Enhance Your Finance Team's Efficiency with Lead Management Systems for Finance

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but you get 10 leads coming in one week you better have a crm reminding you which leads you need to call each day and which leads you need to text and which leads you need to send a video email to [Music] my coaching company specializes in coaching many of the highest producing agents and teams in north america and a lot of those guys you know success leaves clues and one of the clues that they would leave for you is many of them and all at all of my coaches we refer a lot of clients to conversion monster and it works very well often times even my own wife for example uses conversion monster at a very very high level um but that doesn't mean that we just give everything the conversion monster and conversion monster gives us appointments um and that's what we're kind of talking about this in this series it's a two-way street you've still got to do your part and we're going to be continuing to talk about that but the top agents do it the top agents use it and what i'm going to share with you is many of the tips and tricks that the top agents use to work in collaborations with conversion monster to get the highest possible return on the investment that they spend in um working with conversion monster there are some links to our stuff if you're interested in coaching and stuff like that in the chat room otherwise i'm going to give you a 30 second recap on what we talked about last week but it's only going to be 30 seconds so you kind of have to go back and watch that uh that uh video uh we talked about the two-week assault plan in pr primarily about how we make initial contact with an inbound lead right um this is also often called a 10 days of pain you can almost always find one of these in any crm you use which is usually about two weeks of using almost every communication network out there to try to make the initial contact so that you can speak to a lead and my two week assault plan lays out and i'll drop this in the chat for you guys too so you don't have to like be taking photos of this but it lays out the first 10 business days or two weeks of what you could be doing and again you can customize this and make it your own and change the order up but i and then it gives you all the scripts the text scripts email templates video email scripts facebook social media direct message scripts things like that you're trying all these different tactics to try to get a hold of and make that initial contact and you give it a real hard two weeks because just because this goes to conversion monster and they've been nurturing it doesn't mean the handoff is going to be seamless handoffs are never seamless so there has to be just like when you're passing a baton one hand's handing the other hand it has to be reaching and grabbing it takes two of you right so don't expect it just to drop in your palm of your hand we're going to have to you know it's going to come to you then you're going to have to scrape and claw like mad to get a hold of them and you know oftentimes it's not going to be like hey i've got someone on the phone will you please take it you're not going to be available you're showing property you're in a listing appointment then you've got to work like a banshee in those first two weeks to make that initial contact and that's primarily what we led up to and covered last week right so let me show you a little bit of a transition here we're now showing you a chart here this is how it is so important for us to try to respond to conversion monster quickly okay when they give you a lead okay whether it be voice connect email or what have you when they give you a lead it is very important that you jump on that lead in the first five minutes again i'm gonna give you all these things i'm sharing my screen with so if you've got a bunch of agents that work for you that you wish were watching this right now don't worry i'm gonna give this to you so you can show it to them but it's very important because what happens is the minute after five minutes ticks and we start moving into 10 minutes the conversion rate drops off tremendously and the result it's very very dramatic so if you don't get back to them in the first five minutes hell i like it if it's the first three minutes to be perfectly honest with you but for for making contact purposes if you go past five minutes you're you know you're literally five to six times less likely to reach them why it's real simple guys at one point one of conversion monsters isas is on the phone with a lead and then we're gonna make that transfer at that point in time that lead is very interested in finding a home to buy let's say okay but if you don't if you wait 20 minutes to get back to them they're not just gonna sit there all of a sudden they gotta make dinner for their kid all of a sudden they've gotta go pick their kid up from school or maybe they're watching their favorite show so when that happens now you're and if you call back 20 minutes later when they're making dinner for their family now you're a telemarketer you're not providing good customer service you went from someone that provided good customer service which makes that a very nice phone call to someone who's interrupting their family time which makes you an annoying telemarketer if you even get a phone call it's going to be an awful one in all likelihood you're not going to get a phone call because they don't want you at that point time so speed to lead matters so jumping on that call quickly is crucial so most of you do have crms so try to have one you know there's a lot of crms out there that measure speed delete that they have an app i know a lot of them are follow-up boss boom town commissions inc all of those track average response time if you and your agents call back through the app provided to you by the crm and they can track response times you can hold agents accountable to how quickly they get back on average to each lead received and when you hear about these real expensive crms and like why do people pay so much for those crms that one feature is usually the difference i'll just here to tell you if you want to really make clarity of the whole crm picture the ability to have an app that you call back through the tracks response time to receiving a lead i really think they should tell this to everybody when they get their real estate license like that's the reason some crms are a thousand dollars more than others is that one feature just here to tell you um because you can actually hold people accountable there's a lot of light bulbs going off right now i guarantee every time i say that everybody's like oh i wish somebody told me that you know join our facebook group the real estate agent roundtable and you'll pick these things up so that's where that one comes from right so that speed to lead tracking is crucial crucial the neat thing about conversion monster is they are the only isa company or isa of any kind that actually integrates with all these different crms so you don't have to like give them all your people and put it in their crm and then have a lead come back and put it back in your crm they work with you and i'm pretty sure they're always going to be the only company that does that because i was personally you know talking to roe every single week during that process and i think there's another human that can go through that pain of level process for you know two three years the the pain threshold is pretty high um so um glutton for punishment yeah it's amazing yeah you're still alive still look decent you know have all your hair figures so that speed deletes crucial we gotta jump on it because it goes for it'll turn into a telemarketing phone call if you're calling it back later so speed to lead is the most important thing okay now the next most important thing is going to be your persistence in trying to call them back right so we talked about in your two-week assault plan you can see this is why we have a two-week assault plan is because you have to keep trying to make contact you have to keep being persistent so whether it's calls text messages direct messages texts etc we try to diversify those through our two-week assault plan through those first two weeks of trying to get a hold of them but oftentimes it takes six to eight attempts before we make contact right or even nine and they say is the point where you really really start to get some sort of traction so you cannot just try once or twice in cherry pick leads if you've ever heard about cherry picking leads that's what it is is when you just call them once and see if it works or not man you are going to have to try to keep making contact under that initial action plan so what does that mean you have an action plan set up in your crm okay so you have an action plan set up in your crm and to make that initial contact the lead comes in and it tells you or your agents on your team every contact you need to make with that new lead now that may seem unneeded to you until you've got 10 leads that come in in a week once you have and by the way i'm dropping these things i'm sharing my screen with you in the uh in the chat if you want to grab them and use them but you get 10 leads coming in one week you better have a crm reminding you which leads you need to call each date day and which leads you need to text and which leads you need to send a video email to because it's going to get hard to manage them if you're an agent that's getting 15 or 20 leads a month and then the second month rolls around and then the third month runs around you're going to be nurturing and managing all these different leads that's why that crm to tell you not only inform you as to which contacts you need to make when it's also going to help for your own personal accountability you'll know if you're behind or not and if you're a team leader it's to hold agents accountable on your team because now you know which agents can handle more leads if they are if they have all these outstanding tasks that they haven't gotten to to nurture the leads you've already given them why are we still giving them new leads shouldn't we be shutting them down and giving them a chance to get caught up because they're just going to dig that hole deeper and deeper and leads cost money conversion monster costs money why are we having them do all this work only to drop that hand off because we can't do the proper follow-up and nurturing to make initial contact with them ryan are you gonna say yeah if i might jump in so i know a lot of our clients on this call um you know they'll will be able to get them to the point where they've made that initial contact right and they have that initial conversation and then they're dealing with the lead who's maybe four five six months down the road right but what strategies do you recommend to stay in front of those people you've made that initial contact you know a little bit about what their situation is how do they help their agents stay in front of that person and bring them to uh the closing table and you know continue to nurture ryan is the ultimate segue this is like the he is you i'm gonna start calling you ryan segway that is perfect okay so let me show you here's the concept he's talking about right you make initial contract and now we're actually in the nurturing because you're gonna have to nurture them for a while too right um and that happens for many reasons i mean they might be interested in the house so you know conversion monster sees an opportunity to transfer for them because they need some local knowledge they might want to see it et cetera et cetera so that comes to you now the house is sold uh oh we're back in nurture mode now because we don't have a reason to meet right so we gotta stay on top of them so you're gonna see here again this is a chart i'll share with you can share with your agents or whatnot too where you are expected to make multiple contacts okay this is that first contact we use a two-week assault plan to make contact number one most sales people give up along the way we can see it you know 65 percent give up here on contact two contact three 79 percent contact for you know almost 90 of the people have totally given up okay almost all of them the hair and that's why you know a lot of these leads so we start moving into five and six six you're establishing relationship you're nurturing seven eight nine nine is when you hit your big number again okay just like i showed you before i mean nine contacts is usually our optimal amount of contact so it's crucial that we follow up so i'm gonna give you this as kind of a teaching tool for you with agents you're trying to show that hey we can't assess the strength of a lead based upon you know our first one or two or three contacts that lead is going to change it's going to evolve as your relationship and persistence improves people start looking for property and they get hotter and hotter and hotter as they continue to look so they will evolve and your relationship will evolve over time through that nurturing process so it's crucial right okay so with that said so how do we nurture how do we hold them accountable to nurturing and how do we nurture different leads differently over the course of time so let me kind of show you that and hoping you can see this these are my lead follow-up uh and nurturing categories um again we're going to go back to your crm after a lead comes through your two-week assault plan or 10 days of pain we're going to get on that phone call and the main thing we're going to do there is we're going to actually then try to assess the degree of urgency in that lead in other words how long till they want to move so for example if you get someone that's saying i'm looking for houses right now i just can't find one you know there's no inventory blah blah blah we need one now that's an a lead that's a hot lead because they plan to move in zero to 30 days here okay so you call an a lead a hot lead you know all your crms typically have all of these plans contained within them i can't imagine you guys having a crm that doesn't have some form of a b and c lead plan it's up to you if you want to have a d but you know you've got a b and c at least they you know i know boomtown calls them hot nurture and watch you know they have different stupid names for them i wish they'd all call them a b and c and they would be in perfect alignment with me but or hot warm and cold or something like that but they all have their fancy names for them so you probably will have to go into your website and try to find the ones but basically what it is is the highest degree of urgency those that want to move 0 to 30 days we're going to be contacting them a lot so you might be you know like again you're contacting them three times a week right because people are fighting for these people they're out there looking and shopping so we're going to be all over the hot leads a lot of contacts setting them up on listing e-alerts calling about every listing that might fit their criteria texting them a lot we're all over the hot leads be leads these are people a little further out there they're you know they're somewhere two to three months out so we don't have to be on them three times a week right so we're gonna break that down it's gonna be a less less frequent contacts but still they're warm so we're gonna be staying in touch pretty regularly so maybe each week we're going to alternate maybe one contact a week a phone call one week a text message the next week so we're not going to annoy them or get a restraining order off them when it's when it's undue because they don't need someone like hustling that hard at them right now see leads a little further out these are people three to nine months out right so that might be a contact every two weeks right and what we're trying to do with b and c leads is move them up to the next level so we're trying to take a c and all of a sudden they might say hey i'm actually interested right now like we got to get going all of a sudden they move up and they become an a lead so the goal with these these leads and d leads are further out you know that's 9 months to 18 months we're always trying to move them up and a leads were trying to move to an appointment right so b leads we're trying to make a leads c leaves we're trying to make b or a leads a leads we're trying to get in front of we're trying to make an appointment with them we're trying to get in with a buyer consultation or if we have to show them a property before a buyer consultation does that make sense now if you guys are with zillow you're probably being taught to just jump and show property that's not my favorite i really like to set buyer consultations however there's sometimes you just gotta go show a property and if that's the case you go show that property and try to set the buyer consultation the whole time you're showing the property that way we get them there that's the way i usually work that but the point of the matter is i like to try to set by our consultations first you know people have done that for years it works just fine don't have any limiting i know they want to see property and you want to have a buyer consult well you need to learn how to win and set the buyer consoles so you don't waste all your time and um and i guess there's some safety issues in there as well too right so a b and c and it's degree it's dependent upon their degree yes we're on a we're on a super uh constricted timeline but if you can just touch on that point again i think it's a really important point something that i learned from you about the buyer consultation because even on on you know my team in chicago buffalo like there are challenges with agents having that buyer consult in today's day and age and securing that buyer agreement but the thing that i had learned from you which i think is worth a 60 second touching it for 60 seconds is that part about when you're keeping track of those buyers and those buyer consultations and those buyer agreements is basically like having a listing agreement and once they've signed it right like we we all always guarantee our commission on the listing side of the business for the most part right with the contract we never do it on the buyer's side and so the thing that i learned from you with you know keeping track of those buyer agreements is like that was almost as good to me as a listing because they're not going out anymore now they've got an agreement with me and i feel much more secure in all the work and everything that i'm doing uh to present them with properties the work that we're putting in but i i'm gonna guess that seventy-five percent maybe it's more you might know besides university doesn't ask for a buyer agreement absolutely let me let me show you here and here's what he's talking about um and this is our uh inventory pipeline right um and you know of course you always keep inventory of your pendings right and i'm gonna give this all to you um you'll have to delete all this it's a sample but i'll give it to you you know i'm sure most of you track your pendings right and hopefully you track your listings right so you get a good listing leads these are people that we know that want to you know at least sell in the next year these are probably the most important people for you to contact and you'll get some of these from conversion monster too and then we're trying to get a listing agreement signed and then ultimately it's going to go active right so we have those three categories of listings with buyer right so it's people that we know that want to list but we don't have an agreement then we get the agreement and it's not active and then it goes active so we're always trying to move through this process and these are the most important people you call in addition to with buyers it's the same thing right these are our a leads our hot leads so once we move people up into the a category we know these are people we know that want to buy right now in the next 30 days these are my aliens right here's who they are this team tracks how many buyer agency agreements that's what baa means in this area you guys all call them something a little different um baa these are each of the agents and we track how many buyer listings they have we literally call them buyer listings um right so how many how many so how many of these leads can we get into buyer agency agreements right and that has to be done in person maybe over zoom but definitely face to face and so you do have to insist on setting that buyer consultation that is what all the top teams do and they know how to get around the argument what but my agents don't want to sign them my clients don't want to sign them well yes they do all the top agents do you just don't know how to get them signed so learning how to get the scripts and dialogues how you know what to use as the reason for that and how we can get them signed is crucial because that will increase your conversion rate tremendously otherwise you're just going to be showing them properties and by default every single client that you meet with is going to have the same expectations that i'm going to tell you right now they don't think they have any tie to you that they just went with you to see one house and that's their obligation stopped and started they that's it unless you sit down with them and explain how you are going to represent them in finding their home and looking at multiple homes they should have no loyalty to you just because you're afraid to say it because you're afraid to say hey we're going to set a strategy i'm going to set you up on listing e-alerts and we're going to show you a bunch of properties until we find you one that's your true expectation you're calling them disloyal because you didn't have the courage to say that or the scripts to be able to set the buyer consultation appointment first and you're saying they're disloyal because they bought with somebody else when you never explain the rules to them that's freaking crazy they can't read your mind the public by default does not know that they think that hey i'll use you if you show me the property hell my i mean my wife's own dad says that to her if you show me the property i'll use you [Music] but if someone else shows me the property i gotta use them that's only fair that is by default without a buyer consultation that involves a buyer agency agreement that's the way it's going to be you don't get to change that expectation that's the public's perception so if you want to change that perception the only way to do it is one client at a time and you insist on a buyer consultation and if they attend the buyer consultation they will assume that we are not just talking about one property you will show them what we're going to do to find them a home we're going to take in all their information so that we can set them up but we're going to give them full realtor access to the mls full realtor access so they're going to see homes as quickly when they come on the market they're going to see them before any other agents do why because agents don't look at every listing that comes on the market every morning but they will because you're going to set listing e-alert emails to go out the minute they go live the same day so they will have full access and they will see listings before they hit the market but you need to meet with them first to set them up with full realtor access we're going to do that in our buyer consultation appointment and we're going to take them and we're going to do what rose said we're going to move them from buyer leads into signed buyer agency agreements and we're going to have the proper expectations set so you can actually ride this bucking bronco for six months to two years until they ultimately buy a house with you does that make sense that was a very important point to learn about taking your pipeline from a pipeline to a contract right understand these are just active buyer leads and when i'm working with my team i'm saying hey who did we move up this week you have all these leads that you're consulting with that you're talking to and then every team meeting we discuss how many of these active buyer leads whether it's boomtown or soi or whoever it is did you move this week from actively looking to a buyer consultation and got a signed agreement because when we had that focused effort on doing it it changed everything dramatically it was just it was just the focus and the time that we took to take that and explain that and to start to get those consultations and those agreements signed and it changed the trajectory of our buyer business at least so that was like longer than 60 seconds but yeah no worries next week what we're going to do because we're doing this again tuesday at the same time we're going to talk about how to hold yourself and your team accountable what metrics we need to be tracking for these action plans because we can track all of this this this isn't going to be like give leads away and hope they get followed up with work we got to be able to see that they are getting a follow up with and we got to be able to see that response time is happening we got to be able to see that all these tasks are happening how do we track that how do we manage that um and i would like to show you that and how to actually use these with both yourselves and with other agents that you're holding accountable as well too um so we're going to take this kind of next level but those that right now you've got action plans you need to find your crm you need to find that initial contact that qualify plan for your two-week assault plan and then you need to find those lead follow-up campaign categories the abc hot warm cold leads locate those find those customize those tweak those any way you want to so we can start using them and then again oh i'm gonna drop that inventory pipeline that i just showed you it's an excel spreadsheet i am old school man my other coaches are all progressive and do things so much better than me i am just been doing this too long so i use excel there you go it's good for teaching [Laughter] so there you have it sound good thank you guys