[0:00] Coach Emily Terrell: Started it and telling us she's from Seattle. Texas, love it. Boston, Chicago, Long Island. It's going so fast, it's hard to read. Mississippi, Panama, fantastic. Montgomery, Texas. I've never been to Montgomery, Texas, though I was in Kerrville the other day because my kid plays baseball there. And apparently, ooh, Oahu. That was actually where my honeymoon was a long time ago. Perfect. Welcome everybody, Sioux Falls, South Dakota. A friend of mine lives there. Clarksville, Canada. Back again. Coach Jeff is here. McKinney. I believe last time I said I used to live north of McKinney. Melissa, or I said. Well, I know I said it, but maybe to the same person. Irvine. I love it, guys. Well, everybody is jumping in. I can see it going up. With more and more people coming into the.

[0:59] Coach Emily Terrell: Panel here. Let's go. Okay, so excited. Oh, Coach Christie's here as well. Coach Catherine as well. Hello, everybody. Okay, well let's get started. Now that everybody's rolling in, they can definitely catch up. I'm Coach Emily Tarrell. Welcome to week three of Authority Stats. Now I am going to tell you guys, if you are here, if you are on this call, and you did the homework, congratulations. This is a big deal because if you remember, I. I told you guys last week that weeks two and weeks three are tedious, but they are an amazing and a massive part of working through your database. So if you have made it and you're doing the homework and you're here on week three and you're ready to do the homework, I congratulate you and I tell you that's such an amazing job because these are the hardest two weeks. But once you get past these weeks, we're going to do some really cool things where you can actually start working your database now.

[1:57] Coach Emily Terrell: So, congratulations! I promise next week is going to be a lot of fun for you guys once we get to it. Now, to Dan, Debbie, don't worry. She said she didn't actually finish, but that's okay because you could do it, and then you could do what we're going to do today, and then be ready for the week after. So it's okay if you didn't finish today. I'm going to walk you through what you need to do for this week so that we can make sure that you get going. So, because we have a lot to get through, let's get started on it. So as you guys know, we are on the Authority Stack. This is you know I'm Coach Emily Tarrell. Just in case you're wondering, we are SmackDab in the middle. We're on session three today with the Database Referral Optimizer. Starting in October 14th, we've got Derek Caldwell. Aaron Koo is going to run us over Christmas, and then we're going to finish out right before Elite Retreat with Andrew Under. Now, we are in session three, and today we're going to go over the everybody's super favorite thing to do, and that is tagging.

[2:53] Coach Emily Terrell: I know. As I mentioned before, it's tedious. It really is. But guess what? It is necessary. So hang on. Let's buckle up. Let's just get through this week. Let's get everything done, and then we can get past it and get to week four, where it gets a lot more fun, and really effective on your database. Now, where we left off, the things that we did, we got our phones. We got the contacts from our phones, and we got them added to our database spreadsheet. Then we went through about six questions that helps you qualify the leads to determine should they actually be in your CRM, should they be on that list, and those that were not supposed to be on the list, we deleted them. We got rid of them, so we took and whittled our list down. Some people were messaging me saying that they dropped down from ten thousand down to about five hundred contacts. Don't worry, Megan. I'll show you just one second. I'll show you actually where to go to see that because I do want to show you a couple of things in the resources.

[3:51] Coach Emily Terrell: And then we also went through, and we we ran those six questions, and now we're ready for session two. Now, some of you guys went ahead and did the extra step with starting to put people in ABC categories. We'll go over more of what that looks like today. So, if you've already started that, great. If not, that's okay too. All right. So today, here's an overview of what we're going to do today. We are going to go with AI and have it run a first pass on our tagging. Now, depending on what you have in your list, this may or may not produce a ton of response for you. After that, we're going to work on ranking everybody in your list. We're going to tag them, and then we're going to start the process of getting them back into your CRM. Because after today, we're no longer working on the spreadsheets. Now, we're going to be doing directly within our CRM. Now, I am going to pre-answer the question: If you went ahead and deleted people from directly from your CRM, and you want to tag them directly in your CRM.

[4:46] Coach Emily Terrell: Absolutely, have at it. You won't be able to do the AI pass, but have at it. Go for it. So if you want to do everything completely manually, absolutely start on that. If you want to do it directly into your CRM, you don't have to do it in a spreadsheet. We just did it that way because we could run it through AI. So do that now to answer some questions. I want to go back and just remind everybody where you find all of the resources in Revvy. So when you're working in Revvy, and I'm actually show ya. All right. When you're in Revvy, if you go to the calendar in Revvy, so you're just going to click calendar, it's going to pop up the calendar. Now it's going to automatically go and filter to today. No, actually that's not today. To today. The problem is, is this isn't where you go. You go to one of the past sessions, which will be last month. So you're just going to click on any of the past sessions. You're just going to click watch reporting, and that's going to take you to the learning home. You click resume, and it's going to take you right into this dashboard.

[5:42] Coach Emily Terrell: Now, as you can see, this where you can go back and watch any of the sessions. And as you can see today, this session three. If you look, the resources, what you'll be using, is already there for you. It also already has my slides from today. So as we go through them, you'll actually already be able to have them. Now, it does say watch recording. That actually just has a placeholder video there. It says it's going to be there in 24 hours. So do check back with that. But the resources and the slides are already there. Including last week's session, where the resources and the slides. So somebody asked where those six questions were. It's going to be right there in the slides. If you scroll down on the slides, I do have all of the keep or delete questions there. So you'll be able to go and use the resources to go through all of this process and go through and rewatch and recheck anything that we've done. So hope that answered. Yep, Megan, it does answer your question.

[6:36] Coach Emily Terrell: And also, the office is putting the link. So if you just want the direct access, you can go and check there. Now let's get into today's session, because we are going to actually go through a lot of stuff. Now we are going to live walk through something. When we go and live walk through this, the office is going to put the link for it in the chat. Now for those of you that are watching this as a recording, because in a little bit people are going to watch as a recording. It'll be there in the resources, but for you guys here that are wanting to do this as I do it, the office is going to put in the chat when I talk about the prompt that we're going to use. The office is going to put in the chat, so just be sure to check there if you're wanting to know where it is. They're going to put it there for you. So let's get back to the slide so we can do that. All right. So the very first thing that we want to do is we want to go through the process of having AI try to give us some tags. Now I've tested this on a couple of different clients, and one of them.

[7:35] Coach Emily Terrell: It gave a ton of tags. Another one, it gave a few tags, and and so on. So depending on what you have in your list, this will be either really helpful, mid, or it's gonna only tag about three people. One of my passes, it only tagged about three people, and that's okay because we're just attempting to get some tags done. And it really is based on what's in the information. And because of this, because it's based on what information is there, it really depends on. It really focuses on how much work you're going to need, and this is why I say that this week is also very tedious because you do have to go in and tag. Now, are we going to go over tags? Absolutely, we will. But the very first thing that I want to do is I'm going to take you guys into Claude, and we're going to actually go through. I'm going to show you how to do this. Now, when you're learning how to do this, there's going to be two things. The first thing that you do is you're going to grab the prompt.

[8:31] Coach Emily Terrell: Now remember, the prompt is there. Ah, here we go. The prompt is there. Where you know in those resources, you're gonna grab the whole prompt, and it's not gonna be the first page, but it's everything past the first page. You're gonna grab it. Keep in mind, it's like seven pages long. You're just gonna copy the whole thing, and you're gonna paste it right into Claude. Looks just like this, right? When you paste it, it. Okay. Now from here, you're also Just going to grab that spreadsheet that you've been working on. So in this case, we're going to grab this example here from one of my clients, and we're just going to import it right there. I don't have a database that looks like this, so I used one of my coaching clients. But what we're going to do is you're simply just going to paste the prompt that I provided in the resources, and then that database that you've been working on, and hit go. What it's going to do is it's going to go through your the the task the.

[9:27] Coach Emily Terrell: Contacts that you have there, the notes and any information that you have, and it's going to tag anyone ahead of time for you. And this is going to just help you take that first pass and give you some ideas. So, for example, if you've got information, a note in there that says they bought in two thousand nineteen, it's going to tag them that they bought in two thousand nineteen. Okay. So the prompt, just so you guys remember, show you where it is again. It is in the resources. Let's go back here. It's going to be right here when you get to the dashboard. When you go to the calendar and you get to the dashboard under Session Three, it's just right here where the resources are. So all I did is grab all of this and just copied all of this down all the way to the bottom. Because as you can see, there's seven pages. I grabbed all of this and just simply copied it and pasted it into there. Now I did, as you can see, I downloaded it because it's easier to do that way.

[10:23] Coach Emily Terrell: But I described everything. You don't need this first page. Copy the entire thing. I pasted it into Claude along with that list and hit enter. It's as simple as that. So as long as you can copy and paste, it's right there for you. Perfect. Correct. Yeah, we're just adding in. And just to answer some questions, I'll answer this really quickly. So, yes, you are editing the context there directly in that master spreadsheet. You can edit them in your CRM if you want to. I've had had I've had some people ask those questions. You absolutely can edit directly in your CRM, but if you're wanting to add it through AI, run it through AI. You do need to have it on a mastered spreadsheet. If you choose not to, that's okay too. But you can do that. Okay.

[11:12] Coach Emily Terrell: And then another person asks, "At what point do we start looking clearly at everything out of our CRM?" That's going to be at the end of this session. So, as I mentioned, one of the things that we're going to do is actually get everything back into our session today. And then what this prompt is doing is it's actually going through and it's looking at everything that you have in that spreadsheet, and it's going to just give that first pass of tags to your CRM. Because now the next thing that we're going to go through, once you do that, I want you to actually go through after you've had AI. Just run that first pass of tags through it, and of course I've added some rules to the prompt so it's no, it knows what it's looking for. But once it adds those first round of tags, you're going to actually go through your database. You're going to go through this list, and you're going to actually go in and add the tags there directly. And yes, you can actually go ahead and run it live, Melissa. Now you can go in and do this process if you'd like, or wait till the session ends to go through it.

[12:11] Coach Emily Terrell: The tags are going to be depend on what's on your spreadsheet. It could be in some cases. I ran examples where it says hashtags, depending on what your CRM calls it. If it calls it tags, it could call it different things. It really depends on what's on your spreadsheet. If there's nothing on your spreadsheet, then it should add a column that says tags. So that's going to be there. I'm here in just a second. Jessica is going to add the link directly to the prompt, so that you guys can know or can see exactly where it's at. Okay. So, in saying that, right, and it's okay, and it's up here. It is there. You go. The TF team just added it in there, so you can look. It's directly to the resources, so you guys can get the prompt and you can do it yourself. Again, just copy everything from page two to page seven, paste it right into there. It's just going to run through, exactly what you know. Just to run through that first pass of tags. And like I said, in some cases it ran and it gave three tags. In some cases it added almost a hundred tags.

[13:08] Coach Emily Terrell: It just kind of depends on what you have in your database, okay. And if it is asking a couple of additional questions, just go through and answer the questions, and it'll take you through that process, okay. Now let's get back to the slide so we can actually go through how and where you should be tag or not tag, but some of the things that you should be tagging in your database. Now the very first thing that we need to do when we're looking at our tags and we're looking at, you know, how we're organizing this database, is to go through. And start looking at the ABC. Now, one person did ask, "Where do we start copying? Section one or test?" It's everything after page one. So, literally from the start of page two through seven, you copy everything. So, everything after page one. So, literally the first word on the page on two, all the way down to the end. That's what you copy. Okay. So now, when we're ranking, right, we're looking at ranking everybody in an ABC type of category, and this helps you kind of understand.

[14:09] Coach Emily Terrell: Who should get what type of attention? Right now, as you can see, Jessica said this is an introvert's nightmare. Absolutely, it probably is. But the way to understand how to rank somebody as an A, B, or C is to think about this. If you were to see them in a grocery store, right? It's the grocery store test. If you hug them, or if you're an introvert, you're never going to hug them. You're never going to hug anybody. If you get excited when you see them, and you can go up to them. And ask them a question that's a continuation of maybe a conversation that you've been having with them, or a continuation of the last time you've seen them. But it's a natural conversation, and it's a very specific type of conversation. They're an A, right? They're someone that they like you, you like them, and they trust you. They will always refer you. There is never a question about it. Now, if you happen to see them and you shake their hand, it is polite.

[15:06] Coach Emily Terrell: And you ask them a little bit more vague questions, like, "Oh, hey, how's the house?" or "How are the kids?" You don't necessarily—it's not necessarily a continuation of a conversation—and they like you, but they—they don't all—they don't all the way trust you. They may refer you, but they may also refer a friend of theirs as well, or they may refer somebody else. That's going to be someone that's a B. Now, if they're a C, one of two things may happen: you may politely. Do, you know the the far away wave? I don't know about you guys, but if I, I kind of remember somebody and I want to like I want to say hi to them, but I don't all the way remember them, I'll do the whole, how's it go? Like how's it go? Like I'll do the, the I'll do the far away wave, which is the like, oh please don't come over here, but I'm waving to you because I kind of remember who you are. Absolutely. Right. So that's gonna be a seat, or or you walk right by them. Right. You're.

[16:05] Coach Emily Terrell: You're walking right by them because you don't know who they are at all. Right? That's going to be your C people. Now that doesn't mean that they won't refer you or that they won't eventually come back to you. But you don't really know them. And in this case, because of what we did last week, they still are interacting with the content and they're responding to you in some way. Maybe they're looking at your website, but you don't really know them. They don't trust you, and they may not always remember that you're a real estate agent because they may not know anything personal about you. Those are your Cs. So, once we've you know we've identified that, do keep in mind that not everybody is an A. Just because they're a past client doesn't necessarily mean it doesn't automatically make them an A. And just because that they are, you know, that they've referred to you before doesn't mean they've always stayed an A. And as you can see, people move. They can go from a C to an A and an A to a B. They can move in different directions.

[17:03] Coach Emily Terrell: And it may just because maybe you guys aren't as close anymore, and now they've become more close to somebody else. Maybe it's your hairdresser that referred to you for years, and you know you stopped going as much, and so now, or you go to someone else now, and that person is no longer an A, right? So we want to go through and make sure that we are being realistic of who are our A, B's, and C's within the groups, so that we can keep track of that. Yeah. Now these are just going to be tags. Right, you're going to tag them A, you're going to tag them B, or you're going to tag them C. Now they'll be used, and especially next week, we're going to talk about how some of these tags come into play and what you do with some of them. Now, after you've ranked them, right? So you've ranked them A, B, and C. You also need to go through and add specific tags. Now, why do we add tags? Tags are important to help us organize a couple of things. Number one, when we get to next week.

[17:58] Coach Emily Terrell: We are gonna do things like filtered lists. Filtered lists help you understand who you need to reach out to and when. Imagine sitting down your computer and you don't have to guess who to talk to. It just automatically tells you every day, right? That's the power of a filtered list. You can't have a filtered list unless you have tags to set them up on. So we need to make sure that people are tagged appropriately. The other thing that you can do is if you are doing things like running your marketing calendars. Because yes, we will get to marketing calendars. I think in week seven or eight we're gonna get to marketing calendars. And for those of you that do marketing calendars, it's much easier to know to who to invite to events. And also, by the way, just because they're a past client doesn't mean you always want to invite them to an event, right? So it allows you to go through and run your marketing and organize the data significantly easier. Now, can you do all this without tags? Yeah, but you know, same thing. It makes it a whole lot easier.

[18:56] Coach Emily Terrell: So let's go through the questions and ideas that you can use to actually create all of these tags. Okay, so here's a couple of things. All right, we're gonna go through them one at a time, so I can explain why you would have each types of these tags and just some ideas of what you could use them for. Now, I'm gonna preface this: Do you have to do every single tag that I say? No. Can you come up with your own tags? Yes. I am simply giving you guys a guide. To help you have ideas of who to tag what, so I do want to preface that that you absolutely can bring your own tags and you absolutely do not have to use these tags specifically. They're just an idea and a guide to help you with that. These tags are used for any CRM. Almost every single CRM that I have ever worked with has the option to add tags and then also to do some type of filtered list. So any CRM that you're using, we're going. You can use for this. Okay.

[19:54] Coach Emily Terrell: So the first question is, and something that you should start with is, where did the lead originally come from? So, for example, that they originally come from an open house, where they were referral from a past client. Were they from, you know, a Google ad? Did they come from AI? Just whatever that original source is. And the reason we like to do those is because as we're tracking our business, we can see where we're getting the leads from, and is that marketing effective? So we want to actually we want to keep track of that to help us understand where our business comes from, and then also, you know, for example, if you have people tag as an open house, every time you're running an open house, you should go back into the database and add and invite every person that's ever been to one of your open houses to the next open house. So you're going to keep those sources organized and relevant in there. The next question is: Is are they a past client? This is kind of a yes or no.

[20:48] Coach Emily Terrell: They either are a past client and they're tagged that, you know, past client or PC, or they're not. And if they're not a past client, you don't need to tag them anything. So that's either a yes or no, past client, or or it's nothing, or it's blank. Same thing with do they send you referrals? You want to tag them if something like, you know, refer, like referrer, because they're not a referral, referrer, or something you can you can pick a word that does it. The reason is is because. Especially if you're giving some type of, you know, pop by, or you're wanting to reward any of these people, it's all they're already tagged, and you can understand, hey, that that the marketing is working, and these are the people that are actually sending you referrals. Now, the next one is, what year did they buy their house? Now, why is that important? Under oh, Tia referral partner, absolutely could be that. But what year they bought their house, and why is that so important?

[21:45] Coach Emily Terrell: Because if you're sending out an email about home equity to someone that bought in two thousand nineteen, is going to be a completely different email to someone who bought in twenty three. Imagine sending an email to someone who bought in twenty three that says, "What are you going to do with all this equity you have built up?" and they send you a you know hateful email back that's like, "What equity? I'm negative right now." You mean what am I going to do with the debt that I have? Like, what you know? What am I going to do with that? Right. So we want to keep in mind that we can tailor these emails or the emails and the marketing that we do based on you know groups of how they bought their year and stuff like that, or when they bought their house. Sorry, and what was going on specifically in that year? Now, does it have to be the date they bought their house? No, I wouldn't recommend that because that tag is way too narrow.

[22:40] Coach Emily Terrell: I would recommend doing something like you. I have some clients that all do the month that they bought, but most of time they'll just do the year so that we can create marketing campaigns that are based on what was happening at the time they bought, and how that's changed. Okay. Now, one person did ask him, and I'll answer this really quickly. She said, "If we're using tags for filtered list, is it a good idea that tags would overlap? More tags may mean that they get duplicate marketing. They can. They absolutely can get duplicate marketing." But a lot of times, when I create filter lists, it'll tag a few things, and they only show up on the list one time. But we're going to talk kind of about that here at the end, Tammy, and so it'll hopefully clear that up for you. Okay. So, going from there, what rate are they sitting on? Now, this one kind of is an idea of the idea of when rates change. You want to be able to update people with the most.

[23:38] Coach Emily Terrell: Current information that's happening. So, for an example, if rates drop down to a four right now, people that already have fours, you're not going to necessarily send them any information. But people who are sitting at sixes, you're going to send them, or sixes, sevens, fives, you're going to send them an email that you know maybe offers them, like, hey, here's a lender that you can look at refinancing, or hey, what having a four percent interest rate gets you in buying power right now. Right, so it gives you an idea of like what could you use as marketing, you know, as you're looking through stuff, and you don't want to now if it's let's say their rate is six point two five. Again, you don't want to rate that specific or tag that specific thing six point two five. You want to rate or you want to tag something like rate six. This way, it gives you that rate group. It kind of gives an idea of where they are, and so you can send marketing that's a little more specific to an entire group of people. Okay.

[24:35] Coach Emily Terrell: All right. Are they an investor? Again, this is showing: Are they an investor or not? Did they ever mention that they would like to invest with you? You know that one day, oh my gosh, our dream is to buy an investment property. Those people are going to be marked investor. If they have never mentioned, they're not an investor. We don't. We're not going to mark them as investor. We're simply going to leave it alone. We're going to leave it blank. Okay, so we're going to look at, you know, what is, like, are they an investor? Do they want to be an investor? Is it something they've ever thought of? Now, an example of how you can use that marketing, you know, one of the things that if you've looked at listing leads, one of the things that listing leads has on there is the idea of the deal of the day or the deal of the week. So imagine you go in to find your deal of the week or your the property that you're going to highlight that week, and it's a potential investment property.

[25:33] Coach Emily Terrell: Now, you would use that tag as you would put up your story, or you would put a reel together about that deal of the day, a deal of the week. You're going to go into your CRM and find everybody that's tagged. You're simply going to find all the people that you have tagged investor, and you're going to send that reel to them. You're going to send that story. You're going to send that property to them. Now, what you're doing is you're showing them, or you can text it to them as well. You're showing them that you remembered something that they sent to you. Now they may not buy it, but you're being in front of them again, and it's in front of them for something that's more specific than just, "Hi, I have a new listing." You're getting in front of them and saying, "Hey, here's something that you may actually care about." So it's just being a little bit more specific on the marketing that you should already be doing in your database. Okay, so let's go back to some more tag ideas. Okay, do they get your newsletter?

[26:28] Coach Emily Terrell: This kind of a yes or no. This helps you keep track of are the people already on your newsletter list or not, because in theory you should have your newsletter set up for you know everybody in your in your database that agrees to it, right? So this a great tag just to tell you if they're on the newsletter or not, so that you know when you're doing your one supporter review of everybody on the newsletter list. You can compare that with your CRM to make sure that there aren't anybody that needs to be removed from the newsletter, or there aren't people that you're missing in your database that need to be added to that newsletter list. Okay. Does anybody have questions about these tags specifically? Because yes, I do have another page of there. Okay. Sony did ask what's a good solution for newsletter creation and sending. If you want to send me that question on Instagram, I can walk you through some projects I have of that.

[27:25] Coach Emily Terrell: And if more than one people want that, then give me a few minutes. I can get y'all something together. But that is not necessarily something that we're gonna go over here. Okay. So it looks like some people want that. So I am gonna tell you guys this: in about an hour, in about an hour, DM me the word newsletter. I will send you guys a Claude project that you should create for that. But give me an hour. Don't do it right now because I gotta put chat together for you guys. I will send you guys a project that you guys can create to create that newsletter. Just give me an hour, then DM me the word "newsletter" on my Instagram, and I'll make sure I get that put out for you guys. Okay, let me go back. Let me see. Make sure I didn't miss any questions here. Okay. Oh, you are getting okay. Good. So somebody did mention. Lauren mentioned that it only tagged 171 out of 15,000 contacts. I am going to point this out. 15,000 contacts is a lot.

[28:23] Coach Emily Terrell: Is that a really like? Is that following the? Should we delete some of those people? Because remember, the point of a client relationship manager is to maintain relationships with people, and it's almost impossible to have a relationship with fifteen thousand people. So, are they? Should they all be effective there? And then, like I mentioned, that prompts some people. It's going to do a whole lot. Some people are just going to be do a few, depending on what you got in there. Okay, cool. And then I'll go back at the end to tell you guys. Where the recordings are again. I'll just remind you there at the very end. Okay, and then yes, Cynthia, the office is going to put that link right back in here in just a second, so you have that as well. Okay, let's go to the second page or tags. Let's keep going and pushing on. So we've got that. Okay, now there are there's two tags that you guys can do for location. Okay, there are two. I mean, technically, I was using me as example. I would say three, but let's go over the two examples I have in here. Okay.

[29:20] Coach Emily Terrell: My Instagram account, just because somebody just asked that, it's just Coach Emily Terrell. So you've got that in there, okay? So there are two things to do for location. There's two locations, right? One is where they currently live. Obviously, if you know that, right? One is where they currently live, and then the other one is where you would they would like to live. So, for example, me, I currently live in a town called St. Hedwig. It's this big. It's tiny. It actually has about two thousand people. Now, if for whatever reason, if I I don't plan on moving, but let's just say the perfect house showed up, I would be willing to move and only to the Lubernea, Texas. That's it. Now, why why is it helpful to have me tagged those two places? The reason is, is because if you have a new listing or something important is coming up, or you want to share market information about either one of those two places.

[30:19] Coach Emily Terrell: You should send it to me. Now, why? Especially if it's a new listing. I want to know about new listings in my area because I'm like everybody else, and I'm nosy. I'm nosy as shit. All of you guys are probably nosy. All of your clients, everybody in your database is nosy. They want to know why, ah, like what's going on. I mean, you know, it's that concept that this may offend somebody, but it's that idea of you know, real estate porn. Right, we may not want to buy, we may not want to sell, right, this moment, but we sure as heck want to look at, we want to look at houses, right? How many of you guys going on Zillow and looking, you know, online? Your clients too, absolutely, right? You're looking at that, so that's why you would always send someone like me, or really any of your clients, houses that are for sale in their town. Now, in now, I can do it by towns because again, two thousand people.

[31:12] Coach Emily Terrell: And then the next town over only has 2,400 people, so it's the entire town. It could be a subdivision. It could be an area of town, depending on what your what specifically is going on in your area. Now, why would I look at? I love it, Michelle. Absolutely, send it over, Lavernia, Texas. I'm excited that somebody knows where Lavernia is because it's tiny, of 2,400 people. But why would I want to know about listings in Lavernia? Because even though I'm not buying it specifically, I'm not looking actively looking for listings in Lavernia. If the perfect house were to come up, I would buy it. It's the same way I got my car. I wasn't necessarily looking to buy a new vehicle, but you absolutely bet that when I found the perfect—I have a Nissan Armada now. When I found that car, I absolutely was like, "Yes, this is exactly perfect," and then I bought it, right? Because when that perfect property were to come up, I want to know.

[32:07] Coach Emily Terrell: So send me all of your new listings that come from those two towns, and that's how your clients are going to be as well. They're never looking until they find that right property, right? So we want to be able to tag them and let them know where those listings are coming up. And this way, you're also avoiding sending that to your entire database because you're going to get people that they just don't care, right? You're going to like they just aren't going to care. Specifically, like there's a. If something weren't be on the other side of town, I wouldn't care as much. So, tagging them the two locations where they are, and where they want to be. Now, here's the question: What if you don't know specifically where they live? That's okay. Don't put it. What if it's like an open house lead, and they've been looking at your website, so you kept them in your database? Okay, amazing. Where did they visit the open house? Right? Was it in Alamo Heights? Was it in La Vernia? Where? And I know y'all have.

[33:04] Coach Emily Terrell: Some of you, maybe like one or two people, may know where these people are, right? But maybe they have, maybe they, you know, are in a specific area. Maybe they're in Dana Point versus Newport Beach. I really hope those places are near each other. I just remember seeing them, right? Maybe, maybe they're in those specific locations, right? So we want to, or you, like you did this open house in those specific locations. We want to make sure that, you know, we're tagging them as best we can. So. And especially, like if you're doing an open house, a great way to keep track of this going forward, right? Close enough. Thank you, David. That those are close enough. I have no concept of California. Sorry, I know where Anaheim is because that's where the office is. Okay. So, but you know, we want like if we're doing this for open house now, moving forward, the best way to tag them is to tag them open house from the beginning, and then tag them that location right from the beginning. Okay. So.

[34:00] Coach Emily Terrell: Now let's go back to the list, right? So we've got we've done the two locations where they live right now, if you happen to know, and then where they want to buy next, right? Now we can talk about what does their what does their current home have? What characteristics does their current home have, right? It does a couple of things. As I mentioned right now, this is going to help you with like a CMA equity list, right? It also can be effective if you're You know, let's say that you've got a buyer that is looking for something specific, and you want to do your version of "I have a buyer," right? Because let's say that buyer is not really looking for a specific area, or maybe they are, but or they're just looking in general for a house with a pool. You can now go to your database and send the you know emails such as "I have a buyer" emails to people within that database that have things like a swimming pool, right? You can actually go in and start.

[34:55] Coach Emily Terrell: Reaching out to specific lists instead of the entire database and sending out emails that don't apply to most people. So we want to go in and you know have those characteristics of things about their homes. Now, you don't have to get super specific, right? You don't have to say they have a, no, like they don't. They have an office on the second story. You want to do things like general things like pool, or four bedrooms, or acreage. Texas acreage is a really common one. Right now, what's funny is I would consider acreage like 50 acres plus. I would just consider like my house. I have 1.25 acres. I would just say big yard. Right, those are the characteristics I would have. But for you guys, determine what characteristics of their home. Yeah, Coach Kelly said horses and barns. Absolutely, right. Having those characteristics because if somebody is looking for something specific, you can run the I have a buyer email and letter campaigns.

[35:52] Coach Emily Terrell: To those people that you know have those characteristics, and then also when they're looking to buy, now you've already shown them that you're willing and able to do that because they, in theory, will have received some of those. Now, in addition to that, you can also do the flip side of that and tag them of what do they want in the next one? What do they want in the next house? Because, for example, let's just use me for example. Now I would never put a pool into my house because I don't want to do that. However, if I were to ever, if you remember, remember that perfect scenario were to come up in Livonia down the road, okay, it would guaranteed have to be a house with the pool. I will not buy a house that does not have a pool. So, now let's say that you came up with a listing that has a pool in it.

[36:46] Coach Emily Terrell: Right, you're gonna go to all the people that you have tagged. Now, how I tag them is want dash pool, because that's gonna be different than the people that already have a pool. So I'm gonna go to all the people that I have tagged want dash pool, and every single listing that I have come up that has want pool, I'm gonna email every time that I have a new listing with the pool. I'm gonna tag. I'm gonna email all of those. Maybe I'll. I could just send them like a hey, here's a listing that I have coming up. Email could be plain text. It could be, you know. A little fancier, or I could send them a reel that I have, or I could text them. You know, there's different ways of communication. Yeah, Gladys said 80 or a guest house. All of those things are, you know, accurate and things that you can describe there. But you know, we're gonna we're we're gonna be able to reach out because again, you're showing your database that you know them. You're showing your database that you know what they're looking for, and what or or what they have and what applies to them.

[37:41] Coach Emily Terrell: And then also some of the ideas of things that you can do for if you know that they have a pool, you can and you come across a coupon code for like twenty percent off Leslie's pool supplies. I don't have a pool, so that is like the best reference that I can give you. If you come across and like a coupon for that, you can send out that coupon to everybody that you know has a pool. And instead of sending it to your database because I don't have one, sending it to me is pointless. But you can send it to them, and then it's more useful. It's more helpful. You'll also have less people unsubscribe from your emails because they're getting stuff that. Is relevant to them. Okay, so we've looked at what they currently have, what they want, maybe in their next house. Then we can look at interests and hobbies. Now, interests and hobbies is a little bit of a different one. Now, Patricia did ask, and I feel like I can answer this right now. She did ask for any suggestion on how we find out about all of this from people we already have in our database. Okay, so if you know them, especially if they're your A clients, these are things you should know.

[38:41] Coach Emily Terrell: Or you know you can, but you can find them out on your B and your C. And this takes more time if you want to do that detail. Is the easiest place to find any of this stuff out is going to be on their social media. You absolutely can go on your social media, and you can research them. You can go through, find them, click on them, look at them. You know, go find some stuff out. They're 100% going to put stuff on their stories. They're 100% going to put stuff on their. Their web pages. They're gonna post all of this stuff. People share a obscene amount. Now, for people like that come in for things like open house, you're not you're not gonna really know anything about them other than they they came in on an open house or that they're you know maybe a couple of their wants and then the location. So it's okay if you don't know all of these things for people. There's not a magic number, and I'll talk about that here in a little bit about what the magic number is. Okay, um.

[39:35] Coach Emily Terrell: Your but interest and hobbies. So just as an example of interest and hobbies, we're going to use Tom as an example, right? Tom likes pickleball. Okay. Now a couple of months ago, I was going across this. My husband, I wasn't. My husband found it on Realtor.com. He found a listing where this. Okay. Now I'm going to preface you. San Antonio is a three million dollar listing. That's really big. Our average price point here is like three hundred twenty nine thousand. The last time I looked. So three million is a big listing here. Now it was, on some acreage, they put a pickleball court into their property. Now I want to tell you this was the like single greatest pickleball court I've ever seen in a residential property. It had it was completely covered with a big like metal coverage. It had one of those big ass fans, which you know like the fans that are in Costco, those really giant ones. It it had one of those over. Of course, it was poured concrete. It had built-in bleachers already at it, and then it had this little outbuilding.

[40:35] Coach Emily Terrell: Like under the covered awning. When I say covered awning, I mean big metal welded building. Somebody came and built it. It had a small bathroom and then a small kitchen, right? I mean this was crazy. Think. So what would I do with with a property like that, right? Of course I'm. You know, well, depending, I might put it on my story, right? But I'm gonna send that property out to anybody that's tagged pickleball, and I'm gonna send them an email that's like hashtag holy pickleballs or. Pickleballgoals, and I'm gonna be like, you know, you may not be looking for a property here in San Antonio, Texas. Be like, Tom, you may not be looking for a property here in San Antonio, Texas. Which, just FYI, Tom is not in my CRM, is not in my database. I would not recommend you guys putting him in there. But I would send him the email that says, like, holy pickleball, you know, like, just check out pictures 35 through 42. That is the best pickleball court I've ever seen. Because what did I do? Now, even though Tom does not live in San Antonio, probably will never ever buy a house in San Antonio, Texas.

[41:33] Coach Emily Terrell: Now I've sent him an email that does a couple of things. I've shown him that I know him, right? I've also reminded him that I'm a real estate agent in San Antonio, Texas. So maybe if he was referring a buyer or a seller in San Antonio, Texas, he would be like, "Oh yeah, Emily," right? Because I remembered something about him. And then it also, especially again on that flip side, if you've got that new listing, you come across listings and you're wanting to showcase to people, you can now show them something that actually fits. Things that they do, their interests, their hobbies, things that they like, and this is especially important if you're doing something like having an event that's specific to people that do things that are you know you can go and grab those interests and hobbies and make sure that those people specifically are invited to those events. Or if you're doing a pop buy again, specific to those people having those. Or if you have a client looking for something, now you can send them. I have a buyer, you know, or you have a specific seller or something along those events.

[42:31] Coach Emily Terrell: Now again, you can you know you can go and a lot of these hobbies. If you don't automatically know them, you can find them on social media. Okay, so going back to it, other than interests and hobbies, we can also look at things that are you know what's changing in their lives, right? You can tag them this, especially if they're like they're going to the major life changes, right? Like retirement, downsizing, stuff like that. They may you know we can kind of use them to run marketing plans. Now, this will come important when we talk about blueprints. When we get to listing leads and we talk about blueprints, but having some of those, like either about to be or on those life-changing events, is important to kind of tag people to help with that. And then, last but not least, when it comes to my examples, is do they get invited to your events? So this is going to be used to help you really keep track of who you need to invite to each one of your events.

[43:28] Coach Emily Terrell: Now I will preface this because my clients and I've had these conversations before, and the reason why this one is important and this one comes up is because one of my clients accidentally invited about 200 people to one of her events where she didn't need to. She meant to have about 25 people there. She invited 200, and so it ended up costing her a lot more money because she didn't. She unintentionally invited people that she didn't mean to. So she had people at her events that they came, but she had no idea who they were. They didn't come up and talk to her. I think they came. They got a. It was a pumpkin patch event. They got the free pumpkin and they left. So it was not an opportunity for her to network with them because she didn't intentionally need to invite them to that event. Now, also, just because they are a past client does not mean they automatically get invited to your event. And just because you know they're a friend and family member doesn't mean that they automatically get invited to your event. So do keep that in mind that you know who you want to invite to your events. That doesn't mean you have to invite them every time.

[44:27] Coach Emily Terrell: But who you would generally invite to your events, you would want to tag them. Those. Now, if you're farming, you can tag them different things. Now, how do we come up? So, I'm gonna answer this question. Oh, Alexandra had a great one. She said she's bilingual and added their preferred languages. Absolutely. And then, if they have any specific holidays. Absolutely, you can definitely go and add some of that stuff in. Those are great additional tags that you can use again to just help with that. How do you actually come up with some of those tags, right? You're going to work backwards on your. Well, I'll do this one first. You're going to work backwards on the marketing that you send. Now, for those of you that have a marketing calendar built, and if you don't, we're going to talk about them in a later session. But for those of you that have those marketing calendars built, or you know what you're doing in marketing.

[45:22] Coach Emily Terrell: Work backwards from them. So if you know what marketing that you're doing every single year, work backwards from it to help determine what would help you find those people faster. Or if you know that you, you know, like let's say for example that you know that you send out two different newsletters. Because I do have a coaching client that sends out two different newsletters every month. She sends out a senior newsletter, so she has the people tagged seniors, and then she sends out a regular. To her general database, but not to the seniors because they already received one, right? So she has them tagged two different ways. She has senior newsletter and regular newsletter. So think about what you do in marketing and work backwards to go and grab those tags. Now, the slide that I skip and is kind of something that I talked about is: is there a magic number when it comes to tags? The answer is no. There is not. There is not a magic number.

[46:21] Coach Emily Terrell: Now, Cynthia did say, "There's yeah, you can never have enough tags, right? This is true. Now, you can get too niche on tags, right? There shouldn't only be one person tagged. The idea is tags. The idea of tags is to help you identify groups of people that have something in common, so that you can work your marketing either around them or that you can find them faster when you're doing a specific marketing tactic, or you can help identify lists that you can use." So it's not specifically like you know this such a very specific niche marketing where it's like one person on a tag, but there is no magic number. Some people, like for example, if you have some old open house leads and they they are still responding or they're opening your going to your website, they're opening your newsletter, so you kept them in your database. They may only have two, actually they may only have one. If you don't remember where that open house was, then you you're not going to have their location. You may just have the word open house, right?

[47:19] Coach Emily Terrell: Or they may have two or three, but then you may have some people that are your A-ranked people that you have fifteen tags on them because you know a lot. So going through, you know, different, you know, you're gonna have like different amounts of tags for different people. So we want to make sure that we're doing this. Now, let me go back to the slides. I will answer. There are some questions coming up. I'll make sure I get to them. Okay. So, how do you keep track? Now, once you get these tags in here, let's just. Move into the future. How do you keep track of the tags? Well, one of the ways that I do is I make sure that part of all of my standard operating procedures, anytime I go to add somebody to my CRM, I'm adding a tag. So, for example, part of the process of doing open houses is I am going to actually, pro tip, if you know that Revvy AI that Tom offers, actually has a like an open house or an event attendee form.

[48:18] Coach Emily Terrell: And you can actually create it. Have people scan the QR coded open houses. You can give it custom tags, and then what they can do is when they scan it, you can actually import it directly. I think it's like four different CRMs that it can directly you can directly import it into. Just as a pro tip, but when you do things like open houses, you're going to when you put the people into your CRM, you're going to automatically tag them from the beginning. Also, as you can see here in this example, one of the the things and the steps. That my team does for our transactions is that we're going to update the client status and follow up, boss. We're going to set some follow up reminders. We do. I do primarily listings. Actually, I do almost complete listings. I think we've closed two buyers this year. We're going to set up a follow up reminder. We're going to update the client tag in there, and then we're going to just as a double check at the end, we're going to verify and make sure that all the client information is entered correctly in the follow up, boss.

[49:16] Coach Emily Terrell: We update their address, their phone number, their email address, just in case. We do that every single time that we have a closing. So this is on our buyer checklist. That again doesn't get used very often, but it's also on our listing checklist. This way, our database stays up to date at all times because we want to make sure that this process is scalable and repeatable. So it's just done every single closing. Or every time we add people into our CRM, or in the case that it doesn't want to go with these two triggers, once we find out something new, the first place that we go to is making sure that their information and their tags are correct. Okay. Now, I'm going to finish with this, and then I'll get to the questions really quickly. Now, once you've done all of this, keep in mind you're going to go through the tedious part. At this point, we need to work on once you've cleaned up your database, you removed people that shouldn't be on there.

[50:07] Coach Emily Terrell: Then you've added all the tags in. Which again, if you're doing this directly in your CRM, then then you're good. If you're doing it on the spreadsheet that we've been working on, what you're going to do at this point is you need to get the data back into your CRM. I would do the pro tip and reach out to your database. I'm going to show you how to do it on FollowUp Boss. Reach out to your CRM and have them clean it up for you. You're going to tell them this is my new master list. These are the people I want in my database. Only these people with these updated tags, with these updated notes. So make sure that your list is Matt. It's the master list. It's what you want in there. You're going to now, if you're keeping the people, tell it. Don't erase any of the current notes. Just update the tags. You know, update any phone numbers. But you're going to update that information into there. Now, I'm going to show you how you find that.

[51:03] Coach Emily Terrell: So in FollowUp Boss, when you go to Admin and then Imports, now everybody has a different CRM and option. You should only use FollowUp Boss, but if you go in FollowUp Boss, just as an example, when you go to import these clients, there's you can actually email them a CSV file containing your contacts, and they'll do it for you. So they'll actually help you with your cleanup. Your CRM is going to have that option too. They're going to have support and help. So my recommendation would be to go to them, and ask for that support. And help for cleaning up this. Now you'll actually go. A lot of CRMs have that. You know they'll again. I'm showing you these are slides, so it's not gonna have it, but they'll have that little bubble where you can chat with people. I'd recommend going to that little chat to ask for that updated. Okay. So I would definitely recommend that. Now, before session four, the things that you want to do: run it through Claude, right, to help just get some of those tags in there. Again, it may give you a lot. It may give you just a few, depending on what you got.

[52:00] Coach Emily Terrell: Then you're going to go through and finish tagging your database. You want to have everything tagged A, B, and C, and all the additional tags. And then also going through and updating your CRM into back into your database. So at this point, you should be there. Now, as normal. Oh, and then don't forget to DM me. So how many contacts came back tagged? You can definitely do that. You can also tell me once you're done, give me the updates, tag me in stories once you get some wins. At Coach Emily Terrell. Now let me go back in. I'm going to answer a few of the questions once we've got all of this. Gladis asked if we're going to be covering the stages as well. Those are going to be. That's really dependent, Gladis, on your CRM. So we're not going to be covering them. Though I can make some time next week to actually cover specific stages on there, which is different than what I've covered already. So I can add that in next week for you, Gladis, on the next call. So, Marianne asked, "How do you add tag columns into Excel if you don't already have one?"

[52:57] Coach Emily Terrell: Just create a column that says tags, and then each tag typically is separated by a comma, and then they'll be uploaded. So you'll do, for example, investor, comma past client, comma one pool, comma La Vernia, comma stuff like that. So that's how you can add multiple tags in per person, just in that one field for them. If we have a spreadsheet column for tags already, go in and upload that. The Claude prompt is actually designed to look for the column called tags and update that. So it's not going to create a new one for you. It's just going to update the one that you already have. Okay. Yes. So Micah asked for uploading this and deleting duplicates. Is the CRM going to use the most recent data? Yes, and that's why I do recommend going in and asking follow-up boss to do that because.

[53:50] Coach Emily Terrell: Follow up boss number one is really good about duplicates, where it doesn't create duplicates of the same person. So make sure that you go in, and that's where I recommend asking your CRM to assist in this, because they can actually help make sure that you're not receiving a bunch of duplicates, and they can actually go through and make sure that it's uploaded correctly in there.

[54:13] Coach Emily Terrell: Cool. All right. So again, Adrienne, again, when you're going to upload, I do recommend letting your CRM assist you with that because it will go through. It's not going to automatically delete them, and so you're going to want to go in and tell your CRM, you know, tell the help desk, hey, these are the only people I want to do, and they'll either walk you through the process on their CRM or they can actually assist you, you know, such as the example I did in Follow Up Boss. I don't actually have time to run through it one more time today, Robin. But the video will be up really quickly. They put it up really quickly, so you'll be able to actually go through and take a look at that. Okay. So Stephanie asked, how would you suggest going through and getting rates? So I know for me, my email actually has a copy because we see all of that has a copy of all of the rates in there. So if you did set it up as a connector, you could go through and start researching it that way for people. If you don't have their rates, that could just be a tag that you add going.

[55:11] Coach Emily Terrell: Forward if you don't get their rates, it may or may not. It kind of depends on the state that you're in and what information you have access to. Okay, somebody said they're looking for a new CRM with just these contacts. Would you recommend? Which do you recommend the easiest to use? I don't know necessarily about the easiest to use. I know that personally, I use FollowUp Boss. It's the one that I like to use. Not necessarily that it is the easiest. It's just the one that I like to use. It does go through, and it provides me with the best use of of what I'm doing. Okay, how do I keep track of or remember all of your tags? Because all of my tags are based on what I'm doing in marketing. So it's based on the things that I'm doing on a regular basis. So, for example, paying attention to the rates, especially like if there's a big rate change, I'm gonna pay attention to that. I already know that I have the tags.

[56:06] Coach Emily Terrell: You can also, if you want, keep a cheat sheet somewhere for yourself so you know the categories of tags that you do have in there, and that you can keep track of that. Just making sure. Let me see at the bottom. I've got a couple of things in there. Okay, cool. And then, what can be done to, what can would y'all do to be ready for the next session? So going through and being ready for the next session, there's a couple different things. Number one is to just get everything tagged. And get it back into your database. On the next session, we're not going to actually do database. We're not going to really go into AI. We're going to go and work in your CRMs, and I'm going to walk you through how you can start creating these lists so you can actually know who you need to reach out to and who you need to keep track of. So for the next one, we're not going to be really doing anything on AI. We're actually just going to be working with in your CRMs to actually be more effective within them and knowing who to reach out to on a regular basis.

[57:00] Coach Emily Terrell: So you don't actually really need to do anything other than get that tags updated and get them into your CRM. Okay, I love it. Coach Carlson said that PropStream will give you rates for mortgages. That's a great tip for those of you guys that, or whoever asked that question, that's a great one in there. So awesome, guys. Well, we are actually at time today, and so I want to respect everybody's time because we did say we would have an hour today. So if you guys have any additional questions, you know that you can go to my Instagram, and don't forget for those of you who asked about newsletter. Give me a little bit of time, about an hour, and then I'll update that. I'll update that for you guys. That you guys that do want it can get the prompt for a newsletter project that I have created already. And if not, you guys have a great day. Thanks so much. Don't forget to register for next week, and I'll see you then.