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System – New Lead – Sales Emails

Version: 4/26/2008

Table of Contents

Goals and Purpose

Roles

Sales System – 8/28/2007

Email for Missing Address

Email for Missing Name

Sales Emails for #1 Email – 8/28/2007

Email for Sales #1 – Other-Unknown-Budget-Goals-Farm-Marketing

Email for Sales #1 – Book Related

Email for Sales #1 – Assistant

Sales Emails for #2 Onwards Emails – 10/8/2007

Email #2 Onwards - Assistant

Email #2 Onwards – Agent Business

Email #2 Onwards – Billion Dollar Agent

Goals and Purpose

Purpose

The purpose of this document is to design and manage a system. This document will grow and evolve. It is critical that all people involved review and comment

Roles

ManagerSteve is Sales Manager.

Team LeaderSales Email team leader.

Melissa Eades as of 4/26/2008

AssistantAssistant are the Ishidos who work on Sales/Marketing team, including Team Leader in certain tasks.

As much as possible, use Global Ishidos for Sales Emails

Sales System – 8/28/2007

This section is for Sales/Marketing team.

Goals

New Lead team, managed by Lead Management, currently handles all incoming new leads and adds/updates in PEOPLE DB and sends first emails and letters. Sales/Marketing Team will takeover after that step, usually about one week after New Lead is received and processed.
Review and categorize backlog of 50-100 new leads in DB for Sales efforts.
Process Sales Emails for the 400-500 new leads in process.
Do Lead Qualify process to send Sales emails that are appropriate for each lead to get them to REPLY and qualify whether they are Hot, Warm, Cold or to be removed.
Top goal is to find leads interested in BAB assistant services to schedule phone appointment with Steve for a Proposal.
Get leads to reply to our emails and answer questions
Get leads looking for assistants to schedule phone call with Steve
Get leads looking for Billion Dollar Agent advice to schedule phone call with Steve
Start processing New Leads weekly, based on New Leads older than one week, once backlog is cleared.

Review and Categorize New Leads

Leads to review – the following groups with estimated current counts, currently about 400 backlog
New Lead50
New Lead – Email Only80
New Lead – Sales420
Choose a group and sort by lastname so you know where you started and ended
Review and cleanup database record. If they are missing their first or last name, send Missing name email. If missing address, then Missing address email. Send these emails first, and then send the appropriate sales email.
Missing address: If person is missing a street address, send the email for Missing Address in next section.
Missing name: If person is missing name, send the email for Missing Name in next section.
Cleanup information – correct and clean anything you see wrong with any spelling or wording.
Transactions and Gross Commission Income and Sales Volume: If anything in comments/notes mentions the number of transaction they ‘closed’ such as 10-100, or their GCI or gross commission income (revenue such as $100,000 - $1,000,000), then update information in those fields.
Status:
If blank, change to Need to Qualify
If it appears they have had some interaction via email or a Caller, leave with current status rating.
Product Prospect. This is very important field to fix. We need to code leads by what they inquired about. The majority of leads will have this record blank, some will have BAB or Billion Dollar Agent which you can overwrite. You need to read all the Comments/Activity Notes to find out what was original source of lead by email and notes to decide how to code as follows. Assign each lead to one of following. All of BAB will be for ones coming through , all of BDA are for ones coming through or any other BDA email address. If they asked for multiple things, Assistant ranks highest and otherwise just choose one. Please email to Steve anything you mark as BAB – Other so he can review and may create some new codes.
BAB – AssistantIf they mentioned interest in
an assistant. These are best.
BAB - BDA bookAsked for book or draft book
BAB - Marketing PlanAsked for marketing plan
BAB – BudgetAsked for budget/spreadsheet
BAB – GoalsAsked for any goal item
BAB - Farm MarketingAsked for farm marketing
BAB – OtherAsked for anything else or
unsure how to code.
BDA – BookAsked for draft book, book
BDA - Book – MortgageAsked for book and appears
to be a mortgage related lead
such as mortgage broker/loan
BAB – UnknownIf there are no notes to review

Group: When done with updating and sending next sales email, change Group from New Lead to New Lead – Sales so it is removed from the general New Lead groups and now moves over to Sales/Marketing team.
Replies
Always copy any replies into Activity Notes.
If lead replies and asks to be removed, then edit record and change group to Delete. Steve will later delete the record from database.
If lead replies and gives some basic information saying not interested, change Status to Cold.
If lead replies and gives some basic information expressing potential interest in future, change Status to Warm.
If lead replies and gives any immediate interest or question which would benefit from Steve answering, change Status to Hot and reply and CC Steve with standard reply stating Steve will reply within one day. As appropriate, provide Schedule Phone Appointment link.
If email bounces back, read bounceback message and try again one day later if it is unclear if email is permanently bad or temporary bad. If you confirm email address is bad, then remove the email address from record. We will later have a Caller call those leads to contact them.

Email for Missing Address

This should be sent to any record missing a full street address. For some leads with an email only there may be no Firstname. In this case, do not use the Dear FRSTNAME part of message.

Subject: Request for Mailing Address – Best Agent Business

Dear FRSTNAME,

You contacted Best Agent Business or Billion Dollar Agent requesting information in the past. We also have periodic information we mail to real estate agents.

Could you reply with your preferred mailing address for our records?

Also, do you have any current need for our part-time assistant services or anything we can help you with?

Sincerely,

YOURNAME

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Email for Missing Name

This should be sent to any record missing a full first and last name. For some leads with an email only there may be no name.

Subject: Request for Name – Best Agent Business

You contacted Best Agent Business or Billion Dollar Agent requesting information in the past. We also have periodic information we mail to real estate agents.

Could you reply with your first and lastname and preferred mailing address for our records?

Also, do you have any current need for our part-time assistant services or anything we can help you with?

Sincerely,

YOURNAME

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Sales Emails for #1 Email – 8/28/2007

These are sales emails to be sent as part of Lead Qualify process.

The #1 email should be sent 1 week after incoming lead. This is sent to people listed as New Lead and then group changed to New Lead – Sales.

The #2 and onwards emails should be sent 30 days after the previous email. Thus, they get one email per month. This process and tracking letters of alphabet should be managed by Team Leader.

Email for Sales #1 – General for: Other-Unknown-Budget-Goals-Farm-Marketing

This email should be sent to anyone who was coded as:

BAB - Marketing PlanAsked for marketing plan
BAB – BudgetAsked for budget/spreadsheet
BAB – GoalsAsked for any goal item
BAB - Farm MarketingAsked for farm marketing
BAB – OtherAsked for anything else or
unsure how to code.
BAB – UnknownIf there are no notes to review

Subject: Need an assistant or ideas? Best Agent Business can help you…

CC: Steve Kantor

Dear FRSTNAME,

You contacted Best Agent Business requesting information in the past. Can we help you grow your business?

We provide part-time assistants to top agents. Do you need to hire your first assistant or do you have a need to replace a previous assistant position or a growth position? If you are over $100,000 GCI per year, you should have a part-time assistant.

You can schedule a call directly with Steve Kantor, President of Best Agent Business and author of Billion Dollar Agent – Lessons Learned:

Just email back with your questions or status. Please Reply All to myself and Steve Kantor.

Sincerely,

YOURNAME

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Best Agent Business is a division of

Lifebushido -

Email for Sales #1 – Book Related

This email should be sent to anyone who was coded as:

BAB - BDA bookAsked for book or draft book
BDA – BookAsked for draft book, book
BDA - Book – MortgageAsked for book and appears
to be a mortgage related lead
such as mortgage broker/loan

Subject: Did you enjoy reading Billion Dollar Agent?

CC: Steve Kantor

Dear FRSTNAME,

You contacted Billion Dollar Agent and Best Agent Business requesting a free summary of our new book, Billion Dollar Agent – Lessons Learnedin the past.

Did you read some of the excerpts and did you enjoy the content? Have you bought the book at yet?

We would love to give you any free advice we can on how you can become a Future Billion Dollar Agent. How can we help you grow your business or what questions do you want to ask about any idea or agent in the book?

Our core business, Best Agent Business, provides part-time assistants to top agents. Do you need to hire your first assistant or do you have a need to replace a previous assistant position or a growth position? You can schedule a call directly with Steve Kantor, President of Best Agent Business and author of Billion Dollar Agent – Lessons Learned:

Just email back with your questions or status. Please Reply All to myself and Steve Kantor.

Sincerely,

Jennifer Oravsky

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Email for Sales #1 – Assistant

This email should be sent to anyone who was coded as:

BAB AssistantIf they mentioned interest in an assistant. These are best.

Subject: Do you need a part-time assistant from Best Agent Business?

Dear FRSTNAME,

You contacted Best Agent Business requesting information on our part-time assistants in the past. Can we help you grow your business?

Our unique new business model of a personal team of assistants is growing fast and the expertise we offer as publishers of the new book, Billion Dollar Agent – Lessons Learned ( allows us to apply the lessons of agents who have sold over $1 billion to our clients who range from $100,000 - $1,000,000 GCI.

We provide part-time assistants to top agents. Do you need to hire your first assistant or do you have a need to replace a previous assistant position or a growth position? If you are over 15 transactions per year, you should have a part-time assistant.

You can schedule a call directly with Steve Kantor, President of Best Agent Business and author of Billion Dollar Agent – Lessons Learned:

Just email back with your questions or status. Please Reply All to myself and Steve Kantor.

Sincerely,

Jennifer Oravsky

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Sales Emails for #2 Onwards Emails – 10/8/2007

The goal is to get the lead to reply to an email to help us qualify the lead. If possible, it is less expensive to get a reply via email versus a phone call. Until we get enough information from a lead to qualify, they are tagged as New Lead – Sales and Need to Qualify.

The following series of emails are more specific to their original inquiry. The goal is to provide an item of value and pose a question to get a response. All emails will CC Steve Kantor to make it easy to respond.

Finding New Leads to Send Emails:

To work through backlog, work through all pending records of a certain Product Interest. Choose the Report:

Callbacks – Group and Product InterestNew Lead – Sales

e.g. BAB Assistant

The report is sorted by Call Back date to make it easy to just edit and work through the list and Save Next. At first, the dates are old or blank since we are just starting to use these fields. Look carefully at prior Activity Notes for a record to make sure you are sending the proper next email.

If you run out of email series to send, meaning that email #4 has been sent but there is no email #5 listed in System, please email your Manager and inform them so the next email can be written for the System.

Updating New Lead in Database

After you send the email, update the record as follows:

Activity Notes:Activity notes automatically tracks the date of activity

And the Ishido who entered the Activity Note. You just need to note which email was sent:

Email #2 – Assistant – TOPIC

TOPIC will be the short description/code for email. This will make sure we do not send same email to person and note number in series to be sent.

Standard Email Format

If this is the first time you have sent any Email #2 and onwards for Sales Team, first send a test email to your Manager and wait for them to Approve the email format before starting to send emails.

To keep the text below of emails shorter, assume the following for all emails.

All emails should start with:

Dear FRSTNAME,

All emails should end with following. Please note that phone number is changed to Steve’s cell phone to get fast response and reference to Lifebushido is removed at bottom and title is changed to Assistant.

Please Reply All to myself and Steve Kantor, President of Best Agent Business with feedback, answers, or questions.

Sincerely,

YOURNAME

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Lead Priority

We will group New Leads based on following Product Prospect and priority sequence. If there is a backlog, please first send all emails pending for the higher priority Product Prospect.

Product Prospect Priority

AssistantBAB Assistant

BAB – Other

BAB – Unknown

Agent BusinessBAB - Farm Marketing

BAB – Goals

BAB – Budget

BAB - Marketing Plan

Billion Dollar AgentBAB - BDA book

BDA – Book

BDA - Book – Mortgage

Email #2 Onwards - Assistant

Email #2:Short Need Assistant

Subject: Did you hire a part-time assistant or need one?

Attachment:None

Can we help you grow your business with our part-time virtual assistant services?

We are growing and helping more and more agents. We would like to help you.

Did you end up hiring a part-time assistant or do you still have a need and would like to chat with us?

Just email back with your questions or status. Please Reply All to myself and Steve Kantor, President of Best Agent Business.

Sincerely,

Jennifer Oravsky

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Email #3:BAB is Best

Subject: Best Agent Business provides amazing value for Part-time Assistants

Attachment:Best Agent Business is Your Best Choice for Assistants.PDF

After two years in business, it is clear the amazing value we can provide top agents with over $100,000 GCI (gross commission income).

If you have an assistant or are thinking of getting an assistant, the attached summary is a MUST READ.

Just email back with your questions or status. Please Reply All to myself and Steve Kantor, President of Best Agent Business.

Sincerely,

Jennifer Oravsky

Assistant

Best Agent Business

Phone: 202-297-2393

Fax: 240-751-4247

Email #2 Onwards – Agent Business

Email #2:Client Marketing

Subject: We can help increase your Client/SOI Marketing and Profits

Attachment:System – Client Marketing.PDF

You asked Best Agent Business for ideas in the past. Here are some profitable ideas.

Did you know that marketing to Clients/SOI (past clients and sphere of influence) is the most profitable marketing and sales activities for your business?

Enjoy the attached document, an example of our services.