Organizing Leads

[Ryan Ward]

Josh,

You have me inspired. I will test without requiring #'s for a week or so and probably add it.

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OK., so here goes....

Hypthetical day:

you get 20 leads and an automatic email goes out and you call each one. - When? The following morning? That day? What about leads from night time and non working hours?

Seems like the thing to do is to block off time every morning and make the initial follow up to to all of the previous days registrations - seperate from any contact forms which would get an immediate response, but, including those contact forms you responded to and did not get a response back.

Ok, so one week into this you would already be at well over one hundred people. Seriously, how on earth do you keep it organized?

Let's say on day two (automatic emails going out through automatic drip system) and you sit down to make your first 20 calls. Are you exporting the leads to a program? Can this be done with Outlook? Once you get a hold of ?5 leads? From that day and you move them...Where are you moving them from and where are you putting them?

What kind of system does this require? What kind of software?

I think I need some help.

If I was to follow Josh's system, I have no idea how you would go about setting it up, implementing it and keeping it organized....

[OCTeam]

What kind of system does this require? What kind of software?
....

Short of having a very organized assistance and/or never getting out of the office from calling and doing follow up, if someone has the answer to what really works, that is worth the price of admission here.

Great question and topic for discussion, Ryan. It seems like an overwhelming task to get it all easily organized to maximize conversions. We seem to only work with the leads that are ready to do something now.. the rest seem to fall by the wayside unless they call us. I can only imagine what could be if we knew how to get it all organized.

[Micheal Pannell Realtor]

The way it works at my company is:

Automatic email when they sign up saying hi and telling them about us (Very Personal)

Office manager gets a email and she logs into Lead system, She calls every lead with a phone number with in 1 hours during business hours.

She assigns it to one of my agents and they are required to email and call them also.

Agents that dont follow what i have set fourth ***dont get Leads***. I am bring two more agents on to handle the volume.

While all this is going on all lead are entered into a 30 day drip mail.

[metaylor9]

If I was to follow Josh's system, I have no idea how you would go about setting it up, implementing it and keeping it organized....

You beat me to this post. I was also super inspired by Josh, but have no clue how to keep track of it. Especially the MAEW part of it. The calls would just keep mounting up and it seems extremely hard to track.

[Ryan Ward]

Hah! Josh is on the other side of town from me so it REALLY hits home because he is dealing with basically the same set of consumers, although we don't really overlap into teritories (sp?).

To think about his system is more than a little overwhelming. I don't think I can just sit down and put together a spreadsheet and make that work.

Josh is a very succesful boutique (I'm not sure if that's what he would call it) broker with a skilled team around him. Perhaps the answer lies somewhere in there, but, you don't just sit down and have it - you have to have the closings first to build on and that is where I am currently. There is no question that it is possible - it's just how to make it happen without the support staff.

Morgan,

This section may be the most important addition I have seen to the forum.

[Micheal Pannell Realtor]

I agree with Ryan

I been setting up my program for many years. It is still changing everyday.

Ryan if you ever need to brain storm you can always call me

[u2man]

This is how I'm setting up the new rew backend for agents etc. The approach is no different than what I've been doing for years with the exception of drip email. Ryan - my drip emails look very similar to yours (thanks for the idea) with the logo,graphics etc.

So 20 registrations would go like this:
1) I get the lead through my blackberry and either distribute it right away to another agent or call myself if I have time. If not I call all my leads that day sometime between 6-8:30 pm. I've found that time works best for me. I've also found that serious buyers really don't care if you call them while they are eating etc. For twenty leads this would take anywhere from 20 minutes to maybe 45 minutes on average. Anybody have better luck with different times to call?
2) every lead gets an auto-response right away.
3) Drip starts the next day.
4) if necessary the next phone call is between drip email 1 and drip email 2.
5) Two folders set up in the backend. One for drip and one for clients who are under buyer agency agreements and are viewing properties etc. Obviously, the goal is to move as many leads out of the drip as possible.
6) If unsuccessful calling they stay in drip for a few months unless they are not reading the drip emails etc. Then they get a farewell email.

Not sure how this is going to unfold but it should stay fairly organized. I've narrowed down my current list to about 1900 leads. I have no clue out of that list who is currently using the website and searching for properties. Once that part is functioning it should give me an idea of how hot the leads are etc. Another problem we discussed on the other thread is saved searches and favorites. I need to analyze this to see why I've been getting less saved searches and favorites. This is the current system and hopefully it will yield a better conversion rate. I would like to know how others do it.

[Ryan Ward]

As of right now, this is what I will be doing:

Email registration will come in today midnight to midnight and it is sent to a folder with a rule for "new IDX users" in Outlook.

All of these leads that come in today before 2:00 will get the first drip, after 2:00 they will get it tomorrow.

Not sure about how to time this yet, but, tomorrow, everyone will get a phone call. If I get a live one, they will be moved to the appropriate place; off of drip, set up appointment, etc...or left on drip if no answer.

Not sure that I have the time/ability/organization to set up the 4 phone call deal Josh has going, but, will work to implement it.

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Update....

I tried this with the numbers I got yesterday. Got one live person on the phone who said "oh yeah, i was looking yesterday morning, but, I can't find the MLS number but its in Greatwood something" and I said "do you think it was greatwood glen in Windward" and he said yes. He then said can you call me back at 11:00 so I can locate it and I said yes.....

Organizing this:

In Outlook you can go to the email and right click and set a reminder so I set my reminder to 10:55 so that I can call him back.

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Continuing forward everyone will be left on my drip system which is set to have all registered users receive the first email on day 0 and the second email on day 3. From then on it's weekly for 4 months.

What I may do is set a time every Monday and Thurday evening where everyone I have called and did not get an answer from gets a second call meanwhile they will stay on the drip.

It seems that the phone call is a no brainer that is going to need to be a mandatory discipline.

[Micheal Pannell Realtor]

Ryan do you not think it would benifit you more to hire a commission based office person to call everyone of your leads.

[Discover Davis Homes]

Ryan

I think the phone calls could be scheduled automatically like a drip email system. Once placed into a plan (that you could customize and schedule however works best for you) you would have a list of names and phone numbers of calls you need to make each day. After so many tries the phone calls stop. I know you could create this with something like top producer and I would think it could be something in the new rew back end system.