Fam Fest 2020 – Day 2
So this afternoon, we’re going to go over a refresher of kind of what happens from client to clothes. We’re going to review that. First, we’ll go over what is a friend, what’s a client, what’s a household, what’s a transaction. Then we will go through the super fun things of understanding what the buyer blueprint’s all about and the seller blueprint is all about and what you should be doing to follow those. OK, so we’ll have a nice refresher. Everybody’s chatting in their present. That is awesome.
Thank you guys for joining us. And we have Sean here as well. So that’s good. I see Sean up on the screen, so that works out well for us. And I think we’re pretty much going to be able to go. I’m going to leave now that we have Sean so that we can use your screen. I’m going to ask her to come back since we have that that all set up. We don’t need don’t close out if you would wanna, and just come on over and maybe meet the the volume that’s going on over there.
And then you can come on back and sit next to me and we’ll talk about we’ll talk about the friend and client, household and transaction, each of those different items here. And we’ll get that started. So here’s Shauna.
She’s back. She’s migrated back to our computer. And I think we are all good. I’m going to give some of her toys back here. She’s got her sound maker. And you want the Belbek. She gets to the bell back. Picking some things up here. Guys, thank you for joining us.
I hope everyone enjoyed what went on with Republic.
What was that about? MUDS and PID’s and all these special. I call them like a secret society of charges that people have on their properties and are obligated to that they sometimes don’t even know about. So it’s a little confusing. And I think the more, you know, I set it on the Colbert Shepard. I went to send McKinney and we went to a class on this. And it gets a little a little confusing. And it’s hard when you don’t have one particular place that you can go and and find the information that you’re looking for. So, you know, it’s kind of crazy. All right. You can hear about it. I think the better.
Perfect. Starting the first topic for the afternoon? Yeah. All right. So as we start this correctly, Omkar, and we have everybody on now, let’s go ahead and maybe hit a transition, do some intro here and then we’ll get right to topic number one and we’ll start that off. Right. So we have a good recording of it. Thank you, sir.
All righty. Good morning, everybody. Good afternoon. And right now, we’re going to give a refresher on what is a friend, a client, a household, a transaction. So those are some items that we kind of need to to speak through. So everyone kind of understands what each one of them is.
And I think it’s good to know, hey, I’ve got this person that wants to buy a house. That’s typically how it comes into us. Hey, I think I have somebody that wants to sell. What do I do? And a lot of times we skip the first few steps and where do I find contracts?
And it’s like, whoa, hold on a minute. There’s a process. We need to walk through that process.
Ok, very good. So simply what we have here is we changed a couple of words that were in the databank, so I want
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to talk through those in the first one is the lead, OK? So we don’t have any leads on it. Do you want to explain what the thing on a lead here?
I think it’s very impersonal when you reference someone as a lead. I mean, think of how, you know, if you’re doing business with somebody. Sorry about that. If you’re doing business with somebody and you’re considered a leader.
So for me, I think it’s very impersonal. I I’m not a fan of it. So we came up with a different word called a friend. So, you know, you’ve been introduced to someone and you’re about to embark on a whole process and a whole journey together, hopefully.
And so, you know, you’ve became a friend. And setting that expectation, I believe, is super important. Right, because a lead has a certain connotation. A friend has a totally different one. So imagine what Katie in her position. She’s in the friendship division. Right. So what she really is, is like the lead division or other companies would call it an essay or an inside sales associate.
But no one wants to be sold and no one wants to be a lead in those things. So we just worked on our vernacular and changed. So when you see the word friend, that’s actually a lead. So it feels better. Yeah, just hopefully feels way, way better. And especially if anyone sees themselves, they don’t want to be called a lead. Right. So or a prospect that’s kind of another type of thing that you necessarily don’t share in a motorcycle club. All right. Well, yeah, but then you want to become elevated, and that’s true.
Yeah. You won’t be a made man. So but anyone has a patch in a motorcycle and you want to have a patch, right. We could start getting up. Yeah. Good. I’m going to patch. Yeah. That’s perfect. All right. So Sean wants a patch. Invest in a vet. I like this. Enough of the side talk. Let’s get to. So that’s what a friend is. Yeah. That’s an initial lead.
When you put them in then once you move that person far enough along, then they become a client. All right. So the client has all the full information. When you look at that, a client now would be similar to what somebody else might put in as a prospect or somebody that they’re going to actively be selling.
It has more details than a friend, but they become my client when. So we’re going to show you on the screen. Right. How to how to kind of progress along. But, you know, a friend is just, hey, you’ve got their name and number and then a client is when you have a little bit more information, you’ve got the buyer engagement signed or you have your listing agreement signed and they’re actually committed. So clients are committed to us.
Yes, that’s a different definition. Now we go ahead and try and convert those people and I’ll go over the conversion process when some key stuff happens. OK, so we’ll we’ll go over where that is. But Sean is very, very correct, is that a friend is basically a pre client. If we were to kind of look at it that way. Yeah, OK. And we just we walked through the process, but we always start putting them in as a friends every single time. And you walk through the conversion process and it prompts you to do everything. So that’s where we’ll kind of start. But what I wanted to establish for everybody is a hierarchy of of what’s going on here. So then there becomes more things that are established. And that’s kind of an important hierarchical thing to kind of look at was that you didn’t like that word hierarchical.
Well, chit chat. And if Mike said that correctly. If not yesterday, somebody said joinder a couple of times. And I was like, what? And it was it is a word so hierarchical.
You’ve got to be able to say it for you can look it up what she said.
So let’s look at a client and we’re going to give you an example of how this could be. So if I was the one purchasing a property, OK, were you right? Like, it doesn’t much matter. But in this in this particular case, we’re going to use Mike and Shana as an example, OK? So if let’s assume that we’ll let Shanana call in for the first time, so Shana picks up the phone and calls in for the very, very first time, and when she calls in, we are going to know her in our database as a single person is is a friend. It eventually gets converted into anything about me. We don’t know anything about her.
And the first time when we put it in, she would be listed in the system as Acquisto and she’ll eventually become a contact. Where I want to focus here is when you get to the contact status that she’s the only person we know and she would be Shana Acquisto, a contact. Then when they find out about myself right then I am created is another contact and I get her real name separately and I am joined together as Michael Acquist and Shana Acquisto contacts each. We are joined together as the Acquisto household. OK, now the naming convention that goes along with that is going to differ based on where we are in the process.
But there’s going to be a household created and essentially it’s going to be Mike and Shana Acquisto household. OK, so there’s going to be that associated with it. We’re going to put some letters in it. We’re going to put some numbers. We’re going to put some different things. We’ll put addresses in at different times. OK, but we become a household name, Mike and Shana Acquisto household together. So when you click on a household, you could expect to see the members of the household now in a different situation. You could also have some additional people in there. So maybe there’s a like maybe in a period of time, Shana and I, our children are older and we want to help them with the purchase of a home.
Or maybe I like super bad credit and I need somebody to help co-sign for a loan for me. And there’s a cosigner. Yeah, no, don’t don’t don’t do that. But if there’s a cosigner on the agreement, then there might be another purchaser added. So let’s maybe say that I had my mother as a cosigner for myself. And then her she has her own name and her own contact information. So she would be added as Mike Acquisto , that’s her name. She would be added in here as another contact associated with our household.
So now there would be three people combined together in that household, but separate contacts, totally separate contacts, individual over here in the beginning. And then they progress. Then within that household, there are going to be transactions attached to it. So, for example, if we were taking and selling our current home, then this would be a sale of our primary residence and it would have an address and everything else.
And we’ll go through the labeling of it. But that’s going to be attached to our household. So now we have a transaction. So all the documents related to us selling this property that we currently live in would be here is one transaction.
Ok, then everything in the next home that we purchase would be over here in a separate transaction for us to buy something right now that’s attached to our household again. And then in the household, we have Mike Shana and my mother, if that’s the case. So you can see how you can kind of map this. And I want you to kind of understand the flow and I want you to realize a contact, a household and a transaction. All right. So I want you to just visualize kind of what that looks like. Now, what I’ll go ahead and do is start to show you some information on a blueprint and show you exactly where that is and what that represents.
It’s good to see in your mind understand what we’re about to show you. It makes it clear when you do show them.
Yeah. And I think if we give you an example, then that kind of helps. All right. So let’s go ahead and transition over there and.
Perfect. So now here we are. So we are in the databank and we use that word for a very specific reason. Again, some more questo vernacular. And we’re trying to do that to let you know that there is a value in here. Right. So it’s not a data base. It’s a data bank. So we’re doing that to to show off. Same as friend. There’s other words. So within here, I, I get to see more things. So as you’re walking through, you might see views or you might see buttons or links that are different for in my personal view than they would be for your view in particular.
So where I’m going to start next is. All right, so let’s go ahead. Thank you, Omkar, for chatting then I appreciate it. Yes, saved, saved by technology. Let me go ahead and look at the blueprint. And I’m so now I’m in kind of the back side of the system and within the blueprints, I’m trying to show off to you what goes on there. What is a blueprint? Yeah. So a blueprint is a specific process to walk through. And these should be the only items that you’re hitting as you’re walking through the process. OK, so I will show you an example of a blueprint and I’ll pull this up here at the same time. So I’m going to be walking or I’m going to be turning away just a little bit from the from the camera. And I’m going to zoom on this here. I’m going to first look at a seller transaction and I’m going to pull up the blueprint for a seller and let us see what we have going on.
And I’m going to show you what it would look like. So now what I’m doing is I’m launching a separate item and I’m going to a transaction and I’m going to pull up a random transaction that happens to be a seller. So that’s buyer, buyer, buyer, buyer and a contract. Let me see where I can get to a. So we have a lot of common listing presentation. So I’m not sure who this person is. But I will click inside here and I’ll see what’s going on. OK. OK, and that’s a good one. OK, so Vicki Baker. All right. So Sean is giving me one to take a look at Baker. No problem.
Ok, Vicky Baker. It was a transaction I’m trying to get to the transaction for Baker, I just offered a perfect. All right.
So thank you, Shana, for allowing me to get to the right spot. So what we have now is this devourer day. So if we initially look at the name, what we’re going to see is we have Baker, that’s the last name. Then we have the address so we know what it is and then we have a in amount with it. OK, now this is actually closed. So I was trying to find one where I was able to start earlier in the process.
But OK, look, decidedly OK. That would be fine. Thank you.
All righty, and I am at a transaction for decidedly. Is what I’m trying to look past it, but there no, that’s not it.
Do you see I.D.? So this is a transaction that we’re trying to find.
So you could look at a map right here, which I got their name. All right, so now I got to where somebody is earlier. Yeah. So this is one that it’s got two different. Yeah. Has been one four different names. So that’s a good one.
Perfect. So this Shana is saying the husband and wife are different names on this one. I could have set up a test for us here, but I did not. So what I’m going to show us here is that up at the top, there was a blueprint that’s going on the blueprint is this area up at the top?
And these are the only buttons that you should really need to touch. And we only get so much space. So I have to, like, abbreviate some of the words in what’s going on. But in each one of these, these are the only buttons you should have to touch and you should be able to type in anything when it comes up and you have a in the word that comes up, you just type the information in.
So that’s where you will be putting all of your information in is just by going through here. So if we’re looking at this, we’re looking at the Mathes file and we have an address here. And what we see is the current state in which this person’s app. So if we analyze the current state, what we’re going to see as this person happens to be an active listing.
So it’s explained to us here and they have a contract. So it’s an active listing with a contract. And they’re during their option period, which is explained here. And they are now, in our estimation, fifty five percent of the way completed. So that number after it is a percentage towards completion. OK, and these blueprint items are where you would be clicking and moving them forward to take the next action. OK, and that those are the only actions that you should need to take.
Now, I’m going to show you on the back side kind of what’s going on here when we do this.
So Rachel asked a question, can we rename contact a client? But no, because they’re they’re really two different.
There are two different yeah, there’s certain modules and limitations on which we can do so, I just wanted to yes, there’s so the answer is no, but like, I understand why you’re asking, and that does make sense. So as we’re looking in here, what we have is the start of a new action plan and or a new work, a new blueprint. So the words a blueprint that I’m looking to find, there’s all types of technical jargon within here. And the coding that’s put in behind here is there’s all these different links in which people can move from one status to the next status and continue to move around. And at this point, when you start it, they start with a listing presentation. So right now, we’re assuming that the person had a listing presentation that was now set up for them. So I’m kind of starting in the in the middle when you would first set up your first meeting with a listing presentation. So I jumped into the middle of it, which is amazing. And then what you’re going to have is the option to have two different things for you. So what I’m going to have over here for us is on the left. You are going to have an onsite meeting that you can have or you can have a virtual presentation.
So there’s only going to be two options or two buttons for you. So when you’re at this status of setting up a listing presentation, you’ll have two choices and you would go A, it’s going to be on site, or B, it’s going to be virtual. So those are options. You pick which one? And then what it does is takes you down to the next item underneath it
through a transition. And what you’ll do is you’ll click on the next one and then you’ll have some information to put in when this takes place. And at that, then what you’ll have is what is completed. And at that status, you’ll be putting in some items on our side here.
What you will have are certain items. And Omkar, maybe if you could move us just a second here, maybe you can get rid of me for a minute if necessary. I don’t know how that works. All right. So it’s just a screen call. So when we’re looking over here at one of the transitions and as we put stuff in, this is what we have coded on the backside. So these are each different fields that you, as the agent are required to enter through each different data points. And when you put these in, it’s building the file in allowing you to put information in as you progress from one status to the next. And if you simply follow the process and pick A or B, whichever your options are, and continue to walk through, then you’ll be pushed through the process correctly. You won’t have to mess with anything down below. The only thing you should have to touch are those buttons at the top or to upload and send some documents to Stacie within within Zoho so that ‘s all you have to do is kind of touch those couple of buttons and each one of these different fields is going to prompt you and tell you what it is.
It’s going to be a tooltip associated with it. So if you’re not sure what it is, hover over the button and there will be a button that you can hover over. So I would show you over here. So what we would be able to do is we could go ahead and edit this. And what you’ll have is a couple of buttons to show up. And as we look on this page, you’ll have one of these items and these are called the tooltip, and it tells you exactly more words on what it is. So if you’re not sure what the field is, hover over that question area. It’s kind of like an Attalah sized eye and that will tell you exactly what you need to enter. Sometimes you’re not sure if it’s a percentage, if it’s a word, if it’s a text, if it’s select from a dropdown. I understand that sometimes it’s not sure on exactly what you put in there. So that is what you’ll do is hover over and you get all the details.
Ok, so OK, so that’s how you’ll kind of walk through each of these different stages and go through and continue to put information in. Now, when you get to this point, there is different decision links that are built into the system. So you can go through and you can branch the left, you can branch the right, you can put a person in a poor status. There’s different things that go on when you get different states. It triggers different things that go out. It’ll trigger a reminder message maybe to you at different points, messages to us, messages to the client. So keeping your client at the correct state is going to do a whole bunch of things as we walk through the process and just staying on task. So what we have in the database is there are several different types and maybe we’ll go back to just looking at me for one second. OK, very good. So now we’re back up here and I want to kind of describe that there’s a few different types of transactions inside our databank. OK, so the different types of transactions you’re going to put in are a buyer, a seller, a lease and a tenant.
Mm hmm. OK, so there’s four different types and each one has a very specific blueprint or workflow associated with it. And each one of those all you have to do is select what it is and then you walk through the whole process. OK, so what I don’t want to do is go through any one of the whole things with you right now. But what I want you to understand is that every single person starts as a new contact, a new friend, sorry, a new friend is where they all start. So let me walk through and I’ll show you how you input a new friend and what you do there. And that’s where every single one should start. Yeah. And then you simply walk through and continue to fill the fields in and then you’ll convert it and we’ll go over that part. So I don’t want to walk through each of these things, but I want what I want to show you is rather kind of how it works. So if we go back and I show you the screen and I go to the CRM and I go to friends, and this is where we would start.
Now, in my view, I have quite a few people that come up here. So what I’m going to do is click on the new button. So I’m going to add a new friend. OK, you can get to that in several different ways. But the new friend is where you would start.
And as you put the person in, you’re going to see that there are several items that are highlighted, OK? And those are going to be required that you put in. So the required fields are going to be first name and last name. Actually, first name is not required. If you just have the last name, then that’s going to be acceptable. But you should have the person’s first name, email address. Cell phone number and then source how they came to you so that we can follow that we want to categorize it and make sure that we keep track of each thing. Now, where you start off here in the corner, when you’re creating a new friend, there’s going to be those same type of they’re called layouts that we spoke about. So if you’re speaking with a person for the first time and they are a buyer, a seller or a landlord or a tenant, those are the four options you have.
So you would start in the upper corner with the first time that you’re putting somebody in.
And if they called you up and said, hey, I have a house to sell and you have some basic information, then you would select a seller and this information would change just a little bit. And it become seller specific.
If it is buyer specific, that’s the default situation, which is first OK. And then underneath there is going to be a landlord and then there’s going to be a tenant in each of these is just slightly different based on what we have going on.
Ok, but let’s first just assume that we’re entering for the first time a new buyer who’s going to be put in the system, who you just spoke to for the first time. And this is like a lead, right? So this is where we officially start.
And what we’re going to do is we type in a name and I will call the person test and then their last name will be Buyer one. And then I would type in their email address.
And they have an AOL address because they are super, super modern, I will type the email address and I will put the source in. Now the source is going to be where they came from and it’s going to follow through the list. So this would most likely, if you as an agent are entering this, it’s going to be a personal connection. So you’ll click on the personal connection link and then you’ll be good, OK? And then I will go ahead and save this. So that’s not a valid please. And to add to that, OK, it test.
All right, so we have now created a new lead or a friend, right, the system sometimes calls him late, sometimes friends, but we’re trying to be very, very clear in the vernacular that they’re a friend. It’s important to not confuse them, especially with the client. Mm hmm.
So now we have this person and we will go ahead and be able to enter some information on them as we have a conversation. So if we had a first time conversation and I was talking with Shawna, so we have Shawn here. And as I speak with her on the phone, she gives me some additional details. And as I talk with Shawna, then I would go ahead and add those notes into the system. So my first the first thing I’ll do is I go up to my list and I would add a note and my note as I’m speaking with her, if I’m in a perfect situation sitting in front of the computer as she typed, I would type in different things that would help me out. So I might not be trying to fill out every field. If I was in front of the client, I would just be typing things in the free fall form note field with each of the details, knowing that I can copy and paste it in later rather than going around typing those different things. So that’s just a helpful hint that I that I traditionally do when I’m here. So if I was typing in notes, I would I would be putting in things like that were relevant. So wants to buy in two weeks is when she wants to actually purchase the home, wants to see homes tomorrow at 2:00 is what she told me.
Her husband is a really nice guy. So that was the note that she gave me and she says she has three kids and that was relevant and I as D was important to her. And that’s a note that helps me kind of understand things. And maybe I put in something about the price that she wants and the location. And maybe she also gave me a note of a specific property that she wanted to see. So I would type in the address of the meeting location. And in addition to that, maybe she gave me an email address. That’s not a well, she’s like I always use my AOL address for scam’s and now I updated it. And you can change by AOL. Yeah. Sometimes people will give it like a weird address and they want to update it. So here’s the new email and she’ll type that and I would type in that email that she has. So I’m trying to collect as much information as I can to make the meeting run smoothly and to set things up and to walk through and kind of validate what’s going on. And if I got all of those different notes, then I can add a title and I like this just to organize myself.
Yeah, it’s easy when you have to go back and sort and look.
So I would put in my first time phone call on this.
And if I had to tag somebody because there is something else that was going to go on in this, then I could simply do that by typing the at sign. And maybe I needed to give a note like this to Katie because there is a reason that Katie was going to help me on this. So I might type at Katie in here. And then when this is closed, Katie gets tagged and notified of the exact note I put in and it links her right to the person. She can click within it and be fully notified. OK, so those are the things that go along there. If I wanted to input a a document that I could there. But that’s not how we want to really attach documents in the perfect scenario. So we’ll show you how we want to do the documents getting getting added. OK, but as we kind of walk through it, those are some of the details you could say set a weblink in their eye for best practices. If we purchased a lead from somewhere, then the information is normally linked in there where we have the full the full lead details. But if you had somebody email you something or you got some type of initial lead details that you want to have associated with it for later, that you think something might be misspelled or you want to just have it to verify or there’s property information or anything else. I like to copy and paste that into whatever the note is. So I add that into the notes and it becomes part of the log if it’s a referral from somebody or whatever else that happens to be. So now at this point, it is the first time. No. And I have each of these different notes in here about what Sean is doing and what’s going on be detailed.
These things help you in the future.
Know, they really do as many notes as you can put in is going to be better for you guys, you know.
I will say, and I’m going to point this person out, is Linda does an amazing job at notes, and if she ever calls me and says, hey, I have a question about this transaction, I can go into her notes and see everything and know exactly what’s going on. It’s incredible. So, you know, you may have to go back to that, refer back to that, you know, next year and you’re not going to remember everything. So put as many notes in as you possibly can.
No, that’s really, really that definitely makes sense. Now, as we go through this, we can look at it and I can add in some of the details from what Shauna just spoke with me about. OK, so from when I’m in here, I would not look over this and we see transaction amount. And as we type in the transaction amount, I would put in whatever that number that is. So I mean, Shawn is a baller. So we’re going to say that she’s putting together a two and a half million dollar house and we’ll put that number in. And I think that’s enough zeros. Maybe there’s more about that. I did not meet her in an open house and I would look at the deal class and the deal class that we put in is going to be selected. If you’re a normal if you’re a traditional agent on the experience split, you’re going to put in your personal split at ninety percent. So you go ahead and do that. And if they happen to give you a different phone number, for some reason, that’s not necessarily their cell phone, then you can put that in here. It’s kind of like phone number two that you would put in if you needed to buy mobile phone is a number that we want to put in here. This is their main phone number and we can send text messages to this number.
So that’s why we properly identified as a mobile number. And how you see that is because you can highlight over it. You can see the difference in the distinction on what phone phone is versus what mobile is. OK, so you go ahead and select that. There’s not a referring agency called in directly. If there was, you could go ahead and select the referring person and their realtor status. And this person here would be you could put in their status on where they currently are, that this pulls in from from some of the forms so that is what it is. If you’re looking at their current housing status, then what you would do is kind of put this in here in this helps us understand what’s going on next with them. So sometimes a person might be living out of state, moving in, have a current home to sell, and there’s just more details that you want to have. So this person is a local seller, and we would help them. So Sean is moving from one home to another and we would like to help her on both of them. Sometimes I already tell you that they already have an agent or whatever it is. So we put in the details that we have and that helps us out. If we had an address on the property, we could put it in there.
As we walk down through these, I’m going to just identify what some of these fields are and why they’re there. So this will be some helpful info if you want that. But if you can read, I guess you can hover over it and you can understand exactly what they are. We’re trying to collect some information that might not seem relevant to you now, but the more information you put into the system to help us out, the better off you’re going to be. In general, if you fill in all the fields and you understand that, then you’ll be better off. I think a better use of the time might be for me to identify all of these at a later date and put a video and record that was really quick to say that. So I’ll put a note together and you guys can get to that and I’ll share that later on and you’ll be able to see what all of these fields are and why they’re there. Yeah, with greater detail.
I just want to make sure that, you know, when you get a person, how you put them in and progress them down and they start as a friend.
So what I just did is I went ahead and save. So I did that. I want you to also know that you can I’m going to go back to just just usno is you can save that person and then you could edit them on your phone or you could edit on your iPad or whatever happens, that debate, it’ll also show up in your your your notebook or whatever you happen to be carrying around with you. It’s a multiplatform device. So it’ll work or the CRM is multiplatform and it works across all the different places. There’s a slightly different way in which you enter it on each one of them because it has to be it’s kind of laid out differently. But that’s how you would go about it.
I will say something in the notes. I’m going back to the notes. You know, when you’re just finishing up an appointment and you don’t have to go all the way back home and try to remember what you’re doing. So there’s a way in your in your app. What you can do, talk to text and it’ll go into the notes, so sometimes I mean, you need to look at it because just like when we do talk to text on our phones, some of the words get misconstrued. But that is really good. If you’re going through and you’re locking up a house, get it on and just be talking about your summary and your notes and then it’s done and then you don’t forget. So I strongly recommend that you use the talk to text notes. I’m a huge fan.
Yeah. No, that’s a very, very good note on how you would do that. Yeah. Highly encouraged. Follow unsureness tips. That’s an important one. So maybe a hit like the hit a note. So people remember this one here. What. I don’t know. Something on the red thing here is to a question.
No, that was not what you wanted. You wanted to have people like understand. That was a key point you just made. All right. So that’s good. One point for showing up. All right.
So Stacy asked a question. Do you always have to start a friend or can you create a household with the contact attached so it depends where you are and how advanced you are as an individual? OK, I for purposes of what we’re speaking on here, I would always like you to create the person from scratch as a friend. Best practices are to always put people in immediately because you forget. Right? So it’s always best practice to put people in immediately.
And you may meet somebody that you don’t know if they’re going to do real estate with you. Right. But you want to you’re out networking and you meet somebody and you want to put them in, then that’s the way that you can put them in. And they’re not really there. They’re not identified as a buyer, a seller or really anything.
So putting them in right away is is a key point in starting them as a friend is the best place to absolutely start. Well, now there’s a conversion process when you go ahead and convert the person. Now that happens when you have officially set up a meeting. So the whole friend status is you go on the whole time and you put in an increasing amount of notes until such time that it is converted or set up. Now, the setup process is just the same type of thing that you would consider with Katie. So Katie is converting and setting up a person for you as part of the friendship division when the person is setting up a meeting and agrees to meet. So it’s not that they have a signed by representation agreement with you, but it is the fact that they have said, I will meet with you, and that’s when we set up the conversion there. So, Katie, Stacy has a question of do they really have to start as a as a friend? And I would say, yes, they should. But the reality is that they are then converted to a client or a contact right within the system at the time when they agreed to meet with us. And what they’re doing, this is saying, I want to set a meeting up with you and that meeting like I would refer back to and show this. So I’ll show the just the screen. And just to screen, if we went back here to the transitions, let me go and see if I can get back to where I was.
So I’ll go back here, but I want to show you visually what we’re looking on the backside, because maybe that maybe that helps you out. So we have this up here for this buyer that we’re going to set up a first time consultation with them. And it’s kind of like setting up either a consultation to go look at properties or to go meet them to list their home for them in some way, shape or form, either remotely or in person. So what we’re going to do is set up a buyer consultation the first time.
And what it’s going to be is it’s either going to be in person or virtual. And we walk through the whole process of setting up that buyer consultation and it goes through and there’s a whole logic series that’s built into it. And all you have to do is follow the steps along the way and fill in each blank as you’re presented and look at what those fields are and hover over it and take a second and glance and read it. And then you’ll understand what to do. And that walks you through the whole process. And the only things you really have to remember are going to be that you have a buyer, a seller, a lease and a landlord. OK, so those are the four different types of views that you would have. And then you have a client in a household.
So you have Mike in Shawna and Mike and Shawna household, and then you have a transaction associated with it. And the transaction is can be that they’re buying the home and they’re selling a home. And there’s different things in each one and in each one. You have to keep them progressing. So the reason that you have a purchase transaction is because that transaction has all the details of the purchase with it and it could be at various different stages. And then you could go ahead and look at it and see what’s going on. If there were a seller and we’re there on that stage because you can be progressing at the same time. And sometimes people like, you know, hey, can you send all the information? Maybe Sean and I make this
decision. Can you sell all the information to Mike? Because Mike is really in charge of selling the home, if that’s the case and Sean is picking up a new home. Right. So Shawna would want to get some details on selling the home or on purchasing a new one. So we’d be like a primary for each each step one.
So I think Katie brought up can we share the blueprint buttons to show how it how they would see it at each stage? So if you go back to your buyer test.
Yeah, I can do that. What I want to show you, though, is that I have different buttons than you would necessarily have. Yeah. So what I have are like some edit buttons and I can move things around in different positions.
Hopp, I mean, I’ll show off the buttons in the permissions that you would have at the top so you know where it’s located and where you click to take it to the next the next phase.
Yeah. So as we go back here to this, I would go ahead and save this person where we were at for decidedly.
And up here are the different buttons that we’d be able to click on. OK, so what Shauna would have state. So yeah. So this current state on the map, this deal, you can look by just kind of reading it at a simple glance and you see where you’re at. So we try to put some information in here to help you out. So the current state says it’s an active listing with a contract. So now we’re going to look exactly where we’re at state wise and it’s still during the option time frame. So it’s not outside of that. So it’s very, very specific with where the person is. Right. And then after that, it says how what percent we are towards done and then we have the different options go after that.
So from I have different buttons again, but the buttons that Shauna is going to see at that point would be over here. So she would have the option to I don’t think she actually as a normal agent, she wouldn’t have the option to restart it. So you would just have the option period or deal lost. You would have the option to end the option period or put in that you had a backup offer received. So you’re only going to have like two options. And so once you’re under if you’re when you’re during option period, you’re going to end the option and then you move forward.
So then that that that ends and completes it. And then when you do that, you click the button and an email would get sent out. If there’s an email at that stage, say like, hey, option period’s over, we’re all done with it. We’re past that. Now we move on to the next one and the progression would go along from fifty five percent to whatever the new percentages, the new state would come in and it would say active listening with contract option completed. So now we know where we’re at and where the next state. The percentage increases and there would be an Neubauten, so the Neubauten, once you’re under that place, would be to continue to move through the progression as we go down. And I would just have to walk through here. This one that I happened to have pulled up is so buya right here. Let me pull down. And as I guess I walk through one of them one time is we would go through a buyer consultation.
If I, if I walked this down, you would then go to the first time buyer consultation and then we would going to click on this one. We would be showing the person a property and then they would go to an actual buyer client. Now, once they become a buyer client, then they have the option to Stacey helps out and she submits some information. So there’s like an admin approval that has to take place behind the scenes that you don’t necessarily see. And then there will be an offer that is submitted. So once that offer is submitted, then we go down to the next one and we have an executed contract and we have to upload documents. So as we’re going through this, we would go through an upload documents and fill in fields. So this is going to be asking us some questions about this executed contract for this buyer. And it’s going to show us how far along the process we are and kind of what’s going on. Then as we walk down to the next day, we would be continuing to enter information on what is going on here with the offer. And it’s submitted. It’s accepted and what is what is going on as we progress through from each state to the X to the next date. And it just shows us where we can go. There’s going to be an upload number to the reason that we have to that uploads are broken into. Two separate things is because there are too many fields in which we have to type it in.
Ok, so that’s good.
I see a bunch of questions. Can you show the blueprint? Yes. So yeah. So I’m going to let Katie answer some of Rachel’s questions and chat those in for us so I can stay on topic here.
But Katie can grab those if we could. And as we go down, you see that Stacey reviews a bunch of things. So what she’s doing is taking care of each of these different items for you and making sure that everything goes well. She’s
looking at them, making sure they’re legible, they’re scanned, they’re signed. All those different things are uploaded. They’re saved to the right spot. She’s creating links, each of those different items, OK? And then we go down here and we’ll have option period ends and then there’s going to be financing and financing can be completed. And then as we walk through the next ones, we’ll go that we’re clear to close. And then when we go under, clear to close, we’re willing to have that. We can schedule a closing and we can have the documents that we have to sign an initial before that and have them reviewed. So we go all the way through this. We schedule a closing and at each different one there’s a different state.
So make sure that you go through this and make sure each different state that you send the paperwork to Stacy, she needs that to be able to move along and continue the process. So there’s a simple upload procedure to get things to Stacy. So what I’m going to do is remind you of got you everybody up that right now. So when we are inside here, the simple way to send something to Stacy is going to be to scroll down here and there’s an upload to Stacy in this helps out. It makes it really nice and easy. So all you simply have to do inside the CRM is click this upload to Stacy Button.
And what this button is going to do is open up and it linked right here. So it’s linked directly to the work drive. So within the work drive, all you’re simply going to do is put a new document inside here. So what I would simply do is go ahead and take kind of any document that’s here and I would drag it over and it will start to automatically upload. And Stacy will be notified that there is something new that was added here and she’ll go ahead and take it and then she’ll go ahead and process it correctly, rename it, separate it, read it, review it, put it in, categorize it. And everything is completed there. OK, so there’s a lot of information that goes on and a lot of things that Stacey does to make it a lot easier for you.
Now, there’s also an email address that they can send stuff to as well, Stacey. So Stacey is going to chat in that email address. So I get it correct. Foreshocks that and it would be a dock’s. OK, so Stacey, all chat that in any time that you have a document and you want to send it to her, if you send it to Stacey, adequacy her real estate dot com, that’s that’s better than like not doing it, but it would be best preferred. It’s not the preferred method. So it makes it easier for Stacey if you have a document, if you send it to Docs Docs at a Questo real estate dot com, if that option upload to Stacey is your best guess should be number one.
If you can’t do that for whatever reason, then send them to docs at because that’s a whole different way for her to monitor. You know, those are important. So she gets a lot of emails every day and having to filter through and you know, it just makes it difficult.
It does save her a couple of a couple of steps if you go into the transaction properly and add the document there, because what essentially it’s doing is it’s skipping the step and it’s categorized into the the upload for her. So it’s within that correct person. If not, if you send it to docs and then she has to go and read it, understand what it is and then categorize it and she puts it in the right category for you. Right. So that’s that’s better if you sent just Stacey at than it does no categorization. She has to save it, download it, find it, put it where it needs to go. So we’re trying to skip several steps forward and make it easier. So the premium way is to follow the blueprint and walk through and upload the documents to each at each place.
Ok, so I know everyone loves Zoho and I know that it’s probably your preferred thing to continue to speak on.
So when you do upload, any time you upload a document, please name it, name it, the client’s name and address, you should always get used to labeling things as client name and address so we can reference sometimes you just do the client’s name or we may have four clients with last name Williams or Mathes or whoever it may be. So just please take the time upfront to do these small, minor things. It doesn’t take you any more time to put last name and last name and address so she can identify what it is.
Yeah, no, that makes a lot of sense. And now what’s happening is when Stacey does that, she uploads it properly and she assigns it and saves it to the right place and makes a link for you. And with that link, you can now access that information in the future going forward. OK, so what I’m going to do is show you again, let me get back to one of these people, such as the Mathes. And let me scroll down here and I’m going to share the screen with you guys and show just the screen and allow you go ahead, click on just a screen. And now at this point, we can see some of these different things. It’s what it is. I scroll down just a little bit. We were on the Mathes file that we were looking at earlier, and we scroll down a little bit. And these are items that had been previously sent to Stacy and uploaded. And what we’ll see here is we have a different link that was created in each of the documents are now categorized. So if you haven’t been in here in a while, then I guess number one. And number two, let’s go ahead and understand that you can now click on any one of these documents and then you can see what they happen to be. So these are listing specific things that were put in here so that you can access them.
So this section under is five being it’s related to frescoed three D. So these are items that were actually put in here by Meggan for you. And then there will be items that are put in here as are uploaded by the client. So what we have
here is a listing paperwork. So this will have the IAB will have general information and then we’ll have executed contracts and amendments that are here. OK, so we should also have in here like cellar’s disclosure and some different items. So maybe I’ll talk about the listing. Is this a buyer? It’s a listing. It’s a listing. OK. So when the time comes, we’ll have the seller’s disclosure in each of those different things in life.
And this is something that we’re going to really crack down on because we need all of these documents in there before we can go to a live listing, because what happens is we get phone calls. People are. Calling, Hey, I want to be your friend, and then we don’t have a seller’s disclosure, and these are things that you, as a listing agent should know about the property. Anybody should be able to know about the property. So there’s there’s key documents that will be required to move these files along. And we’ve been taxed on some of these in the past. And we’re not we’re really going to have to hold your feet to the fire on them. It’s very important.
So, no, it definitely is important. Thanks, John, for bringing that up. That’s a super important point. And we are sometimes if I was to take an aside here, every time that we are asked for a favor to do these types of things, it’s actually bad and it’s not fair to the client. It’s really not. So we were asked to do things like, can I go to coming soon, early? Can I activate my listing beforehand? Because and then whatever those are, there are circumstances that you believe are valid.
However, if so, it’s going to be something that we have to override and there’s still going to be criteria that is necessary in order to do so.
So, yeah, and following the correct process and doing it in the right order and finishing everything and having it done, the reason for that is once you go live, you can’t get that moment back.
You know, when you can’t go coming soon again, you have one time that you can go coming soon, you know, and I can I, I know it’s per owner per calendar year now. If for whatever reason it changed owners, that’s a different story. But you can only go coming soon one. So if it stays on the market six months, you want to take it off and restart it. You can’t that coming soon period is to me a great way to prospect and, you know, gain momentum on that listing before it goes live.
Yeah. So you kind of shoot yourself in the foot if you don’t have all the information incorrectly, if you change your status and move it up beforehand, it works truly, truly best if you have all the information entered correctly and then you live and you put your best foot forward. So please, unless there’s some extreme case, follow the standard of doing everything and educate your client.
Let your client know when they’re always like, I want to go live this fast. They don’t understand all of these things and why it’s important. So that’s the conversation you need to have with them to explain. We don’t want to go live until we’re ready. And this is why. And it encourages them to get their there and done as well. So, yes.
So one of the items that were going to talk about next in just a little bit is contract forms and electronic signing and those types of things. Is that something that’s really quick we controlled from your computer or you want to do it from here?
Ok, that’s fine however you want.
I was just going to say, if we’re in a show, I could do it from my computer. Do you want to take a little rest or break first?
No, no, no. I just wanted you to be able to move over to your computer. So you kind of had that set up. Yeah. And then I’ll there’s a couple of other notes on here. So every document should be uploaded. And if I go back to just a screen, you’ll have them all categorized here. So under Section seven, a four cellar’s, you’ll see all of these things are start to get filled in. So you will have all of these is clickable links and with these clickable links now you can go ahead and you can share that stuff. I’m just going to go to Talking Head now and yeah. So now, Omkar, go ahead and you can get ready to to be able to show Shawna and have it and do it. That is Sean is going to join that meeting and we’ll be there in just a second for you, Omkar, by putting all of these different items in and creating these links, it seems like something that’s kind of a small deal.
But it’s a really big situation because what it’s allowing us now to do is be able to take these documents and send them out to a bunch of different people. So now that we have each document saved is a link, then we can do things like email out to the client and be like, here’s a copy of all your documents and like, here’s everything that goes with it. Or we could say, like, here’s a copy of your settlement statement, please review it, or here’s whatever those items are when we want to send them out because we started to say Miss Links, it gives us a lot of options. The system wouldn’t allow us to send attachments, so we’re allowed to send a link. So that’s why we did that now? No, it does a few other things. It keeps everything compliant. It makes it easier. It sorts a instead of having them all like put all over the place because we have so many different documents in each. One, we want to have a specific order for them to go through, so that’s something that Stacey takes care of for you.
And, you know, it really, really helps out the next thing that we can look at and maybe Omkar, let me know if we are ready on Shana and if so, we will transition over to her.
All right. So he needs just another minute to do that. Let me know when that’s ready. But until then, I’m going to tell you that there’s a simple way that you will be able to schedule your media day. Scheduling your media day is going to be extremely similar to how you schedule or update some documents to Stacey. OK, so I will show that off here in just a second. But it’s essentially going to be the same exact thing where you click on the button to schedule the media day from within the transaction and everything links correctly. So what I’m going to do is take just a second and I’m going to show that off if you if you want. And do I have a second home card to do that or do you need to.
Ok, so what I will do then is I’ll show that off perfectly and the way that’s going to go is I’m going to I’ll control the screen for just a second and get that going.