very important that we write things down so as a lead comes in we're writing this down and then we're updating this information as we get more context clues as we get more valuable information make sure that you're updating this cuz it's going to make it so much easier for you so let's continue all right um now if you have if you're if if you're getting a ton of referrals or even if you're not really a client referred by you're going to have that so then you can have their name now what else are we going to put we have here the reason I'm looking over here is because I'm verbatim reconstructing it we have over here we're going to put multi- select cities interested in all right so let's just say they're interested in Dallas they're interested in Plano those are the cities that they're interested in so that's why we're keeping it there um what's their budget we're going to put a number there now if there's a referral compensation or anything like that you're going to add you know the amount just to make it clear um now let's move over here to something else going to the second most important thing in my mind in terms of keeping this system alive and well and healthy so you can follow up correctly so here's this let me let me move these up here these two Fields right here let me zoom in these two Fields right here where's the other field these two fields are the most important fields that are going to drive your follow-up sequence so your next follow-up date so at the time of this recording is July 3rd so let's just say my next follow-up with this particular lead which is myself it's going to be July 5th you'll see that work in 2 seconds now the ABC's um is very important so as the leads come in or as I have people that I add to my database I categorize the next touch point if it's going to be a long-term nurture by last name so meaning depending on what their last name is is when I'm going to be reaching out to them in the the day of the month so as an example anybody with the last name that has an A in it I'm going to reach out to them the first of the month so a is the first letter of the alphabet anybody with the last name of B Blackwell as an example anybody that has the last name Blackwell well I am reaching out to them the second day of the month now again this is more for long-term nurture this how I know that this how I'm able to keep track of hundreds of people at once where all these leads that are coming in through Facebook through YouTube through Direct Mail campaigns whether they're agents whether they're buyers whether they're sellers everybody is coming to me through the inbound mechanisms that I've created so this is why we went through the structure a couple of minutes ago but I categorize them let's just say they're not ready to make a move right now they're they're somebody a seller reached out but they don't want to have conversations up until this summer when they want to sell well I'm going to keep in keep track of them throughout the the following days or following months however long it is and make sure that I'm following up so it's that followup sequence that I'm automating here so anybody that has a um let's go through a real life example let's just say I speak to a home buyer right now and they're not going to be ready for till next year well right now it's July so I would put them in this follow-up sequence so if I am a buyer as an example in this example right here if I'm a buyer and I know that I'm not going to um I'm not going to be able to do anything with this buyer for a couple of months well every single month I I am going to touch base with them whether that's a text whether that's a call whether that's a DM whether that's a direct mail piece whether that's whatever I will be keeping in touch with them but I'm not going to I'm not going to just remember that I'm not going to just randomly put a date out on the calendar I am going to systematize this so for me is in in this particular example I happen to know this very well because it's my last name r is the 18th letter in the alphabet right so where does r come from well it's because it's the 18th letter in the alphab alet so here A = 1 b equal 2 C equals 3 right so it's just a visual cue for me so as you build this out you will need to build this particular part out as you continue building this out for you it's going to be very easy so is if I came in as a lead right now this this is confusing let's just say John Doe if John Doe came in as a lead right now and I spoke to them today had a great conversation they're looking to buy next next year in Dallas in Plano they came in through YouTube long-term nurture this is an exact their budget was 500,000 address one 2 3 main their phone whatever happens to be but anyway uh here under this Cadence D equals 4 under this Cadence if I spoke to them today I am going to reach out to them next month cuz I want to stay in front of them at least once per month I'm going to put it as August 4th right so next month I'm going to reach out to them on the fourth day because of their last name Jane Doe John Doe so now if there's if this was Jane Edwards with an E well then I would be reaching out to them on the fifth day in my long-term nurture this way I don't have to follow up with every single person or remember to follow up with every single person I have my call sheet presented to me every single day does that make sense so if you have any questions on that let me know down below we're going to keep going that way you um you see the rest of what what is um what is selected but again this is the most important part the followup date and uh sorry the next follow-up date and then the touch point because that's going to help you with your long-term nurture now let's continue going created time so I like to put whenever it's created especially if you automated things if you automate things where your leads are coming in from Facebook from Google what have you I like this for it to already be created cuz that will allow me to do some Dynamic things down the future like um have these pre-populate based off of a certain amount of days after the fact things of that nature right that allows me to do that now if everything that you do is manual then you're going to add another date right here and you're going to put date added because chances are you might be away and you might not have time to come in and update this although we can do our best and really try our best to again write everything down and keep things updated life happens right so this way you can put when the uh the date actually happened so if although you created this form today at the time of this recording well this is somebody that was added or should have been added two weeks ago as an example then you can go back and and select it this is going to let you know what your conversion rate is or how much faster you're able to convert leads at this point so then you start getting some meaningful metrics to your business and then you can add some additional Fields like date Clos and everything of that nature but I think that you understand kind of the concept here that is um that's going to work for your business now here's the thing this in and of itself of course it can look intimidating if you allow it but please don't allow it this is where it starts getting fun this is where you start looking at something that is very meaningful for your business so what I'm going to do is I'm going to duplicate this I'm going to put Jane Edwards I'm going to say that that's Jane Edwards I'm going to say that this is E equals 5 and I'm supposed to reach out to her on the fifth at that point and what else do I want to change I want to put her in the I have not contacted her yet just so I know and then I'm going to copy one more and I'm going to show you what it looks like in practice so now I'm going to put Frank Richards I just want to show you what it looks like in practice so now I'll go with r this is going to be the 18th this is going to be a long-term nurture for me all right so this view right here so it's going to be your raw database this is just your overall database that you are creating so you can always come back into into this particular field and make changes or come here all right so what we're going to do now is we're going to do this we're going to turn this into a page real quick so it's going to be its independent thing and just so I can keep track of it we're going to put this all right we are going to do let's see view view view board View and we are going to pull so you see the new view up here we're going to pull link to existing database and there's our existing datab base all right so now what we're going to do is we are going to change the grouping well actually no this it's already done the grouping is already done so the subgroup right I'm sorry the group right here is based off of the statuses so we want to show them all now we get to see where everybody is at is at these were leftover pages so we're going to delete those now we get to see that Jane Edwards has not been contacted we get to see that Frank Richards he's a long-term nurturer we get see that John Doe is also a long-term nurture let's just say John Doe as an example he is already under contract and he is under contract right now well let's go back so you see it all right so way over here so what you're going to want to do is modify these a little bit currently searching for long-term nurture do not contact all right so that makes sense so these I've not contacted yet we are currently searching for homes they're under contract Clos transaction then long-term nurture right so this um this makes more sense now you can also show different properties you can put the lead source so you can visually see where um where leads are coming from that's the filter right let's see shown properties here we go the lead Source right here and then you could put next followup date now you visually see what's going on but here's the thing this is while this is cool this is fine this is a good visual we still need to know when we're going to reach out to them CU we can't go through every single profile every single time to reach out to them so we're going to do one more time is we're going to do this we're going to go here and we are going to let me delete this real quick it might not even be a board view it might be a list view that I'm looking for table's fine let's go with table it doesn't it won't really matter for what we're well actually it will matter um but it's a matter of preference at this point so what's going to be important for us is going to be the next followup date so let me move this over here right okay so now what we're going to do is let's just say Frank I was supposed who's all right so John Doe let's just say John Doe I was supposed to reach out to him on the first for whatever reason just for whatever reason I was supposed to reach out to him on on the first okay now what we're going to do is we're going to do the following we are going to create a filter we are going to create a filter right here based off of the next followup date and I need to confirm which filter we have going on over here so I don't mess it up we have a filter we have follow start date is on before today start dat filter based off the followup date is on or before all right so followup date start date is on before today next followup date is start date is on before today okay let me go back to John do oh that's that was a mistake so I put August first instead of July here we go all right so here's what we got so this is our main thing this where we can go always to add information but how we make more better decisions is you know visually seeing where we're at that helps a ton but how you always stay in front of people is this filter right here so here once I have a conversation with only the people that I need to speak to today or that I passed already are going to show up here so as an example if I speak to Jane and I was supposed to reach out to her on the second of the month well she would populate up here so for my for myself like my call list is already being created up here but it again it all comes down to you writing everything down and you also updating this information as you have a conversation with John Doe as an example let's just say you have a conversation with John Doe and everything is good to go but now they're just long-term nurture for a couple of months then you are going to go for that next month's follow-up sequence I know I I might have complet a few things here because I just wanted to illustrate the power of the followup but once you have conversations you know what the next step is so if you know that you're not going to reach out to them for uh two months as an example or 3 months because that's how your process is or that's what you end up wanting to do then you're going to adjust it ingly so in September 4th you don't have to remember to call them you don't have to remember to do any of that you don't even have to have it on your calc uh calendar it'll show up for you here in your CRM there are so many different things that you can do if you like this type of content let me know I can build some other systems out for you that are going to be very cool and very efficient for you which allows you to work a lot well more efficiently with a lot less time