When leads really start to roll in for your business, it can be difficult to keep track of everything and everyone. That’s where Action Plans come in! This feature in our CRM helps automate lead processes so that you can monitor your progress, as well as ensure that no important potential client is lost or forgotten.
In this post, we’ll dive into how the Action Plans feature keeps your outreach organized, intentional, and effortlessly proactive.
Table of Contents
What Are Action Plans?
Action Plans in REW CRM are designed to help you automate and streamline your engagement process. But what does that mean? To put it simply, Action Plans allow you to set up specific tasks like calls, emails, text messages, or saved searches, so that 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 a correct Action Plan that has been pre-determined by you. Additionally, if a lead responds via email or text, they can also be removed from the Action Plan. This ensures that you’re only engaging with appropriate leads. Of course, this can also be manually added in the lead profile page, too.
This feature also automates emails and texts, which alleviates the time and effort required for mass responses.
Setting up an Action Plan in REW CRM
The Creation of Action Plans
When you juggle multiple leads and tasks at once, it can be easy for things to get lost in the shuffle. We created Action Plans to improve methods of organization, while also making sure that you don’t miss any follow-ups. It’s a simple and easy process that provides you with a list of possible actions and outcomes, with clear instructions for every step if you need any help.
In short, Action Plans make lead engagement more effective and more manageable.
Assigning an Action Plan to multiple leads
Action Plans: A Step-By-Step Guide
Ready to start creating your Action Plans? Here’s how to create a new one:
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 blue “+ New Action Plan” button at the top-right corner to create a new Action Plan.
5. Fill in the essential fields: 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.
Due Offset (Days) refers to how many days after a plan is assigned that a task becomes due. For example, an offset of 0 means the task is due immediately or the same day it’s assigned, while an offset of 1 means it’s due the following day. Expire In (Days) is the maximum number of days a task can remain overdue before it is marked as expired or failed.
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.
Tip: You can nest additional tasks within your main task sequences, making them available only after the primary task is completed. If needed, you can layer multiple nested tasks for more complex workflows. Click on the "+" icon to the right of your primary task to nest another task to follow.
And that's it! Your new Action Plan is ready to go!
To automatically remove leads from an action plan when you’re given a response via text or email, ensure that the Gmail Integration setting is activated and properly configured within the Settings section of the REW CRM. Please reach out to our Support team if you require this set up.
Once this is 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 hamburger 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, we recommend reaching out to your Account Manager for Twilio setup, which allows you to 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", which is 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, and is a great way to get in touch with potential clients quickly. 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.
- Stay Updated - Utilize the Notifications Center, labelled as "Tasks", found on the top-right of your screen, to identify what Action Plan tasks need attention.
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's Notifications Center for due Action Plan 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.
Join REW Forum
Are you looking for more ways to grow your business? Join the REW Forum, where you can connect with other industry professionals, share ideas, and get valuable insights on how to thrive in today’s market. It’s a great resource for learning, networking, and staying up to date with our latest releases!
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.