door knocking

Let’s Talk More about How Actively Tracking With a Visual CRM Will Level Up Your Game

A Visual CRM provides a feedback loop. It reminds you that you are not in the game on a short-term basis, that you're in it for the long haul, nurturing leads in a specific area, over time. They’re also way more fun than a traditional CRM! I encourage you to use your game board as your main CRM while also keeping a digital CRM. 

Here’s how and what to track with your visual CRM. 

Hot Leads 

I keep a quick snapshot list of all the people I expect to turn over from my door knocking on the side of my visual CRM map. It’s set up as an erasable post-it page, like a white board. Another way of doing this is to keep a notepad on the side of the map. Either way, keep it close to the area it involves, and use it for your hottest and soon-to-convert leads. One sheet should be enough.

You need to isolate which pieces can make it across your game board. When I place them on my board, I plan on taking these leads to listings and then solds. As an agent, you must be strategic about where you focus your energy and time. When I put names up, I fully expect they are going to be my listings. The names and numbers that appear are the actual pieces moving in my game. At this point, I’ve already filtered them. They are the ones worth playing. From all the numbers I got, they are the ones I now think are worth investing my time into. 

It’s not a good thing if your board’s notepad is completely full of leads. It means you are placing leads that are not qualified, or you are not good at converting. If you are not converting well, you need to go back through your leads and sort them. Figure out which ones will move towards sale conversions and which ones are dead weight on your board. You don't want to have junk leads on your board. You can’t afford to waste valuable time in your game tracking leads that aren't worth tracking. You simply can’t put your time in the wrong places. 

Wasting your time on leads that are not hot or spending time servicing listings that won’t turnover anytime soon hinders your game. You'll have no time. You'll end up looking busy but won't have any dollars coming in. A lot of agents suffer from feeling they are so busy working without any client successes. This is because there's a lot of ways to get “busy” in real estate without making any money. When this happens, it’s because your time isn’t focused on profit-producing leads and activities. Only focus on your hottest leads.

Any leads I pick up that don’t land on my board end up getting set and semi-forgotten. Only hot, active leads you are working on turning over should show up on your board and be within your daily focus. Anything else goes into your CRM system to be connected to digital tracking and auto follow-ups. Set them on autopilot for follow-up. They’re going to be taken care of by getting an auto email every once in a while, that gets them to look at a listing. For example, they’ll get a short and simple email like this: “Hey, here’s a new property, let me know if you like it.” You can choose the frequency – monthly, every six months, or however long you want to set that time to be. The goal of visual CRM tracking is to always be focused on profit-producing activities and not busy-work admin. 

Anyone who invites you back for a CMA (a comparable market analysis) is getting more serious about listing. This is an example of a hot lead. If I drop off a requested CMA, that house becomes a hot lead I believe to be a winning play. At this point, I put them on my board and write down the price of what I told them the house was worth. 

The reason I add the CMA price is so I can take a picture of it for my phone to have handy later. When they call me back in 30 days or whenever, and ask me to remind them what I said I thought their house was worth, I can quickly tell them to hold on a minute as I need to take another urgent call and I’ll be right back. I can then quickly look at my phone. When I get back to them, I’ve looked up the photo on my phone and can tell them the exact price. They don't know I just looked it up. This was a hole in my game for a long time before I worked out this hack to help me remember the number. Having these kinds of details at the ready is a winning play in maintaining great communication with the hottest leads on your board. Tracking hot leads with your visual CRM also reminds you that this is a serious numbers game and you’re going after it.  

ACTION STEP: Identify your top 10 leads to track. After this video, print the worksheet provided, fill them in on the sheet and place the sheet on the wall next to your map. 

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