Latest / The Real Estate Agent Playbook / Stop Cold Calling: Do This with Your Real Estate CRM Instead

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Stop Cold Calling: Do This with Your Real Estate CRM Instead · The Real Estate Agent Playbook

• 0:00
  most real estate coaching tells you to make 200 calls a day
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  or buy overpriced portal leads just to survive
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  I built a career selling over 500 homes without doing either
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  when I left my job as a teacher to get into real estate
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  I realized that my clients didn't need just to be sold to
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  they needed to be educated
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  today I'm opening up my CRM
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  which happens to be lofty
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  to show you the exact automated transaction workflow
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  that replaces the turn and burn
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  cold calling cycle
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  keeps clients calm and turns one deal into predictable referral income
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  let's dive in
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  there's a massive trap in this industry
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  and it happens the second you actually get a win
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  you finally get a buyer under contract
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  and instead of leaning into the relationship
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  your coach or your broker is still beating you over the head
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  get your 200 calls in for the day or do this one thing don't
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  don't forget so what happens
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  there is a major interruption in the transaction process
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  you end up focusing more energy and effort on calling strangers
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  and you do
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  on the client who actually trusted you with their biggest asset
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  this becomes a turn and burn process
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  prioritizing pure hustle over sustainable systems like this
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  will absolutely burn you out
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  here's what the cold call coaches are missing
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  people move in cohorts if your client is buying a house
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  it is highly likely their friends are in the exact same life
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  cycle and are getting ready to move too
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  if you drop the ball on the contact
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  on the contract experience because you are too busy dialing
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  you lose that entire cohort
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  treating your real estate like a series of isolated transactions
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  limits your growth
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  but when you bring an educator mindset to the contract phase
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  you unlock all of these future deals
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  most agents go completely chaotic once it is under contract
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  they manage the deal out of their inbox
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  which leads to stress
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  clients constantly texting you at nine PM asking you what happens next
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  and you respond that's what happens next
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  and train them to call you at all hours of the day
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  or text you when it's convenient to them
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  so they get a response let me give you a real world example
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  early on
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  I had a first time home buyer who was terrified of making a mistake
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  instead of just verbally telling them everything was fine
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  they received a structured video from me
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  the morning after we went under contract
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  explaining exactly what the inspection phase looked like
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  by anticipating their questions before they were asked
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  they felt completely supported
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  not only did we close smoothly
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  but they sent me two referrals from their exact same peer group
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  in the next six months
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  because I communicated well when it mattered most
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  they trust me with their friends
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  they trust me with their people
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  now let's pause for a second
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  if you are watching this and you don't even use your CRM
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  I was there if you're managing your database on a spreadsheet
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  the notes app on your phone or just relying on your memory
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  do not panic building a real estate business is not one size fits all
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  you don't need 1,000 contacts to start doing this right
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  you just need to implement this system on your very next deal
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  treating one client perfectly on the back end is worth 100 cold calls
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  on the front end let me show you exactly what this looks like
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  alright we are inside my lofty CRM
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  and I wanna show you
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  the exact architecture of my transaction management
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  first and foremost
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  we want to make sure that we have the ability to put our transactions
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  in here
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  I've set up a transaction where I'm the lead here and I'm also the uh
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  owner and the agent
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  so within this transaction management software I could come in here
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  I can edit this
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  I can put a property in here so that all of the information is here
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  we'll do east underneath the place
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  right perfect
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  so here's the address it auto populates
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  we hit save but here's where the magic happens
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  within my transaction software
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  within my CRM which I actually sell
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  if you're interested in that we can do a consultation later
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  but I can come in here and I can say okay
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  here's the pre contract dates but it gets better
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  we're gonna go to the under contract dates
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  we're gonna have the title company
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  the lender the earnest money amount
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  the earnest money holder
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  the time of day I enter all of this once we go under contract
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  I'm in Colorado
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  so this is exactly through customization what I can do with my CRM
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  in this transaction management piece
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  everything is here then it gets down to you know closings
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  I even have notes for the social media post signing in date time
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  pre close walkthrough
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  and I'll show you why I have all of this in a second
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  but then it comes down to checklist accounting
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  I'm able to add the vendors if I want to add a vendor
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  so let's say my lender is the all trusty
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  Nicole Ruth
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  here we go we can apply that and she is now here in this
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  I can add the escrow officer if I wanted to
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  I can add assistants I can add photographers
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  I can add anyone I want to in here
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  what this does is it's one place and then I can add documents right
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  if I wanted to I could have
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  you know all of the contracts in here and even offer an e sign piece
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  you know connected through my CRM
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  which I don't use either of these so it doesn't work
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  but you can house everything in one place
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  this is just the beginning so this is where the education comes in
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  if I come over here to my
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  you know smart plan I can sit here and it says okay
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  here we go it says this is a buyer okay
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  when the buyer is tagged tag is a or is a loan buyer right
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  this is my tag because obviously if there's a cash buyer
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  there's different workflows
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  so then I come in here a checklist right
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  checklists are huge in this
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  and it this piece helps me manage the workflow
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  so once I put someone under contract
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  they come they come under contract
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  I put loan buyer
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  I change their scope to buyer and if they're under contract
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  this goes so I need to first update transactions with contract dates
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  transaction contacts and information
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  that's what I just showed you within my transaction piece
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  then I go to tag with buyer that's already done
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  so I make sure that's done right
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  once I check these two off
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  then we wait 3 minutes just in case I accidentally do it
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  and then a notification goes out
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  this is my VA who handles all of my um
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  all of my social media post and all of that and this is my TC
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  so she has a client's name lead name the address
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  that's all here right here is a
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  an address pulled directly from that transaction I just sent
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  and then obviously the lead name so she knows what's going on
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  she has the back end of the the signing software
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  and we're off to the races right
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  then here's the cool part and I wish I could make this bigger um
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  but for the most part here we are okay
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  just congratulations this is what's going on here's the inspection
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  this is what's going on here's three inspectors
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  make sure you you know
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  ask them about radon and sewer and all of those things
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  because I recommended that right
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  this is a major CYA and something that's very important to me right
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  and so when when this comes down
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  I say inspections typically take three to four two to four hours
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  this is the deadline
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  which is pulled directly from that contract information I just put in
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  once you've booked the dates and times
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  let me know and I can inform the listing agent right
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  then we're gonna move on to insurance
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  we're gonna talk about that the importance of that here in Colorado
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  especially making sure we're
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  we're looking at those quotes
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  because the quotes are specific to the property
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  so they don't know that before and so we can get those quotes going
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  and then your lender who I put in earlier in the transaction
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  I'll say their name here uh
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  you know they're gonna ask for that as we go
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  then we need to deliver earnest money okay
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  this is this is it you have three steps they're drawn out
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  there's all the people you need to contact and then it says
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  you know what to expect make sure you're in contact with your lender
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  make sure you're doing that
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  this is huge and especially if it goes out quickly to the you know
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  lender this is especially important
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  when you have first time home buyers that are like okay
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  we're under contract and then it takes you
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  four hours or six hours to make the introductions
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  and what's next
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  they call that the zone of doubt and people start to freak out
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  then they start to ask questions
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  and that's the worst case scenario for you
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  but here we're making sure that they have all of this
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  here you are under contract congratulations
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  you're gonna get an email check it out right
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  set the inspection start focusing on insurance
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  get the earnest money in by the due date and so on right
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  and then what to expect next
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  but then here is where where it goes
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  there's a checklist item that populates after that email goes
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  once we are through inspection
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  because we don't always work in deadlines right
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  we don't wait till the last minute
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  most of the time to get the inspection
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  so say we get inspection on day 2
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  the inspection deadline's not till day 8 right
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  we click this checklist okay
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  all it is okay inspection resolution complete
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  check that did I notify the lender to make sure the appraisals
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  you know set up in order check that once that happens
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  we wait a period of time and then it's more education right
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  it's title commitment it's appraisal
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  it's final loan approval all
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  the things that are coming next in bite size chunks
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  with all of the information and everything that they need
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  right here in this email okay
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  once that happens I order my closing gift um
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  and it it has all the information here based on what they do
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  they do custom wood signs so they need the address
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  they pull the coordinates they put them on there uh
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  and then the next thing is a checklist boom
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  are we through we're through appraisal appraisal is good
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  so now we need to look towards confirming the appraisals as is
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  check one box one right
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  schedule final walkthrough and add it into the transaction piece
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  okay contact client and get their preferred closing date time
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  location
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  schedule closing with the title company
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  verify closing and possession is correct
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  because sometimes that changes throughout the process
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  I check all those boxes next is here boom
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  loan approval this is a big deal
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  we need to pay attention
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  we have to have final loan approval by the loan availability deadline
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  and then you know
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  here we go final walkthrough
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  here's where it's gonna be
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  this is the date and time
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  here's the closing
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  what to bring a valid driver's license and a cashier's check
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  talk to your lender about what's going on and a wire safety reminder
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  just because I don't want people
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  you know doing that moving prep
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  get ready to move utility transfers
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  water's transferred here in Colorado
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  the rest is not okay this is your possession date
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  you can call them ahead of time and set it up
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  make sure that you call them if you don't
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  you don't get that done again
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  another ask who can I help who can I help next right
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  all of this is built in once the closing is confirmed
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  same thing two things
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  I update a bunch of stuff and then they're
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  they're moved to the close pipeline where another
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  you know
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  smart plan will fire asking for testimonials and doing those things
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  this is a game changer in your business
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  if you're able to have a customizable CRM
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  that you're able to actually pull in all of this information
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  put it in one time
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  and you know that it's gonna go out in sequential order
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  when it's right to your clients
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  what is the immediate ROI of setting something like that up
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  first of all it's peace of mind because my clients read these emails
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  and if there are videos that I send throughout the process
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  for contracts and other things
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  I get dramatically fewer frantic text messages I'm ahead of them
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  but they always know what's going on
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  but the long term effect is even bigger
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  a real estate career is not just about the next commission check
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  the exact system is how
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  I managed 52 solo transactions in a single year
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  without losing my mind
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  it gave me the time to focus on wealth building
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  team building and long term strategy
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  operating without a system is a guaranteed way to burn out
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  you treat your clients like students
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  and guide them clearly through the transaction
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  you will never have to beg for a referral or make a cold call again
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  and here's the thing some people are like
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  oh I have a transaction coordinator and they send all of that
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  that is great I love that
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  but I want this information to come from me
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  and I'm able to add the light
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  the you know
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  different perspectives of what's going on
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  the transaction coordinator is just that
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  they manage the transaction
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  they make sure the dates are all dialed in and everything's going
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  but when I can add the extra educational pieces here
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  it positions me as their guy
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  as their guy for the next transaction
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  as their guy when their mom wants to move
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  as their guy when their friend wants to move
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  as their guy when they want to sell their house right
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  so to help you get started
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  I've put my entire you know
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  database checklist inside to help you get started
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  I am willing to offer a free realtor game plan call to you
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  just book the link below
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  and I will go through everything exactly like it is
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  we'll look at your CRM and see if we can manage some of this
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  I've managed it in pretty much all the CRMs
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  there are some things like the transaction customization
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  and all of that that are you
• 13:46
  know dependent on that
• 13:47
  but if we can get on a call I can look at it for 15 minutes
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  I can talk to you about exactly how to set it up
• 13:53
  what you're gonna have to do manually
• 13:55
  what you can do automatically or if you're in the market for CRM
• 13:58
  we can talk about that
• 14:00
  and give you this exact platform for an affordable price
• 14:04
  that might change the game for your business
• 14:07
  because ultimately staying organized building an automation right
• 14:11
  in this AI you know world
• 14:13
  everyone wants those automations if you are interested in that
• 14:17
  please book a call with me below if not
• 14:19
  I hope this helps please use it
• 14:21
  please take from it what you what you like
• 14:24
  and I promise you your clients will start to see the professionalism
• 14:28
  they'll understand that you are the resource for all things
• 14:31
  real estate related because you're educating them through the process
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  and there's some clients that just don't want it
• 14:37
  but they still appreciate that that email is there they trust you
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  they're like you know
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  whatever you say goes but those are the ones that get surprised
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  and you can point back to those emails and be like yeah
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  I I told you you know in an email
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  but I also told you in person like
• 14:53
  we want to make sure we get sewer scopes and those kind of things
• 14:55
  so if you're interested in learning more
• 14:57
  let's chat if not we'll see you on the next video