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Call Leaders
Monica Reynolds
Aaron Simons
Call 21 – Your Database
Call 21 Page 2
Dave Ramsey Training
TABLE OF CONTENTS
Guidelines for this Course
Goals & Quotes
3
3
Think About This:
What Is a Database
4-6
Database Checklist
7-8
Script ~ Quarterly Call to our Database (Aaron)
Script ~ Quarterly Call to our Database (Monica)
9
9
Script ~ If you have Not Spoken to them in a While
Script ~ Leaving a Message
10
10
Client for Life System
11
Anniversary System Letter
12
Client Referral System
13
Customer Marketing Plan
14
Top Ideas From Toda's Call
Answer Key
15
15
Review of Previous Calls
Call Schedule
16
16
Call 21 Page 3
Dave Ramsey Training
Call 21 ~ Your Database
Goals:
1. Review the importance of your database and the value of an lead.
2. Review the database checklist.
3. Script for calling past clients.
4. Scripts for leaving a message to past clients.
5. Client for life system.
6. Anniversary letter.
Thought: “Here on the team, we try to keep an eye out for
interesting information we think you'd want to know. Dave's all-new class,
The Legacy Journey, is now available to you at a discount. This discount is
exclusive to our ELPs. To find out more and buy your discounted memberships,
go to the ELP store.”
Guidelines for this Course
1. Only paid participants may listen to the call.
2. Download any materials prior to the call to maximize the training.
3. Be PREPARED.
4. No distractions or interruptions.
5. No cell phones in the area.
6. No checking email while on the call.
7. Do not put the call ON HOLD/NO SPEAKERPHONE
8. Come to the call to learn, to participate and have fun!
9. *6 to Mute.
10. *6 to Un-mute.
11. All weekly emails will have a link to the prior week’s calls.
12. All materials will be sent to you on Monday and a reminder on Tuesday.
Call Leaders:
Monica Reynolds: [email protected] Aaron Simons: [email protected]
Call 21 Page 4
Dave Ramsey Training
1. What is a database????
a. A computerized record keeping system.
b. As real estate agents this is our only ___________________.
It is the foundation of your business.
c. Your database is what you spend your career creating.
It is your legacy.
d. What systems do you have in place to get the highest return on
investment (ROI) out of your database?
Are your systems _______________________?
Are your systems ______________________?
2. The statistics on how agents recapture past clients:
a. ____% of real estate clients never want to use the same agent again.
b. ____% start new relationships.
c. ____% don't need you again and don't send referrals.
d. ____% disappear.
e. Everyone single person will know of 5 people who want to buy or sell
real estate. Will your clients call you and tell you about their friend,
neighbor, co-worker, etc.?
3. Dave Ramsey ’s are an essential part of our database.
a. leads trust Dave Ramsey therefore they trust us as an
extension of Dave.
b. If you exceed their ___________________ they will be a
client for life.
Think About This!
Call 21 Page 5
Dave Ramsey Training
c. Even if they do not do business with you now or are not ready to do
business with you they are still an excellent source of business for
the future.
Come from ______________________________.
What is in their best interest?
Do not throw them away if it is not an immediate deal.
4. Your database is the best source of ___________________ business.
a. They already trust you and know how you do business.
b. What percentage of your business comes from your database?
What should it be?
c. If the percentage is too _______ you are not generating enough
new business to keep your business growing.
d. How much ________________________ should you expect each year?
e. How often are people moving?
Job relocation, death, divorce, growing/shrinking family,
retirement, financial.
5. Your database is the best source of referral business.
a. Who are your _________________________________
b. How do you take care of them?
c. How many should you have?
d. Do you have an agent referral business?
Do you go to seminars?
Do you go to company sales retreats?
Do you go to N.A.R. events?
Do you know the agents in your surrounding cities?
Do you know the agents across your state?
Call 21 Page 6
Dave Ramsey Training
6. How do you stay connected to your database?
a. How often do you need to ____________________ them each year?
b. What are the best methods to stay connected to your database?
7. Database Do's and Don’ts...
a. Know how to use it.
b. Find one that you like.
c. Don't purge without reason.
d. Don’t make it complicated.
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Dave Ramsey Training
1. Record all potential clients information in database.
Name
Address
Phone/Cell/Work
Email: Husband & Wife
Source
Date
Have
Want
Remarks
2. Record all current clients information in database.
a. Repeat table above
b. $$$ Create a field. What is that client worth? 5 deals...$5000
average commission...$25,000
3. Mail 4 times a year.
a. First quarter-Happy New Year mailing..(real estate update/review of
last year)
b. Second quarter mailing- (investment opportunities, interest rates,
just sold/just listed list, community real estate update, property tax
reminders)
c. Third quarter - Yearly update
d. Fourth quarter - Thanksgiving Card, Holiday Card
4. Call once a quarter
a. Divide number of clients with days you are going to work this
quarter.
b. Example: 500 people in your database, 60 working days per quarter,
8 contacts per day.
c. Call the database each morning and make notes.
d. Call Saturday morning if you are behind.
Database Checklist
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Dave Ramsey Training
5. Send out 12 emails per year...one a month.
Keep brief
Send a video
Send link to website
Send new listing
Send new interest rates
Send newsletter
Send testimonial
Send affiliate information
Send new sold
Send new real estate law
Send real estate tax reminders
Call 21 Page 9
Dave Ramsey Training
(Aaron)
Hi, ________ it’s _________ at ________ realty. Did I reach you at a good
time?
Great, I was just checking in with you to see if you have any real estate
needs we can help you with at this time? (this summer, before the end of
the year, before the kids go back to school, before the weather changes, in
next few months, etc)
I can appreciate you thinking about it, I want to make sure I have all your
updated contact information, are you still receiving our monthly
letter/emails we are sending out?
Perfect, is there anyone you can think of at this time who might be in need
of our services?
Great, if you do think of someone please don’t hesitate to pass along their
contact information and we will be sure to take great care of them.
Thank you again for taking my call and have a great rest of your day!
(Monica)
Good Morning ____________ the purpose of my call was to say hello and see
how you and the family are doing?(how is the job, the family, the dog, etc.)
Great...since I have you on the phone...as part of my customer service..do
you have any real estate questions at this time? (maybe ask about
investments, about refinancing if appropriate). (Always Ask for a
Referrals on EACH Call)
By the way...my business is based 100% on referrals from great clients
like you. May I ask you..who do you know who could use my help in
buying or selling real estate?
Thank you for speaking with me, I know your time is valuable...please call
if I can be of any help. Have a great day!
Script ~ Quarterly Call to our Database
Script ~ Quarterly Call to our Database
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Dave Ramsey Training
Hi, ________ it’s _________ at ________ realty. Did I reach you at a good
time?
I apologize for not calling you sooner and I was just in your neighborhood
(showing a buyer, on a listing appt, driving by) and thought I’d give you a
call...
Hi, ___________ it’s ______________ at ____________ realty. I was just calling
you to check in to see if you had any real estate needs we can help you
with at this time. If either you or someone you know can use our services
please give us a call at ___________ or email at __________. Thanks!
Script ~ If you have not Spoken to them in a While
Script ~ Leaving a Message
Call 21 Page 11
Dave Ramsey Training
Communication Checklist
1. _____ Enter client information in database
2. _____ Thank you for talking with me letter
3. _____ Thank you for listing with me letter
4. _____ Affiliate letter sent
5. _____ Assistant letter and introduction call.
6. _____ Copy of MLS
7. _____ Letter and link to web-site/email
8. _____ New CMA sent every two weeks
9. _____ Schedule weekly calls with Seller
10. _____ Congratulations to Seller/Buyer, Prepare to Close
11. _____ In Escrow letter
12. _____ Count Down to Close Letter
13. _____ Congratulations on Closing
14. _____ Congratulations on Moving In
15. _____ 30 Day Critique
After Close Communication Checklist
1. _____ Anniversary Letter/Entered in database attachment
2. _____ Closing statement letter prepared attachment
3. _____ Survey questionnaire
4. _____ Thank you letter
5. _____ "Happy Holiday" call
6. _____ Client appreciation party
7. _____ Quarterly emails/market updates
8. _____ Investment letter
9. _____ Referrals
10. _____ Mailings 4 times a year
11. _____ Phone Calls 4 times a year
12. _____ Personal Visit/Meeting
13. _____ Holiday Brunch for top 25 clients
14. _____ Vendor letters/recommendation
15. _____ Monthly Market Update Email
Client For Life System
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Dave Ramsey Training
● This letter is sent on the day of the anniversary of the closing, year after
year.
● There is no end date.
● This should go out to the buyer and seller, no matter who the agent
represented.
● Notify the agent this letter went out.
Dear (BUYER/SELLER),
Every year on the anniversary of your transaction with me, I would like to
remind you that I am still in the business and 201_ was a banner year! Thank
you for your support. I am working hard and hoping you will refer me to your
family, friends and co-workers should any of them be in need of the best
representation in ________ (City) and the surrounding areas. I will roll out the
red carpet!
It has never been a better time to buy, prices are stable and rates are still at a 40
year low. There are lots of buyers! In fact, I haven't seen a more "normal" market
in the last _____ (number) years. (Note: this paragraph is just an example – you
will need to modify it to reflect the current market information as appropriate.)
Thank you for the privilege of helping you with your real estate needs and
questions. I have enclosed my business card for your convenience. Please do not
hesitate to call.
Sincerely,
(AGENT’S NAME)
Anniversary System Letter
Call 21 Page 13
Dave Ramsey Training
1. Agent to call client who sent referral to personally say thank you!
2. Send flowers to the office of the client who sent referral immediately
following the call.
a. Negotiate with flower shop a great deal on bouquets.
b. Pre- sign cards and leave with flower shop.
3. After closing, send thank you note to client who sent referral.
4. Add client to the TOP 25 LIST.
a. Someone who sent you a referral and it closed.
b. Someone who should send you referrals.
c. Someone you have had multiple deals with in your career.
d. Recognize by client party, customer service letters, and individual
lunch.
5. Invite client to a “client appreciation” party.
6. Send a holiday gift:
a. Turkey
b. Calendar
c. Holiday Basket
d. _____________________________________
Client Referral System
Call 21 Page 14
Dave Ramsey Training
TOP 25
LIST
1. Four mailings per year.
2. Four phone calls per year.
3. Six emails with market update.
Name Address Phone Referral 1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Customer Marketing Plan
Call 21 Page 15
Dave Ramsey Training
1.___________________________________________________________________________
2. ___________________________________________________________________________
3.____________________________________________________________________________
4.____________________________________________________________________________
o Tangible asset
o Scalable
o Duplicatable
o 64
o 34
o 18
o 12
o Expectations
o Contribution
o Repeat
o High
o Attrition
o Bird dogs
o Touch
Top Ideas From Today's Call
Answer Key
Call 21 Page 16
Dave Ramsey Training
1. Increasing Conversion Rate.
2. Your Schedule is the Foundation of Your Business.
3. The Buyer Package.
4. The Language of Sales.
5. Preparing for the Listing Presentation - part 1
6. Preparing for the Listing Presentation - part 2
7. Sales Techniques for Buyers and Sellers - part 1
8. The Buyer Consultation - part 1
9. The Buyer Consultation - part 2
10. The Listing File
11. The Listing Presentation - part 1
12. The Listing Presentation - part 2
13. The Listing Presentation - part 3
14. Listing Customer Service
15. The Price Reduction System
16. The Close
17. The Negotiation Process
18. Customer Service From Contract to Close
19. The Short Sale
20. Your Business
21. Your Database
● Every WEDNESDAY at:
9:00 am PST
10:00 am MST
11:00 am CST
12:00 pm EST
● The call will be 45 minutes. Please arrive 5 minutes before the call as we will
start promptly.
● Your call in information:
○ Dial: (559) 726-1200
○ Access Code: 270511#
● To hear a recording of the call:
○ Dial: (559) 726-1299 (available after the call)
○ Access Code: 1270511#
Call Schedule
Review of Previous Calls