Call Leaders

Monica Reynolds

Monica@hellerthehomeseller.com

Aaron Simons

Aaron@hellerthehomeseller.com

Call 21 – Your Database

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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

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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: monica@hellerthehomeseller.com Aaron Simons: aaron@hellerthehomeseller.com

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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!

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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?

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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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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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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

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(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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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

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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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● 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

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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

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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

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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

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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