From To-Do to Done: The Power of Real Estate Webmasters’ Action Plans
Keeping up with every lead can be challenging, but REW CRM’s Action Plans make it easier. Think of Action Plans as your personalized roadmap, guiding you on exactly when and how to connect. These tailored to-do lists ensure you’re always a step ahead, engaging leads at the perfect moment to build stronger relationships. In this post, we’ll dive into how the Action Plans feature keeps your outreach organized, intentional, and effortlessly proactive.
What Are Action Plans?
Action Plans in REW CRM are more than just organized task lists, they’re designed to help you automate and streamline your lead engagement process. By setting up specific tasks like calls, emails, or saved searches, you can ensure that your follow-up process is consistent, personalized, and timely.
The real power of Action Plans lies in the automation features. When a lead submits a form—whether it's a buyers, sellers, or contact form—the system can automatically enroll them into the correct Action Plan. If a lead responds via email or text, they can also be automatically removed from the plan, ensuring you’re only engaging with the appropriate leads. Additionally, Action Plans can automate emails, which reduces the manual work needed to stay in touch.
Setting up an Action Plan in REW CRM.
The Creation of Action Plans
Action Plans were created to tackle the challenge of staying organized while keeping up with all the follow-ups. Real estate professionals often juggle multiple leads and tasks at once, and it’s easy for things to get lost in the shuffle. Action Plans were designed to simplify that process and help you stay on top of leads.
The idea behind Action Plans was to make lead engagement easier and manageable. By automating tasks and providing a tailored list of actions, they ensure that no lead is forgotten. With clear reminders for each step, you’ll always know what needs to be done next, keeping your follow-ups on track.
Assigning an Action Plan to multiple leads.
Setting Up An Action Plan
Ready to start creating your Action Plans? Here’s a quick guide on how to begin:
1. Log in to your REW CRM.
2. Click on “My Setup” at the bottom left corner of the screen.
3. Select “Action Plans” from the menu.
4. Click the “+” button at the top right corner to create a new Action Plan.
5. Fill in the essential fields: Action Plan Name, Label Color, Description, and Task Schedule Days.
6. Under “Automations,” select the form submission you want to connect to the Action Plan (e.g., buyer’s form, seller’s form, contact form). Leads who submit this form will be automatically assigned to the Action Plan.
7. Choose options to automatically remove a lead from the Action Plan when they reply or email back.
8. Click “Save” to save the initial setup.
9. Click “+ New Task” to add specific tasks, such as a call, text, or email.
10. Fill out the essential fields for each task: Task Name, Additional Instructions, Due (Offset) Days, Due Time, and any applicable Automations or Expiry Date.
11. Click “Save” after each task.
12. Add as many tasks as needed to complete the plan, then click “Save” to finalize your Action Plan.
Your new Action Plan is ready to go! To take advantage of the option to automatically remove leads from an action plan when they respond via text or email, make sure that Gmail integration setting is activated and properly set up on REW CRM's Settings. Once done, you can enable Gmail integration on both the admin and agent sides.
Admin: Granting Gmail Integration Access
1. Log in to REW CRM.
2. Navigate to “Company” in the menu.
3. Click “Agents” and select the agent for whom you want to enable Gmail integration.
4. Open the drop-down menu next to “Agent Summary.”
5. Click “Permissions.”
6. Go to “Partners Privileges” and select “Enable Gmail Integration.”
7. Click “Save.”
Agent: Enabling Gmail Integration
1. Log in to REW CRM.
2. Open the menu in the top right corner and click “Preferences.”
3. Check the “Enable Gmail Integration” box next to the Email Address field.
4. Click “Save.”
Additionally, reach out to your Account Manager to enable and set up Twilio so you can text clients directly. Don't forget to check out our Action Plans instructional video on REW Academy for the complete step-by-step visual guide.
The walkthrough video on how to set up Action Plans.
Speed to Lead Action Plan
Here’s a look at an effective action plan called Speed to Lead inspired by real estate coach AJ Hazzi, of Vantage West Realty. This plan is activated when a new lead arrives through your selected form submissions. Let’s walk through the tasks day by day:
Day 1
- Accept or Reject Lead: Confirm the legitimacy of the lead and assign accordingly.
- Double Call: Attempt to reach the lead. If there’s no response, call again and leave a voicemail introducing yourself.
- First Text: If your REW CRM is set up for texting, send an introductory text message directly from the platform.
- Automated Email: Schedule an automated email in REW CRM to follow up on the lead’s initial interest.
- Follow-up Call: Later in the day, follow up with another call to maintain contact.
- Review Listings and Create Saved Search: Check out listings the lead has viewed and set up a saved search to offer relevant options.
- Quick Note: Leave a note in REW CRM to record your last action or update.
Day 3
- Personalized Email: Send a tailored email, asking about the lead’s thoughts on the listings they’ve received.
- Call with Voicemail: Make another call, and leave a voicemail if there’s no answer.
- Personalized Text: Send a personal text to keep the conversation warm.
Day 5
- Double Call: Use the double-call strategy to reach out again.
- Email: Continue communication with an email to keep the lead engaged.
Day 7
- Final Call with Voicemail: Make a last call attempt, leaving a voicemail as needed.
- Final Email: Send a closing email to wrap up, letting the lead know you’re available if they have any questions.
- Final Review and Add to Nurture Campaign: Evaluate the lead’s status. If they haven’t responded, add them to a long-term nurture campaign.
Speed to Lead skips days 2, 4, and 6 to avoid overwhelming the lead while giving agents time to follow up on other leads. While highly recommended, this action plan is fully adjustable based on your team’s unique needs and preferences.
The tasks included in the Speed to Lead Action Plan.
Best Practices
To get the most out of Action Plans, consider these best practices:
- Customize Based on Lead Type- Tailor your Action Plans to specific categories, such as for new general inquiries, follow ups, or nurturing. Each group may need a different set of tasks, so it’s better to prepare different action plans to cater to their specific needs.
- Space Out Tasks- Avoid overwhelming leads with constant communication. Set realistic time gaps between tasks to maintain engagement without feeling pushy, allowing leads time to respond.
- Leverage Automations- Use automations to ensure quick, timely responses without manual intervention.
- Regularly Review and Optimize Plans- Consistently review your Action Plans to identify what's working and where improvements can be made. Lead behavior and market trends change, so updating your plans ensures they remain relevant and effective.
- Track and Measure Success- Monitor the performance of your Action Plans to see which tasks and timelines are most effective at converting leads. Use this data to refine your approach and improve your success rate.
By implementing these best practices, you’ll keep your lead engagement process streamlined and highly effective, ultimately improving your ability to convert leads into clients.
Reviewing REW CRM notifications for due tasks
Reap the Benefits
Action Plans offer several key benefits that you won’t want to miss:
- Increased Organization and Efficiency- With an Action Plan in place, you can keep track of every lead and ensure no follow-up is missed. This structure helps you stay organized, rather than scrambling to remember what needs to be done next.
- Improved Lead Engagement- By having automations, you can engage leads at the right time with the right actions. This consistent communication helps you stay front-of-mind and build trust with potential clients.
- Time Savings Through Automation- Automating tasks like emails and follow-up reminders saves you time, enabling you to handle more leads without sacrificing quality.
- Customizable to Your Needs- Action Plans can be tailored to different lead types and stages of the sales process. Whether you’re working with a first-time buyer or a seasoned seller, you can customize your plan to deliver the most relevant tasks and communication strategies.
- Scalability- As your business grows, Action Plans help you scale your lead management and train new agents. They serve as a valuable training tool, ensuring consistency in how leads are handled and providing new team members with a clear, structured approach to follow.
- Better Lead Conversion- With a structured, proactive follow-up system in place, you increase your chances of converting leads into clients. By staying consistent and timely, you demonstrate professionalism and build rapport, which can directly impact your success rate.
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Action Plans FAQ
How do I assign an Action Plan to a lead?
You can assign Action Plans manually in the lead profile or set up automations to trigger plans based on specific form submissions.
What happens if a lead responds during an Action Plan?
You can automate settings to remove the lead from the Action Plan once they respond via text or email.
Can I customize Action Plans?
Absolutely! Tailor tasks, schedules, and automations to suit your specific business needs and workflows.