Onboarding
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How Our Permission-Based Follow-Up System Helps You Find Qualified Clients
Our system is designed to help you build meaningful relationships with potential clients through
permission-based follow-up. This approach allows you to engage only with those genuinely interested in your services by providing them with valuable insights and regular updates. Through our monthly newsletter, we keep prospects informed about the real estate market, encouraging them to opt in.
Our system is designed to help you build meaningful relationships with potential clients through permission-based follow-up. This approach allows you to engage only with those genuinely interested in your services by providing them with valuable insights and regular updates. Through our monthly newsletter, we keep prospects informed about the real estate market, encouraging them to opt in.
Stage 1: Calling Lists
If you’re struggling to use your CRM because you don't have business to call, remember that the software is here to help you create that business. Think of your CRM as the first step in setting the stage for success. Here’s how you can get started and build momentum:
Start with Who You Know: Even if you don’t have leads yet, you have people in your network — friends, colleagues, past clients, or acquaintances. By adding these contacts to your CRM, you’re setting up a foundation for future calls. It’s less about who you’re calling right now and more about preparing for who you’ll call when the time comes.
Create Your Call Lists Now: One of the biggest advantages of using a CRM is the ability to create custom calling lists. Start by organizing your contacts into categories: those you want to reconnect with, potential future clients, people in your business network, or even cold leads you plan to target. Each contact added to a calling list gives you a clear roadmap for when you’re ready to pick up the phone.
Set Yourself Up for Future Calls: The CRM isn’t just about tracking leads; it’s about preparing to nurture relationships. When you add a contact to your CRM, you’re laying the groundwork for future outreach. This gives you the peace of mind that you have a system ready when you need it. When business starts coming in, you’ll be able to effortlessly pick up where you left off.
Daily Habits Lead to Consistency: Success in sales comes from consistency. By using your CRM every day, even if it’s just to add a few contacts or review your pipeline, you’re building habits that will pay off. Setting aside 10-15 minutes a day to familiarize yourself with your CRM or refine your calling list will make the task less overwhelming and more productive when it’s time to start calling.
It’s About Creating Opportunity: Don’t wait for business to fall into your lap — use your CRM as a tool to generate that business. Prospecting, following up, and maintaining strong connections can all start with simple, daily CRM tasks. When you’ve got your CRM organized and your contact lists set up, you’ll feel ready to jump into action as soon as the leads come in.
By embracing your CRM now, you’re not just preparing for calls, you’re setting the foundation for future success. Start small, build daily habits, and soon you'll be calling those lists with confidence.
Using pipelines within the software to organize calling lists is essential for maintaining an efficient, targeted approach to client outreach. Pipelines allow you to create custom calling lists based on specific criteria, enabling you to focus your efforts strategically. For instance, you can set up lists for weekly follow-up with active prospects, dedicated lists for cold calls, or referral-based lists that support targeted referral marketing. This structure not only helps you stay organized but also ensures that each contact is reached with messaging tailored to their engagement stage. By segmenting and assigning contacts to distinct calling pipelines, you maximize the likelihood of engaging effectively and consistently with each contact type, ultimately building stronger relationships and increasing conversion rates.
Step 1: Add Your First 50 Key Contacts to Build the Foundation for Future Engagement
The first step in using your software effectively is to add a manageable number of contacts—no more than 50 initially. This smaller set can include a variety of connections: people you know personally, sales leads, potential clients, current and past clients, professional contacts, or anyone you’d like to engage with for business growth. Starting with this select group keeps the process simple, allowing you to focus on building meaningful relationships and gaining familiarity with the software’s features. We’ll handle segmentation later, so for now, focus on gathering contacts you believe could benefit from your outreach. This approach sets the foundation for effective follow-up and targeted engagement as we move forward.
Step 2: Organize Contacts Easily with Tagging
Tags are labels that help categorize contacts based on their status or characteristics, like “New Lead” or “Qualified Client.” Tags make it easy to filter contacts for targeted outreach and personalized follow-ups, ensuring each person receives relevant messaging.
We’ll guide you through adding tags in your software and assigning them to contact records. This will help you organize and categorize your contacts for easier follow-up and targeted communication.
Step 3: Assigning Contacts to a Stage within a Pipeline
Once your contacts are added and tagged, the next step is to assign them to the appropriate stage within your pipeline. A pipeline the software helps visualize and manage the progress of each contact as they move through your sales or engagement process. Within a pipeline, you’ll have different stages that represent various points in the customer journey.
A calling pipeline is a structured list of contacts that you plan to reach out to via phone. These contacts are segmented into stages like "new lead," "interested," "follow-up required," or "closed" based on where they are in your sales process. This helps you track your interactions and prioritize which clients or prospects to call next. It’s essentially a way to keep your calling efforts organized and ensure you're following up at the right time.
Step 4: Identifying Qualified Prospective Clients
The next key step in your process is to identify and focus on contacts who are financially qualified and most likely to become paying clients. This is where we center our efforts with permission-based follow-up, ensuring that only the most relevant and qualified contacts are nurtured towards conversion.
To do this, we look at your contacts in your CRM and assess their readiness to engage in a transaction, based on their financial standing, expressed interest, or past interactions. These are the prospects who should receive targeted messages that resonate with their current needs and move them closer to becoming paying clients.
Step 5: Inviting Permission-Based Follow Up
We offer a straightforward approach to help your business initiate permission-based follow-up with contacts in your CRM. This starts with inviting individuals to opt in to receive a simple, non-threatening monthly newsletter. The key is to provide valuable content that nurtures relationships without being overly sales-focused. Once a contact has opted in, the sales team can then segment these individuals into different email campaigns based on their specific interests, ensuring that each contact receives relevant and targeted communication. This permission-based method builds trust while fostering ongoing engagement, moving prospects along the path to becoming paying clients.
Don't Forget the 4 Get's
No amount of training will be effective if the customer lacks prospects to call, lacks the skills to engage them effectively, fails to present solutions through lead magnets, and doesn't follow through with consistent calling efforts.
1. Get a List
No amount of training will be effective if the customer lacks prospects to call, lacks the skills to engage them effectively, fails to present solutions through lead magnets, and doesn't follow through with consistent calling efforts.
2. Get a Lead Magnet
A compelling lead magnet is essential for successful lead generation. Provide your team with a valuable incentive designed to captivate potential leads. This tool grabs attention and addresses specific needs, guiding prospects toward an irresistible offer.
3. Get a Script
Effective communication is key to converting leads. Provide your team with a well-crafted script to guide conversations and address pain points. A clear script ensures consistent messaging and empowers your team to navigate discussions confidently.
4. Get to Calling
Bring strategies to life with proactive engagement. Encourage your team to make calls, applying their skills to turn prospects into customers. Emphasizing this step ensures decisive actions toward maximizing lead acquisition.
The most important support we offer our clients is to help them develop a systematic approach to generating sales. This begins with providing them a well-targeted list of contacts to call, ensuring that they have a strong pool of potential leads. Alongside this, we help them create a lead magnet—something of value that solves a problem for their target audience—giving them a compelling reason to engage. A winning script is then crafted, allowing clients to confidently approach leads with the right messaging. Finally, we stress the importance of discipline in scheduling a specific time every day to focus solely on calling, creating a daily habit that drives results. These foundational steps—building a list, offering valuable content, having a script, and committing to a daily calling routine—work together to create a sustainable sales process, ensuring that clients stay focused on activities that lead to tangible success.
Calendar Daily Productive Activities
Scheduling a daily calendar is crucial for fostering productivity and ensuring consistent success. By allocating specific time blocks each day to build and call through your contact lists, you’re setting the stage for sustained progress. Dedicating just one hour of calling in both the morning and afternoon is one of the most effective uses of a sales department's time. There is nothing more important than these calls, as they are the direct driver of sales. All other daily tasks—from preparing materials to following up—should serve to support and enhance these calling efforts. Without the ability to consistently build calling lists and make calls every day, a business may struggle to fully benefit from coaching services. Building this habit not only lays the groundwork for sales success but also creates a pipeline of ongoing opportunities, ensuring long-term growth and profitability.
Building Lists of People to Call
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Core Four: Warm & Cold Outreach
Minimum 1 Hour a Day Calling
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Core Four: Warm & Cold Outreach
New Calls and Follow-Up Calls
4:00 PM Until Completed
Core Four: Warm & Cold Outreach
Creating a daily habit using your calling lists within your CRM is crucial for consistent success. Here's how you can turn it into a routine that drives results:
Start Small: Begin by setting a specific, achievable goal each day. Aim to make just 5-10 calls from your calling lists. The key is consistency, not quantity. Over time, as this becomes a part of your routine, you can gradually increase the number.
Set a Dedicated Time: Schedule a specific block of time each day to make your calls. This could be in the morning, during lunch, or at the end of your day. Treat this time as a non-negotiable part of your daily schedule, just like a meeting or appointment.
Use the CRM to Stay Organized: Your CRM allows you to organize contacts into calling lists. Use this feature to create custom lists for different types of outreach (e.g., warm leads, referrals, follow-ups). Knowing exactly who to call each day eliminates decision fatigue and keeps you on track.
Track Your Progress: Every time you complete a call, mark it in the CRM. This will give you a sense of accomplishment and allow you to easily follow up on conversations. The tracking feature also helps you stay accountable, making sure you're reaching out consistently.
Keep the Focus on Building Relationships: When you call from your CRM, the focus should be on building relationships, not just closing deals. This makes it easier to stay motivated and build trust with prospects over time. Your CRM also allows you to log notes and set reminders, which helps personalize future calls.
Review and Refine: At the end of each week, review your calling lists and see where you've made the most impact. Are certain lists more responsive? Is there a particular type of contact that's engaging with your calls more? Use this data to refine your approach and improve your calling strategy.
By sticking to this daily habit, you'll not only be more organized, but you'll also start seeing more consistent results. Your CRM is a powerful tool to help streamline your calling process, so use it to your advantage to stay focused, organized, and on track toward success.
Stage 1:1 Segmenting Contacts
Keeping an organized book of business in a CRM is essential for building and maintaining client relationships that drive success. A CRM allows you to track and organize contacts, prioritize leads, and tailor your outreach for each client. By consistently following up with clients and tracking their interests and needs, you can strengthen trust, foster loyalty, and increase repeat business. Additionally, using a CRM streamlines daily tasks, allowing you to focus on meaningful client interactions rather than administrative work. This focused approach turns your contact list into an invaluable asset that supports steady growth and a competitive edge.
Segmenting contacts within your database into calling, emailing, and follow-up lists is vital for effective communication and client relationship management. Each contact may be at a different stage in their journey with your business, requiring tailored outreach. By organizing contacts into specific lists, you ensure that calling efforts focus on high-priority leads, email campaigns reach relevant segments with valuable content, and follow-ups maintain engagement with those closer to making a decision. This targeted approach not only saves time but also increases the likelihood of conversion and client retention, as each message aligns with the client's current needs and interests. Ultimately, segmentation enables more productive, personalized interactions, supporting a stronger, more efficient pipeline.
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Stage 2: Winning Message
Creating a clear message about why someone should work with you is one of the most important aspects of building a successful business. This clear message, often referred to as your value proposition, communicates your unique strengths and what sets you apart from competitors. It helps establish trust and credibility by answering the essential question: "What's in it for me?" A well-crafted value proposition directly addresses the needs and concerns of your target audience, making it easier to capture their attention and engage them in your offerings. Without this clarity, potential clients may struggle to see why they should choose you over others, which can lead to missed opportunities.
Step 0: Clear Message
Creating a clear message about why someone should work with you is one of the most important aspects of building a successful business. This clear message, often referred to as your value proposition, communicates your unique strengths and what sets you apart from competitors. It helps establish trust and credibility by answering the essential question: "What's in it for me?" A well-crafted value proposition directly addresses the needs and concerns of your target audience, making it easier to capture their attention and engage them in your offerings. Without this clarity, potential clients may struggle to see why they should choose you over others, which can lead to missed opportunities.
Step 0: Sales Scripts
Once you have your value proposition in place, it's time to create sales scripts. These scripts are crucial because they ensure consistent and effective communication with prospects. A good sales script allows your team to address objections, highlight key benefits, and guide the conversation toward a successful outcome. By having a tested, structured approach to sales calls, you increase the likelihood of closing deals while ensuring that no important points are missed. Sales scripts also streamline the process for new salespeople, enabling them to follow best practices and gain confidence more quickly.
Step 0: What are your Lead Magnets and Offers
Lead magnets and offers are also essential tools in attracting prospects and nurturing leads. A lead magnet is something valuable that you offer in exchange for a potential client’s contact information, such as an ebook, checklist, or webinar. This helps you build a list of engaged, interested leads who have already demonstrated some level of interest in your services. Once you have their contact information, you can follow up with them through email campaigns, offering more value and guiding them further down the sales funnel. Lead magnets not only draw in prospects but also help establish your expertise and build trust.
In addition to lead magnets, prospecting is a key activity to grow your business. Prospecting involves actively reaching out to potential clients through various channels, such as email, phone calls, social media, and networking events. By consistently prospecting, you expand your reach, making it more likely that you’ll connect with people who need your services. Combining this with effective referral marketing can greatly enhance your lead generation efforts. Satisfied clients are often the best source of new business, as they can refer you to others in their network, which often results in high-quality leads.
Step 0: Content Message
Emails, social media posts, and ad campaigns are other vital elements in your outreach strategy. Regularly posting content on your website or social media channels keeps you top of mind with your audience, while email campaigns allow you to nurture relationships with both current and potential clients. Content such as blog posts, case studies, or video tutorials provides value to your audience and positions you as an expert in your field. When combined with targeted ads, you can reach an even wider audience, ensuring that your message gets in front of the right people. Ads can be particularly effective in reaching new prospects who might not otherwise discover you organically.
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Stage 3: Permission Based Follow Up
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How Our Permission-Based Follow-Up System Helps You Find Qualified Clients
Our system is designed to help you build meaningful relationships with potential clients through
permission-based follow-up. This approach allows you to engage only with those genuinely interested in your services by providing them with valuable insights and regular updates. Through our monthly newsletter, we keep prospects informed about the real estate market, encouraging them to opt in.
Hi, is [Name] available? Wonderful! This is [Your Name] from [Company]. How are you today?
I'm a local real estate agent, and I wanted to invite you to
opt in to our monthly real estate newsletter. It’s packed with valuable insights on market trends, property opportunities, and tips for homeowners and investors.
Would it be okay if I got your email address to add you to our monthly newsletter?
By the way, I also send out weekly emails with helpful information for homeowners. Would you be interested in being added to that list as well?
Perfect! Before we wrap up, are there any real estate questions I could help answer for you today?
The 4 Gets: Core Elements of Effective Business Coaching
At the heart of our business coaching service is "Don't forget the 4 Gets." No amount of training will be effective if the fundamentals are missing—prospects to call, skills to engage, solutions through lead magnets, and consistent follow-u
Here are the 4 Gets essential for success:
1. Get a List
Start by securing the right calling lists. A comprehensive list tailored to your target audience provides your team with relevant contacts, setting the foundation for effective outreach.
2. Get a Lead Magnet
A compelling lead magnet is vital for capturing interest. It serves as a valuable incentive, addressing specific needs and guiding prospects toward an offer they can't resist.
3. Get a Script
Effective communication is key to conversion. Equip your team with a well-crafted script to guide conversations and address potential clients' pain points. A clear script ensures consistent messaging and builds confidence.
4. Get to Calling
Finally, bring your strategy to life through proactive engagement. Encourage your team to make calls, applying their skills to convert prospects into clients. Consistent action is crucial for maximizing lead acquisition.
To measure success, we emphasize key performance indicators (KPIs):
Daily Prospecting: Are you making enough new contacts each day?
Lead Magnets: Are you using effective lead magnets that address specific needs?
Scripts: Do you have a well-crafted script for your team?
Consistent Calling: Are you making enough calls to prospect at least one hour per day?
These core elements and KPIs are essential for building a strong lead generation system. If you'd like to explore how we can support you in implementing these strategies, feel free to reach out.
Why Building a Quality Contact List Is the First Step to Success
When it comes to growing your business, everything starts with getting the right list. This is why, at Human Brain Box, we prioritize building a strong contact list as the foundation of your prospecting efforts.
There are many ways to build calling lists, from existing contacts to new leads. We focus on helping you develop three essential lists:
1. Contact List of Ideal Clients: We help you create a list of the clients you most want to work with. Using permission-based follow-up, you can engage these prospects, ensuring they are genuinely interested in what you offer.
2. Referral Marketing List: Our system helps you develop a calling list for marketing by referral. Using a lead magnet targeted to a well-defined niche, you can attract and build relationships with qualified prospects in that niche.
3. Top 25 Contact List: We also assist you in building a list of the top 25 contacts whose purchasing power you want to understand. By identifying these individuals, you can better tailor your marketing efforts to meet their specific needs.
A strong list is essential for effective prospecting, allowing you to connect with qualified clients and grow your business. If you'd like to learn more about how we can help you get started, feel free to reach out.
Establishing Lead Magnets
Once we've established a few calling lists within your software, the next step is to help you identify an effective lead magnet for your core products and services.
What is a lead magnet?
A lead magnet is a valuable resource offered for free or at a discount to attract your ideal customers by addressing a specific problem they face. It serves as a digital marketing tool that builds trust and initiates relationships with potential leads, while showcasing your expertise.
Why should a client work with you over a competitor?
A lead magnet provides a low-risk entry point for a customer to experience the value of your product or service without a significant financial commitment. The goal is to create an accessible starting point that lays the foundation for building trust and demonstrating your effectiveness.
Here's how we move forward:
Step 1: Lead Magnet
We help you identify compelling lead magnets that solve problems for your prospective clients—even before they become paying customers. These lead magnets provide immediate value, fostering trust and establishing the foundation for future transactions and long-term relationships.
Step 2: By Referral Script
We then assist you in creating a concise marketing script focused on referrals, helping you maximize the impact of your lead magnet.
Step 3: Core Offer Sales Funnel
Finally, we help you customize a sales funnel within your software, ensuring it aligns seamlessly with your lead magnet to convert prospects into clients effectively.
If you have any questions or would like to get started on creating your lead magnet, feel free to reach out.
Developing Calling Scripts for Your Client Outreach
Once we’ve built a couple of calling lists in your software and decided on effective lead magnets, the next crucial step is to create simple calling scripts that you can use while prospecting and marketing by referral. Effective communication is crucial for converting leads into customers, and it all starts with what you say before making that call.
Why Calling Scripts Matter
Having a well-defined script will empower you to communicate confidently and effectively with potential clients.
Why Clear Messaging Matters
Having a well-defined message ensures that your prospects understand your value proposition right away. When you articulate your offerings clearly, you build trust and credibility, making it easier for potential clients to see the benefits of working with you. This clarity not only sets the tone for the conversation but also positions you as a knowledgeable resource.
The Power of a Well-Crafted Script
To support your team, providing a well-crafted script is essential. A script serves as a guide to navigate conversations, helping to address pain points and effectively communicate solutions. Here’s why it’s important:
Consistent Messaging: A clear script ensures everyone on your team communicates the same message, reinforcing your brand identity and value.
Increased Confidence: With a script, your team can feel more confident during calls, knowing they have a roadmap to follow.
Enhanced Engagement: By addressing common concerns and questions upfront, your team can engage prospects more effectively, leading to higher conversion rates.
Taking the time to develop a clear message and equipping your team with a solid script can significantly impact your outreach efforts. If you’d like to discuss how we can create an effective messaging strategy together, feel free to reach out.
By developing these scripts, you’ll be better equipped to connect with prospects, turning initial conversations into valuable relationships.
Time to Take Action: Start Calling Prospective Clients!
Once you’ve established your calling lists, lead magnets, and scripts, it’s time to take action and start making calls. This is the moment to bring our strategies to life through proactive engagement, turning your plans into tangible results.
It’s time to put everything into action and start making those calls!
Engage Proactively
This is your chance to bring your strategies to life! By proactively reaching out to your prospects, you can turn these valuable connections into customers. Every call is an opportunity to showcase your skills, build relationships, and drive sales.
Why Calling Matters
Here are some benefits you'll gain by diving into this next phase:
Enhance Your Sales Scripts: Each conversation will provide insights that can help you refine your messaging and approach.
Boost Your Confidence: Regularly making calls will strengthen your communication skills and confidence in discussing your offerings.
Improve Your Presentations: Real interactions will give you practical examples and feedback that can enhance your future presentations.
By developing these scripts, you’ll be better equipped to connect with prospects, turning initial conversations into valuable relationships.
Understanding the Selling and Buying Power of Your Clients
Let's take a moment to discuss a crucial aspect of your real estate practice: identifying the selling and/or buying power of everyone in your book of business.
Targeted Marketing: It allows you to focus your efforts on high-potential clients who are likely to convert.
Resource Allocation: You can efficiently allocate your resources to maximize results.
Tailored Offerings: By matching your offerings to clients' financial capabilities, you enhance satisfaction and trust.
Informed Sales Strategies: This knowledge aids in predicting revenue and informs your sales strategies.
Stronger Relationships: Personalized interactions and follow-ups help build stronger connections with your clients.
Failing to identify the selling and/or purchasing power of every contact in your book of business can lead to wasted resources, missed opportunities, ineffective marketing, decreased client satisfaction, inaccurate forecasting, and weaker relationships.
Step 1: Daily Calls to Contacts and Leads
As a real estate agent, aim to spend about 30 minutes to an hour each day calling your contacts and leads. The goal of these calls is to determine each individual’s selling and/or purchasing power, identify any obstacles they may face, and offer tailored solutions to meet their needs.
Step 2: Assign Clients to a Pipeline Stage
Maintain your contact and lead lists by only including those whose selling and/or purchasing power has not yet been identified. Once you ascertain this information, assign each client to a specific stage within your pipeline. This organization helps you categorize your buyers based on their likelihood to close deals, from most promising to least.
Step 3: Daily Follow-Up Calls
Key Performance Indicators (KPIs)
Do you utilize a CRM to compile a list of contacts for identifying their selling and/or buying power?
What proportion of your database have you identified their selling and/or buying power?
On a scale of 1 to 10 (with 10 being the best), how proficient are you in monitoring the selling and/or buying power of your prospective clients?
By focusing on these steps, you'll be well on your way to effectively identifying and leveraging the selling and purchasing power of your clients, leading to more successful transactions and lasting relationships.
Imagine Your Real Estate Business with High-Value Clients
Let's take a moment to discuss a crucial aspect of your real estate practice: identifying the selling and/or buying power of everyone in your book of business.
What If You Had 50 High-Net-Worth Clients?
Imagine having 50 clients who each own properties valued at over $1 million. These are individuals you have developed relationships with and who trust you enough to consider you their go-to real estate agent. The potential for your business would be tremendous. Not only would you be managing high-value transactions, but you would also benefit from referrals and repeat business from these satisfied clients.
Identifying 33 Qualified Prospective Clients
Now, consider the power of having identified at least 33 financially qualified prospective clients in your book of business. These are clients who have demonstrated the ability and willingness to purchase real estate. By nurturing these relationships and providing them with tailored support and insights, you can convert them into successful transactions.
Estimating the Value of Future Business
So, what would the value of this future business look like? With 50 high-net-worth clients and 33 qualified prospects, your potential earnings could skyrocket. Think about the commission on a single transaction with a property valued at $1 million or more. Now multiply that by the number of transactions you could realistically close within a year.
Furthermore, the relationships you build with these clients could lead to opportunities in different markets, enhancing your reputation as a trusted advisor in the real estate industry.
By focusing on building relationships with high-net-worth individuals and qualified clients, you’re not just enhancing your current business but also setting yourself up for sustainable growth and success.