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[Music] hey everybody welcome back to another episode of the real estate agent advantage podcast i'm here with my buddy dan damat and we are going to be talking about all things cold calling prospecting but first i'll let dan introduce himself and say hello so dan say hello to the good people hey lauren thanks for having me uh my name is dan demont i'm the owner of the home source team at keller williams um we are down in boynton beach florida which is palm beach county on the southeast coast um and currently we are a team of 10 servicing the palm beach broward and st lucie county area we i started the business like everyone else a solo agent um grew my team over time and um right now this year we're on track for about 50 million dollars worth of sales uh it'll be well over 150 transactions this year awesome excellent so tell me a little bit about how you got started in the industry i find it interesting because everyone has a different background and they wind up in real estate for different reasons so tell me a little bit about yours sure so i was born into the industry i am one of the rare people who uh got their license right away right when i turned 18. my family was in the business so i was really lucky there um had an independent brokerage here in boynton beach so i did a little bit when i was 18 went to school had a good time in college got a degree in real estate and was really fortunate to get into commercial real estate on the private equity investing side did that for a number of years and then reached the right point in my life where i was ready to be a little more entrepreneurial um you know go back to the family business and so i um i left the corporate job so to speak uh started a property management company built that up and sold it and then jumped headfirst into residential sales in the family company in 2018 so that was kind of my first year just doing residential sales and you know started like everyone else you know working my sphere of influence and slowly built got an admin um and then uh last year right before covid um had an opportunity to go out to texas and meet uh the team at keller williams was extremely impressed with everything they had and their vision for the future of the industry and decided to merge my family's independent brokerage into a team uh here at our local keller williams office and literally joined the office one week before the coveted shutdowns um yeah great timing so you could imagine my family's 27-year family-owned business i come back uh from an amazing trip convince them that we're going gonna close up you know shop and move over to keller williams and then get the sign the papers get the keys and we can't even go in the office so um after a brief panic attack uh you know i decided to you know put my head down work really hard and thankfully things broke our way we built our team up from three to ten and uh doubled our production last year and we're on track to double again this year excellent so a question for you when you decided to move your independent your family's independent brokerage over to keller williams as a team um did you have any drop-offs did anyone have any rubs because that that's a that's definitely a big move for somebody going from an independent to under the structure of a different you know brand yeah uh fortunately we did not i mean we were we were a small group you know mostly family um when we made the transition we've since brought on a lot of other people who are not in the family um although they're part of our work family now so to speak um but um it was a great change and i'm really lucky that you know people i conveyed the value i saw and what it would allow us to do with our business um they trusted in me and and so far it's panned out really well awesome fantastic so tell me a little bit about um getting business because you have family in the business you know you have that advantage of being able to you know work off of the experience of you know those that have come before you and get real insight into what you know real estate is really like not just you know what some of us see on tv and think oh that's easy enough i'll just do that yeah right so why don't you tell me a little bit about um how maybe your parents built their business and then how you built yours sure i mean the realities both were really the same while i you know i certainly had the advantage of that well of experience to draw from i wasn't given you know any kind of uh free leads or opportunities uh when i joined in um it was kind of very much you know this is how we did it which is you work your sphere of influence uh you know you network uh you bring value to people um you try to be helpful and you know you build it over time um so that was how i started uh truly that's how i started the property management company and then when i switched over to residential sales that's that's how i did that um where we really started to accelerate though was when i started circle prospecting um right and and kind of cracked the code on how do you take one deal that you get from your database and convert it to you know another piece of business and another piece of business after that so that was really the the change that i brought you know when i joined because i have a young family and mouths to feed and school bills to pay and uh you know i could not sit around and wait for my database to generate you know the business i needed yeah welcome to my world i totally understand that so um why don't you tell me a little bit before we get into circle prospecting how did you work your database to get those initial deals what were you doing to to generate that business just the basic blocking and tackling right um you know calling you know sending cards uh you know connecting with people on social media organically not through any kind of advertising or anything like that but just trying to um let people know i was there i was in the business and i mentioned but my family's always done this and it's been the key to my successes is to bring value so i'm not um you know just call dan if you are ready to sell a house because he's going to give you the hard sell but i like to be call me for anything call me if you need a contractor referral call me if you need you got a question about property taxes i'm here to provide value as it relates to real estate and be a resource and so i think that that helps a lot and it keeps the conversations coming in right first it's you know my ac is broken who who can who should i call then it's by the way my friend is you know looking to buy a house can you help them out see the reason i ask is a lot of the time uh you get agents saying you know i don't want to bother my friends all the time and family i don't even know what to say when i call them and and you read you know mre or whatever they they tell you all these different touches you got to call them you got to be in touch what do you talk about how do you so that's why i asked what what your approach was yeah my approach i'll tell you my approach was always uh to just have a personal conversation not not to be about real estate right to just connect with people these are your friends and family and um and i think so people you know whenever whenever someone makes a career change into real estate um there's that hesitate hesitancy and it's natural and and you do have to earn a little bit of that that trust right um but i think when you come from a place of providing value and so all of my communication has always been about that what's going on in the market uh if you need a refinance here's people that i trust uh you know um and just trying to provide value and you know if you stick to it um it's slow in the beginning but then people people understand your intention that comes through and i think that's what matters most and i think it's important to mention that to people that are listening that are just new in the business or just going to start reaching out to people this is not an overnight thing you call someone oh by the way i was just thinking of selling something no no you're you're depositing you know you're making little deposits along the way of value like you said and then over time that trust builds and they understand you're in the business and they're going to go to you when when it is time right okay so let's get into 100 prospecting thing tell me a little bit about that how did that come about yeah so uh like i said that came from that um that organic need to get more than what i was doing the database i was making the calls but you know you reach that point where you can only make those calls so many times you can only send so many emails and you're doing a thing and it does take some time to you know percolate um so i needed something proactive and so i tried a bunch of different things i tried expireds that wasn't for me um i tried for sale by owners and i did have success with that and that was something i liked but at that time in the market there weren't a lot of them um and so you know who knows how i came across it it's certainly not a new concept probably you know uh a youtube video or something was circle prospecting and and it really appealed to me in the same way that that was my that bring value approach right um i took circle prospecting scripts but i made them much more of a soft sell and much more about bringing value than they already were the beauty to me of circle prospecting was you were calling people who weren't getting phone calls from anybody else right so there's no competition you're just blindly calling an entire neighborhood and the value proposition is to share some news about a recent transaction which affects their home uh you know so that conversation is very easy hey your neighbor's house sold i'm just calling everyone to let you know the details it you know positively affects the value of your home isn't that fantastic do you have any questions or anything i can do to give you more value more information about that so what i found was it was perfect for me because i wasn't asking for anything right there's no sales pitch there there's no solicitation i'm bringing value and the worst case scenario was someone would say you know thanks for letting me know i'm not interested goodbye uh but then people kind of self-identify right some people would say oh that's we saw that and you know we were wondering what they were going to get and um and now you can naturally take a conversation further because you started coming from a place of value so when you started this whole thing you're making your calls did you start to see any immediate results or did it take time to build i i would tell you that it was relatively pretty quick i mean i would say probably within the first two weeks you know it was appointments and follow-ups right there's there's kind of that because you're not asking that solicitation on the first call right so there's the this approach requires a little bit more of a back and forth a little bit more follow-up right but so it takes a couple weeks to kind of get going you have a positive phone call on day one you send them some information you follow up three days later you know then you have another call and then you get invited to the house right it's kind of a slow courtship as opposed to uh you know are you interested in selling right now approach so it takes a couple of weeks but honestly pretty quickly within two to three weeks i was going on appointments uh you know with people that i had just called out of the blue so let's talk about the numbers were you using a dialer to reach people yeah so um i use vulcan seven um i used them from the beginning and am a huge supporter of their product and continue to use it now now i've transitioned to having a team and so i just trained others on how to use those same tools and scripts that work for me but the dialer vulcan 7 dialer vulcan 7 data is very high quality so we get a really high success rate in terms of being able to contact someone who's directly affiliated with that property and the dialer is very a very efficient way to do it and it's all built into one platform which i love perfect now you're using the dialer what are the numbers that you're trying to hit have you found a sweet spot in terms of amount of time calling or numbers dialed or contacts how does that all work yes so we have a uh we've developed and tested it out now enough times that i think these are pretty reliable metrics for someone on a dialer the goal is um on two hours tops so we lead gen 9 to 11. the goal is about 100 dials out of 100 dials you should have about you know 15 to 20 conversations and out of that you should be getting you know two to three people who are interested in at least some more information um right so basically i view that process as kind of mining for the leads right and you so so out of two hours you should be able to get two to three leads that is someone who will at least you had a positive conversation they were open to receiving an email from you with some additional information about that sale you're calling to discuss and then you can have a follow-up conversation with them right so that's that's the end of that script is um you know i'd love to send you some information about this sale and a few others in your neighborhood can we get on a call tomorrow afternoon after you had a chance to take a look at them um right so we consider that a solid lead and so if you think about it you're two hours on the phone you're talking about 20 people and you're getting about 10 you know of those to convert to leads and then we also um i would say so two to three really solid leads and we probably add about another five to six people to the database right so so that kind of that next category the first category people who identified as interested and having learning more and having another conversation those are our a leads then we call the next one's the database which is someone where you had a positive conversation they weren't necessarily interested in doing something but the conversation went well enough that you could say to them hey you know i'd love to put you i'd love to get your email and send you a monthly email about sales in your neighborhood i'm not going to send you spam but you know just monthly update just what's going on in your neighborhood just to be helpful for you um and that person will give you the email um and so we do that as well it's kind of the talk back of the script okay so you've got qualifiers you've got a leads b leads that you have a sense that they're maybe doing something and they want a little more in-depth information yeah sort of interact b is yet a conversation they're not planning on doing anything maybe you want to just sort of keep them long-term in the database exactly okay perfect so the next question is the follow-up in terms of if we look at kind of the funnel the pipeline overall you're making calls first of all how do you decide which area to call so we call based on one of our other sales right so the the the business continues based on my genesis of it i would do it i would get a deal from my database and then i would circle prospect around that deal right so we would call when we go on the market if we do an open house we invite them to the open house if it's just listed we just call to let them know it was just listed then we call again when it went under contract and then again when it closed um so you're you're making regular you're becoming kind of a fixture in this community now you had the open house we also send out postcards so we send just listed and just sold postcards so essentially the the circle prospecting becomes the active component of a marketing strategy around some piece of business we're already doing right and so if i list the house in your neighborhood you're going to get three phone calls and two postcards from me you're probably going to see my open house and you're going to see my sign over 60 to 90 days that's an intensive you know marketing program to a small group of people now if you contact somebody on the just listed point so you just listed a house in this neighborhood you're calling around to let people know hey we just listed this house in this neighborhood it's going to be for sale for this much money just thought you might like to know whatever um you get a hold of this person you have a conversation do you then call them for hey it just firmed up and then hey it just closed you call the same person we call every we call all the same numbers so whether we talk to the person or didn't talk to the person they're going to get those three phone calls so making notes are definitely important in this process right because you want to know if you've spoken to somebody before you want to know that you had a conversation with them otherwise you look pretty dumb right right so what we end so what we end up doing is um vulcan 7 gives you the ability to tag and sort the contacts as you're working through them so we have a little system on the dialer with buttons so you can identify from the first call someone expresses some interest you know we tag them one way if you don't talk to them or they're not interested we tag them a different way and then we treat them ingly as we move through that process ultimately all of the leads that we collect which are either in that a or b category over the course of the circle prospecting move out of vulcan and then into our database okay and are there any people that you decide not to like if somebody is having a bad day and they tell you to go take a hike do you avoid them or do you call them and let them know with updates yeah no i mean i i'm a firm believer of wanting to do business with people who want to do business with me and were providing value you know again i'm not soliciting people i'm calling to provide them with value so the good news is because of that approach we don't get a lot of that but if we do you know i if someone doesn't want to be bothered i don't want to bother them and so we just remove them from the list yeah absolutely i hear you there okay so uh again fifty thousand foot view of that funnel your mate you're getting a listing you're making calls on the just listed you're sending out postcards on the just listed in that area as well so they're gonna see the postcard they're gonna get the call do you leave voicemails if they don't answer yes absolutely okay so you're a proponent of leaving voicemails because like you said you're not asking for anything you're just giving value is another way to drop your name yeah well well there's a couple things to it one is uh one is that i just find it to be weird to call someone and not leave them a voicemail right you wouldn't do that to anyone you knew so why would you do it to someone you would like to do business with um second um again yeah it's your point it does bring some name recognition right this person is going to be hearing and seeing this name multiple times uh the third thing is when you're on a dialer um you can go through a run of getting voicemails right right and if you aren't leaving voicemail and you're just going next next next next next you could go a couple minutes and you haven't spoken so now someone answers the phone and you just trip over your words right you you know so the voicemail kind of keep it's it's really short and sweet hey this is dan dumont with keller williams just calling to let you know about a house we listed in your neighborhood give me a call back when you have a minute right but it keeps you talking so when the person picks up you're ready to go as opposed to kind of like choking and stumbling and your mouth's all dried out because you've been sitting there for two minutes i hear you okay good point i mean you do you also have in vulcan seven i'm familiar with mojo so do they have a pre-recorded voicemail that you can drop as well they do but again we don't we don't do that to that to that third point yeah gotcha that makes sense it keeps keeps you on your toes all right cool so again funnel just listed send out a postcard make a phone call firms up you're letting people know just sold closed whatever you're sending out the postcard again calling people following up now what kind of information are you sending to these people that you do contact with the two or three that that you do get a hold of in each session yep really really simple email plain text email says you know the pleasure speaking to you today um here's a link to our listing here's a link to some other sales that happened in your neighborhood that we reviewed to price this property you know take a look at them would love to have a conversation to discuss how your home compares right that's kind of the hook that i like to use and what can come back to that and then we also include a link um to you know some of our reviews and some things for people that you know kind of proof of production and validity um but it's a really really simple email to come back to the point about the hook the hook there and the hook on the conversation if you've got someone who's interested the the ask is i'd like to send you some information about what homes are worth in your neighborhood i'd like you to review it tell me how you're and then let's get on a call and you tell me how your house compares so i can give you better information right i'll give you the interpretation so i give them the raw data i just give them the mls comps right but i don't give them in that email the interpretation you want the interpretation you have to get back on the phone with us that comes from one that's kind of the i think that's a good hook because everyone wants to say oh john's house down the street was a piece of junk and he never took care of it and i put the new floors and i got the better kitchen and whatever right so everyone wants to talk about how great their house is second part to that is it's this it's a foundational element to building trust in a relationship right so you called someone out of the clear blue sky they have no idea who you are or why you're calling them you got on the phone and you gave them some value and they expressed an interest so now we've got to set we've got to set a foundation for this relationship the foundation is i'm going to send you an email with something you'd like to see and then you're going to agree to get back on the phone with me so we can discuss it right so we that's that's you know to kind of if you look at it in the realm of dating right that's like uh let's go out to a cup of coffee and then we'll see where it goes from there right it's it's low stakes for someone to get back on the phone with you and so what we find is when people cancel we end up getting a really good reschedule rate my kind of standard follow-up if someone agrees to get on the phone to discuss that email and they don't show up is to text them are you okay right uh like you would do if if you and i you know scheduled to get on well like you did i was a couple minutes late you texted me are we still on are we good right um so it's that it breaks down that barrier of like this is a solicitation or this person is trying to just get me to sell my house it's hey i'm in business to provide value and we're starting a relationship and i actually care about you so you told me you would get i told you i'd send you an email i did that you told me you'd get on the phone with me and you didn't show up i i want to make sure you're okay like we can get we can get to business whenever but is there a reason you didn't show up and you need help um and so we find that even when we have people who don't show up they will respond to that and reschedule and say i'm sorry something came up and let you know can we talk on friday or saturday so you're booking an actual appointment for the phone you're not saying i'll call you on friday to follow up to make sure you got it you're saying why don't we talk about it friday at two o'clock exactly and sort of sort of it comes sort of a soft booking and again because it's that it's not can i come to your house and give you a listing presentation it's just you know take a look at the email and let's get on the phone and talk about it how your house compares to the others uh you know is thursday good or is friday better i got two or three what's the best time right and try to book and confirm that appointment it also gets you know as it be as it's gone from me to a team it gets the uh it establishes that rhythm right you do lead gen you get leads you book appointments you go on appointments you do your follow-up right you're inching your way closer to a piece of business okay so what is the follow-up after that point so now you've you've booked them for you know friday at two o'clock for the follow-up after you sent them the email um what does that that phone call sound like yeah so that that's a that's a pretty you know again very organic you know did you look at the email what do you think how does your house compare did you do any upgrades right um and in that conversation is when we start to also get in the motivate some of those motivation questions that are in most scripts right i've just shifted them to a second you know to that coffee date right if you sold where are you going if you know if we could get you the price you wanted how soon would you like to be to be there right so you start to vet out some of the motivation you gather a little bit more information about the property right and then you can kind of depending on how that call goes it can be you know as simple as just you know oh i think you'd be in the higher range and this kind of the pricing and that person said you know isn't interested but they appreciate the time and let's keep in touch then they go into our database and get treated like everyone who's in our sphere of influence or more likely it seems to go well that's interesting if i could get that much you know i'd really be interested and then it's you know great what i'd love to do is come by see the property meet you in person you know tell you a little bit more about our team right so then you're kind of setting up for that listing appointment okay so what if this person sounds like and you don't know until you get your eyes on the property but it sounds like they're out to lunch like ever like you said in the beginning everyone says they think their house is special we all know this yeah so the house down the street sold for seven hundred thousand dollars they think their house is worth you know 8.50 easy you're thinking there's no way this person's nuts right where do you go from there do you go do you get together with them to take a look at the house or do you just sort of like write them off as crazy town 100 i don't write i don't write anybody off uh first of all i i have a fundamental belief that our job as real estate agents is not to tell someone what their home is worth that's the market right right that's that's what the market's going to do for us so i train my team that that conversation you know i want to always tell two stories one story is this is what the empirical data is telling us right and try to at least explain so that person can intellectually understand why you know why they think it's worth 850 and i think it's worth 750 right so can you can we have this conversation can we dig into okay this person put a kitchen you haven't updated your kitchen and that's 20 grand right and and so at least document them they could they could they don't have to believe it but i want them to logic the logical part of the brain to at least understand that and i want it documented of what we think it it should price that right right simultaneously i want to tell this story if anybody's going to get you that price it's going to be us because we do this kind of marketing and we do internet leads and we do open houses in the circle prospecting which is how we came to be sitting here today and have you ever met another real estate agent who's done that um and then we're telling the whole story of our team and why we go above and beyond and why we continually outperform the market right so you're you're kind of setting this thing up this is what we think it's worth this is what you think it's worth and i'm willing to go to bat to try to get it and the market's going to tell us where it's at right i think right so you can get people comfortable with those two thoughts simultaneously of okay you know you plant that seed of doubt on what it is and it gives you that anchor point right so now you go to market you're overpriced you're on the market for three weeks you're not getting any showings right now you start to have the conversation of you know remember when we went through those numbers right we're here here's all the marketing that i promised you i would do i did it right people are looking the beauty of the internet today is we can document how many people saw it on zillow how many people saw it on realtor.com how many agents on the mls looked at it so people are looking at it and they're not coming out what's that tell us right and so you you put yourself in this position when you have to go have that conversation where you've built the story up for them and you've proven the things you said you went you went to back you did the marketing you did your job you gave it the college try and now we're back to that conversation we had before where i kind of told you where i thought things would be so we do i will always take a listing even if it's overpriced provided we did a good job documenting what we thought it should be worth because i have a really high success rate getting those price reductions when we get there okay good to know so now um when do you go into that appointment so you've got phone call one is sort of like a pre-qualification you're just getting to know each other let's say you were introduced like in the dating world by a friend sort of getting to know each other second call is sort of the coffee call right where like what are the motivations is there any real qualification for for us to get together yes the next step is getting to their house now is getting to their house is that a listing appointment officially or is that just going to check out the house and so i yeah so i say always prep for that listing appointment right and then and then you see where it goes or you know organically right and i'm i'm uh i've have more of a loose listing presentation so i don't do we have a presentation i don't you know necessarily always or insist on sitting down and let me walk you through the process right because i find if you're having a natural organic conversation with someone now you're there you're talking about real estate what else are you going to talk about and you get your opportunities to make those points right naturally it usually comes up in the conversation well what are you going to do to market my home well for terrific let me show you this is our you know so you can kind of find your way into that listing presentation so we have a lot of people who will go it doesn't you know that person was not really that interested right they kind of the conversation went better than the reality and so you you never get into it and you part you know you made a good relationship you put faces and names together and we're going to continue to keep in touch um or i've had it you know where you and you just end up in a listing presentation organically because they're asking questions and that information you have in your document and we've had it where people just have an organic conversation and they're like you know i like what you did i like how we got in contact i like how knowledgeable in this process let's go what's what's the next steps okay so that's really it from sort of ground zero to listing presentation right there now for the people that aren't ready right now how do you follow up with them sure so anyone who's uh anyone once we've had some relationship we put them in our database and we treat them just like anyone else in our sphere of influence right so they're getting monthly emails from us they're going to get quarterly phone calls they get holiday text messages they get cards a couple cards throughout the years um so we're just kind of keeping in touch uh you know with them as we would anybody else that we know and are you mainly staying within a geographic farm area when you're talking about this whole process are you just kind of scattered it's it's become kind of scattered so essentially what we have is a lot of micro farms right because the seed is whatever piece of business we got so someone from my database calls and it's you know 30 minute drive away from the office you know that's our that's our foot in the door to that community and then we run our process and we continue to evolve it as we've grown the team and we have made this process um replicatable and we're having success with it we've now just this year we introduced true farming um so what we do is when every neighborhood starts with something from our database yep if we start we do do the circle prospecting if we can get two more deals out of circle prospecting then i commit to farming that neighborhood on a monthly basis okay so what kind of numbers if somebody's just thinking about getting into this what kind of numbers should they expect and what kind of timeline should they expect i mean being conservative about it so you had mentioned you typically do two hours a day um you're making about roughly 100 calls with around 15 to 20 contacts which leaves two or three appointments yep okay so what does that translate to in terms of business how long does it take for that to turn into business what should people expect yeah so the key is sticking to that right and that's the problem for everyone you know if you really run it five days a week right uh but i will tell you that if you truly stuck to that you know i would expect you to there's there'll be a bit of a ramp up but let's say by the second you know in the second month you should be getting to taking a listing a week i i i have me i have people on my team who do that schedule and can consistently pull on a listing week you know and it there's some variability there right it might be you know they they go a couple weeks without but then they get a few because you're doing that follow-up game but robotically but it works out in the end exactly and it's really just about establishing that rhythm of making the phone calls generating leads to be appointments to be in it right and it's just that funnel like you said it's a numbers game at the end of the day you have to follow the process and if you stop putting things in the top of the funnel they're going to stop coming out the bottom exactly and if you don't and if you don't put enough in that's the other that's where people also go wrong it is a numbers game based on averages right you if you if you make a hundred dials in one day right so you made 500 in a week you're going to get a listing if you make a hundred on monday and then none on tuesday and then 30 on wednesday right you still got to get to 500 uh right before you get it you just stretched out the pain of getting there yeah exactly so i was gonna ask you um if you're doing it five days a week you're nine to eleven is that new fresh dials or is that follow-up dials or is that a combination of both comment combination of both um we will occasionally throw in like an afternoon session like a four to six so like we uh when we're running the vulcan dialer we sort out ones where we've left a voicemail right and those go into a separate folder so if we work those over in the nine to eleven we might throw in a you know take that list and call the vault the voicemails four to six you know because maybe those people are already at work in the morning but they get off early and they're more likely to answer the phone in the afternoon um and so we will mix that up a little bit but the general focus is always you know new dials uh every day and and again once you get a couple deals going right you're you're dialing each neighborhood three times over the course of having one listing there right right um the other thing i will tell you is for for agents who don't have enough business going you can circle prospects someone else's recent sale right um i would i wouldn't do their new listing but i would do their recent sale or if you want to get into a neighborhood find the recent sale find out what was special about it was the new high price was it a low price for some reason did it go under contract in two days and then call and share that information you don't you know you just say hey your neighbor's house sold and it sold for the highest price in that neighborhood in 10 years you know isn't that amazing are you curious about what that means for your property so um there's a limitless amount of you know lists so to speak or leads that you could call using this strategy absolutely so in terms of keeping track of who you're following up with i know you say you make notes within vulcan and you can put different tags there can you set them up for a redial on a specific date and everything and it just pops into your system is that how you're doing it are you putting them into a separate crm yeah so what so one you do it vulcan does have the ability to um add tasks and reminders and all that stuff when they're in there which is fantastic the ability to enter all the notes in there once we have that you know conversation that's going to take this relationship to the next step whether it's they're just going to go in our database or they're a possible lead that we can follow up on we we take them out of bulk and move them into our crm and then monitor them in there which crm are you using uh we use command uh kello aims command okay and then they get from that point on they typically get your monthly update you said right yep yeah so they're going to get monthly emails they're going to get quarterly phone calls so we um we track them more closely if they've convert if they're converting to an appointment we put them in our pipeline report right so that uh basically the kind of workflow for the morning is new dials 9-11 and then your follow-ups right and so in that time everyone's looking at their pipeline and saying okay you know we keep it visual right who's in here who do i need to follow up on who you know you kind of can see it see the lay of the land and figure make sure you don't forget anybody okay great that's good because what happens a lot of the time is that people will start making calls and people it's just too much to keep track of right unless you have a system in place people will just fall through the cracks and it's just a waste of time in the end yep the the you know you can do you can do a lot of business just cutting new territory if you stuck to it right the numbers still play out but it it's that that roi on your time right is in the follow-up right so it's those ones where you you're banking your pipeline right those people who are interested you had a good conversation and you kept in touch and three months later they call you and say you know what i'm ready to list uh truly just yesterday um one of the guys on my team came in he's getting a listing from someone that we've been in contact with for over a year you know we we he went through that process we circle prospected and we went we had a you know a meeting with him at the house saw the property did a little listing presentation he wasn't ready he had some other things going on um but we kept in touch and he called and said you know hey i'm ready to sell now let's go and what sort of um format does your monthly newsletter look like um really simple um just kind of a formatted email newsletter with some of our branding on it a link to a real estate article usually a testimonial from one of our clients maybe one of our listings featured but pretty simple i'm a fan of simplicity i do a lot of plain text emails as well even for even if we do them in mass um because i think that you know everyone's mobile now plain text comes through a lot easier seems more personal um and so we're still finding the balance on doing both of those uh some with a little bit of branding right so you get that you know brand and name recognition some that are seem more personal and maybe you can get a little bit more engagement okay and is that like a drip campaign or is that something that you're putting together manually we have both okay yeah both we have some that are automated and we just put them on you know when we put them in the database to kind of get things going and then we have some that we update on a monthly basis great now you also mentioned that you do quarterly phone calls with these people in their database and what are you calling them about quarterly are you just looking up kind of their neighborhood and letting them know what's happening just nope just a real simple um quarterly check-in like i said like it's anybody else in your database hey how's it going stan and keller williams you know was thinking about you the other day and just thought i'd give a call all good you know anything i can do to helpful be helpful for you great you know we're here if you need us i always have a great week you know really simple just to check in um really just about that stay mind share right you want to keep you know keep being the top of mind person be the person who followed up and also coming from that place of value and not asking for anything i think you know i i really want to break as an industry the idea of real estate agents as salespeople on the consumer front right this is a podcast for other agents agents agents we are in the sales business there's no doubt about that consumers should think of us as resources and trusted professionals right advising them on one of their largest financial assets over the course of their life not just someone that they deal with when they need to make a transaction right um and you break that stereotype by providing value by making those phone calls to me are the most important thing we do where we just call to just say hey how's it going is there anything i can do for you no awesome have a great week you know we're here if you need us because that just changes people's perception you didn't call and ask for anything when they pick up the phone and you say hey it's dan with keller williams they're they are expecting you to ask them something right you ready to sell now right exactly ready to sell do you know anybody who wants to buy or sell right when you say you can almost hear it over the phone when you say i'm just calling to check in how are you doing right especially coming off of what we all went through last year right right and most people are kind of get a little caught off guard and you know which makes the conversation almost a little bit easier because and then they're wait then they're like waiting for the ask and you're just like no well listen we're here if you need us there's anything we can do to help you you know otherwise you know have a great day and so i think that pays back in those those times when like the example from the guy yesterday over a year later he's picking up the phone he's calling us and he doesn't think twice about who he's calling he's going to call the only person who called on call them every quarter for the past year asking him how he's doing right well consistency establishes trust and that's really important and also there's a big difference between somebody fly by night like you said salesy are you looking to buy or sell now no goodbye as opposed to taking that consultative advisory sort of approach and really coming with value and trying to care about the person establishing a relationship and then eventually that relationship will pay off in the yes right exactly right excellent so question for you about the team how do you keep team members motivated and on structure to be consistent with the systems and the calls that that you're talking about and generating business yeah huge challenge um and something you know i'm definitely not an expert at it something i'm constantly trying to work on right myself as a lead i've transitioned from being a real estate agent to being a leader right um and i have to lead them and so we we've tried a number of different things we do a weekly meeting to really kind of review the whole business get everybody together we do a daily call in the morning try to be as consistent to daily as we can it doesn't always work out but to just try to get everybody on a quick facetime as a group and just talk about what's your intention for the day what are you calling you know how many appointments are you going on and just you know and so i think through that kind of team spirit it's like you know people have their good days and their bad days their ups and downs their personal life pulls them in and out but i try to create as much consistency around all right let's all just try to connect and agree we want to try to be on the same page right and do this um and then one-on-one coaching and consulting and just kind of seeing our people where they want to be for their individual goals and are their activities mapping to the goals that they've set for themselves do you do any kind of uh competition or tracking like oh this person hit their numbers for the month or whatever they're you know something like that we've done we've done some of that um with mixed results and i think sometimes probably my culture i'm not the most competitive uh kind of person um so i try to go for more of the team spirit we celebrate a lot of wins we have a group text right someone tells me hey i got a listing appointment we put it in there everyone gives them a you know uh you know a pat on the back and a like on that and we try to celebrate when people get an appointment when they make 100 phone calls so whatever the activity is that comes across we try to just as a team support everybody i think that kind of culture of just like you know push for the team right do your part whatever that part might be for the day whatever you can you can do or whatever you can accomplish that's going to get our team towards the goal we want to celebrate that awesome so in closing here you you've given us a lot of value and a lot to think about so thank you so much for sharing uh your systems and processes what would you say to somebody who's maybe thinking of getting into this whether they're established an established agent uh just haven't done this for their business or they're a brand new agent what would you save them i would say um mentally make the commitment to it and stick with it for 30 days and i would say whether that circle that's circle prospecting or anything in real estate um the amazing thing about this industry is that every single type of lead generation every strategy they all work if you do them right some of them may or may not be for you the key is to find the ones that do but also give it the effort and give it the time to see if it really is so if you want to try circle prospecting you know you know get yourself set up the right way i highly suggest vulcan um and um get your scripts together plan your day out you know and commit to the activity and give it you know five days a week for 30 days and see what your results are if it's not for you great try the next thing but use that same process so that you find out which of those things is for you um and then once you find your thing stick to it as best you can absolutely you know i think you hit it on the nose where you said there's so many ways of generating business we we meet people in this industry when you're in it for any length of time that have had success they could be picking their nose on a street corner and that's their way of generating business like literally it's the stupidest thing not quite that obviously it's a question but i mean people get business who the hell knows and they're extremely successful it's just it has to be congruent with who they are and what they're comfortable with and what they'll be consistent with so anyone watching or listening find what works for you you're not going to know that until you try it how do you try it commit to 30 days five days a week do it figure out does this work for you this does it feel comfortable for you you're gonna have to step out of your comfort zone no matter what but after 30 days you'll have established that is this comfortable for me going forward is this something i can do consistently and does it give me the results then you'll know what works for you get two or three of those pillars and you're a rock star right that's it and and one of them should be the database right yes everyone's the foundation that's the foundation everyone's got to work their database and you're looking for your second or third thing um and apply yourself to it um and i said all those strategies work find someone else i'm great at this i've been able to teach other people to do it i love to do podcasts and things like this and i appreciate the invite to share because it's worked for me and it will work for others um but if this isn't your thing find the person who does whatever the other thing is write well watch their videos we live in such an amazing time where people are just sharing all their information on youtube watch videos connect with someone in the same way you just reached out to me on facebook we're all so hyper connected now um you know the ability to just find someone and ask them what they're doing they'll probably share it with you there you go exactly or just listen to other episodes of this podcast because we've got everybody talking about everything there you go exactly dan thank you so much for taking the time i really appreciate it i'm sure everybody really appreciates it and i look forward to connecting with you again in the future my pleasure i appreciate it one last thing i'm gonna just throw in there for anybody who is interested in trying vulcan seven uh you can go to vulcan seven dot com slash dan dimont um and you can get a trial at a substantially discounted rate um the amazing company um they also have a wealth of information on their website videos you can watch for other people um but if you use that link you can get a discount try it out for 30 days sure why not go for it absolutely and this is not sponsored by the way and and it's not it's not it's just not sponsored i'm not sponsored but it worked for me and i i like to i asked them to set me up for that because so many people ask me about it and i want to wait for people to try it out it is a commitment and i know especially for new agents making any kind of financial commitment is tough so if you go on there you can try it out for 30 days that are it's like 50 bucks and and if it works for you then you're gonna make a huge multiple on the cost of committing to it and if it doesn't work for you you're out 50 bucks and you're on to your next thing yeah yeah exactly now if people want to send you a referral because they like the way you do business they like you know what you've been saying how can they get a hold of you yep absolutely uh cell phone uh text or call 561-329-4972 um or dan at homesourceteam.net and remind everybody where you're working i'm in palm beach county florida um which is southeast coast southeast florida about an hour and a half north of miami perfect thanks again so much we'll see everybody on the next episode thanks [Music] you