When you have something as massive as lead generation marketing to handle, systems and processes matter so that you can close deals smoothly. It’s also the only way you can identify what you did right, what needs improvement, and what needs to be taken out to avoid losing potential customers or deals.

The points below are from the 29th episode of The Real Estate JAM, where we talked about our experience with building a list, converting that list into a customer, managing irate responses, and how attention to detail matters! This is part two.

Tune in to the full episode on YouTube, Spotify, or Apple Podcasts.

Customer Relationship Management

Having the right tool to handle all of the pertinent data involved in your leads is very important. This is why we use Propelio because it’s able to house all information from tracking, details, notes, and even a Google street view of the property. The right CRM tool will also help make all reports seamless and updated real-time to avoid mishandling of information.

Systems Matter

We use a lot of different systems to keep everything running smoothly in our company. Having a powerful email service provider such as Zoho is important, a communications tool such as Slack to keep lines and tasks aligned all the time, and things like DocuSign and Quickbooks are all very important. The right systems and processes can help to either make or break the deals that you have on hand.

Want to learn more? You can listen to the full episode on YouTube, Spotify, or Apple Podcasts.

Outline of the Episode:

• [03:04] Before a lead even makes it to the list, it goes through a lot of processes. There’s no one source since it can come from either marketing or through a referral. JD talks about the variety of different ways to come up with a list.
• [06:45] Spending costs on marketing needs to have a good ROI. Sometimes, the cheapest solutions do not really provide the best returns as was discovered by Melissa. Do you agree that sometimes, spending more can actually save you money in the long run, or is it cut costs all the way for you?
• [11:22] Always find out who you are doing business with, especially with real estate. Not everyone you will meet and deal with is honest. Have you had a funny story like the one Melissa just shared?
• [13:50] Did you know that sending out text messages to potential customers is not as easy as just sending a text? There are certain words you need to avoid, and there needs to be variations for the same message sent through different numbers to avoid being marked by your own carrier as spam.
• [17:48] Have you utilized call routes? Melissa is a big fan, and they make sure that they never miss a call by having calls routed from their mainline to another person and another person and another one until someone actually answers the call. You never miss a call and it tracks your data all the time!
• [19:38] Cold calling is our number marketing tool. We use Xencall!
• [22:31] One of the great things about Xencall is that all the calls are recorded. You can go back, point out where things went wrong, and step back to look at what happened, what was the game-changer, and what could be improved. This is a great way to train your staff on how to do proper call handling.
• [23:35] Processes matter because if you don’t have a process to follow, you wouldn’t be able to pinpoint what area you need to improve on. Do you agree with this, or do you think calls should be free-flowing? 
• [25:57] The moment you have a legitimate lead, you need to put it into your CRM or customer relationship management. We use Propelio to help look up a property and note all of the important details, such as tracking it and making sure we don’t lose track of a deal. 
• [30:34] Having an email provider that you can trust and works for you is very important. We use Zoho. Find one that works for you and one that works in more ways than one to save on time and money. 
• [32:23] As the world becomes more virtual, there will be better digital versions of things such as DocuSign to help people process things virtually. 
• [33:55] How has your experienced been with Mailchimp? Have you tried it? Some people say it’s awesome, while others have said that it’s not friendly to real estate people. 
• [40:00] If you’re doing your own books, another tool we use is QuickBooks. It makes filing taxes so much easier and processing a 1099 at the end of the year. 
• [44:05] Slack is just another messaging app that allows you to communicate with your team internally. If you do not have a team yet, this is not something you need, but once you expand and have one in place, Slack can be beneficial, especially for small businesses.

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• Email: jd@shorefront-investments.comor info@shorefront-investments.com