[4:48] Coach Emily Terrell: Hello , Everybody. Hey, we’re waiting for everybody to come in and start off. Tell me where you’re at. Where is everybody at today? Seattle, Indianapolis, Franklin. Oh, Franklin, Tennessee. I know someone that lives there. That happens to be the person that commented on it. Ah, oh, we’re going real fast today. Tucson, Jupiter, Florida, Miami, Boston, Mex Mexico. That’s a that’s a big place. Ah, Dallas, Colorado, New Jersey.

[5:20] Coach Emily Terrell: Lone Tree, Colorado. I’ve never heard of that. I’ve never heard of that. I love it. We’ve got Texas in the house a couple of times—Dallas and Austin, Denton. Now I actually went to college at Texas Women’s University for a couple of years there in Denton. Perfect. I love it, guys. The Bay Area of California. Perfect. Oh, Jonathan is recording. I love it, Jonathan. Awesome. Okay, guys, we have a fun-filled day today. We are gonna go over one of my favorite, favorite things to do. Since we got past the hardest parts, which was clearing up your database and tagging, so we’re actually gonna go through um what my fun little brain loves to do. So I love it. We got Bakersfield, California. I mean, love it. We’re from every. I don’t know where Half Moon Bay is, but okay, cool. So now that we’re all in here.

[6:14] Coach Emily Terrell: Let’s start going because we’re gonna go over what I like to. My again, my favorite things to do. So we’re gonna get right into it. I will be able, Gina. We’re gonna go over that. I’ll probably answer that question here in a little bit for you. So I’ll hold off on that. But we are gonna do this stuff, guys. So let’s get right into it because I do have a lot of stuff to go over today, and we are gonna actually go over very specifically some demos also, so you guys can follow along. So we are here in the authority stack. Don’t forget that this authority stack goes all the way through February 10th. So if you’ve made it this far, don’t forget. In a couple of weeks, October 14th, Derek Caldwell starts his AI tools. So if you have not already registered all the way through, please do so so that you can remember and you can stay on with us throughout this entire thing. Now we are on session four, which is going to be filtered list. So just as you’re looking through it, and we’re checking out this slide, as we’ve got this, you know, this.

[7:10] Coach Emily Terrell: That I built out for you guys. We are really on the last week of what I like to call the foundations of setting up your database, and that is going to be setting up filtered lists. Now, before we get into it, I do have some updates as to where you can find all the slides and resources and recordings. So I do want to show this to you guys really quickly. So if you go. Into Revy, just right there on the homepage of Revy. You see this giant banner that’s right here. If you click on this giant banner, it takes you to the Authority Stack landing page. This will be the landing page for the Authority Stack from Net. Well, checked those a couple days ago, and they built it all the way through to the end in February. So as you’re going through this, do keep in mind that we’ve got you know this is where all of your Authority Stack is. As you can see, it’s got all four of the speakers.

[8:07] Coach Emily Terrell: Here and all four of the different sessions that we’ve got going on, and then within each one, if you just scroll down a little bit, this the session we’re on. So we’ve got the sessions that have already completed and the ones that are coming up. So you’ll be able to do this now. Also, in addition to that, I’ll show you. Oh, actually, and when you click on one, let’s say you’re looking for the slides or the resources, um, you can click this button here that says Watch Recording, and it’s going to take you to that original dashboard. Where you can go and you can grab all of the recordings, resources, and slides here within the learning home. So just simply go to this main dashboard, and that’s going to take you to all like everything that is with the authority stack. Now, here is the cool thing. Also, I know a lot of you guys have been asking me questions. I absolutely love it. I’ve been able to. I think there’s actually about two sitting in my inbox. I’m so sorry that I hadn’t got to this morning, but for the most part, all of those we’ve been answering.

[9:02] Coach Emily Terrell: We’ve been answering all of those, but in addition to that, let’s say it’s like two in the morning, and you’re like, “Oh my gosh, I don’t remember Emily’s Instagram, or I don’t want to message her because if she’s awake, she will answer it.” As people found out on like a Friday at ten o’clock, I’ve answered questions. You can also submit questions here, right here on the dashboard. So you can go through, you can put in your topic, or if you remember the specific session it relates to, and it’s okay if you don’t. But you can simply just ask your question here and submit it. The office is getting those questions to me, so I’ll make sure that I answer them. And I’ll either respond directly to you, or I’ll let you know that I’m going to wait for a session for you to be able to answer it. So do keep in mind that you’ve got the option to ask me questions. The cool thing is, if you just keep going down, the same thing is going to be for each session. So as you can see, for the AI for client attraction, we’ve got Derek Caldwell. That’s going to be the same thing. He’s going to have a question section. So you’ve got all of that. Now.

[10:02] Coach Emily Terrell: There are a couple people that are in the chat, and they have said that they haven’t gotten a chance to go through all of their clients and tag them yet. That’s okay. Or in in Lauren’s case, he hasn’t actually started yet. That’s okay. Still be here for this session because I’m going to show you some stuff that when you’re done, you can immediately apply this. So don’t don’t stress if you haven’t finished it yet. I mean, do continue to work on it, and we can go from there. Okay, so. If you guys have questions about where that dashboard is, just simply go to the Revvy home, click that giant banner, and it’s gonna take you down. And I love it. Magna just said that she went from five thousand contacts to two thousand. I love it. Definitely a more manageable database that you can actually work, and that’ll be helpful with today when we go over the list as you’re taking a look at that. So, okay, let’s get back to the slides. So, like I said, I’ve got a lot I want to go over today, and I want to respect your time and make sure that we’ve got some sessions. So, that are some time for questions at the end.

[10:57] Coach Emily Terrell: So one of the things that I mentioned is that we are going to go over setting up lists. Now, why are lists important? Right? Oops, I went backwards. Why are lists important? Well, first things first. Ah, where the place that we left off, if you remember from last week, before I go into why lists are important, the way we step off, we left from last week. We talked about a couple of things, right? Number one, um, we talked about every name getting a letter. Right, and we had a question about that earlier. Everybody should get rated A, B, and C, just to kind of help you understand where they are in the hierarchy of your system. In addition to that, number two is we went through and tagged things like source, relationship, geography, life, the places that you’re going to mark it to. We went and added all of those tags to your contacts. And then once we were done with that, we worked on getting that back into your database. So now it’s updated and it’s in your database. Such as follow a boss, Lofty, it’s there, right?

[11:55] Coach Emily Terrell: So we’ve got all of those tags set up, and now, now we’re going to start working on filtering through those lists, right? Now, before we do that, okay, I want to talk to you about. And some people, so I ask the questions like, why do we create the list? And one of the most important things is that if you think about this, think about when you well even now, right? You started in real estate, and you were like. Hey, I’m ready. I’m like ready to go. I’m ready to call. But you sit down at your computer and you you probably open up your CRM because that’s where people told you to. And you’re like, cool. Who do I call? Right? Who do I who do I call? There, it’s it can be overwhelming, especially if you’ve got 500 people in your database. It can be overwhelming. The other reason that it’s great to have these filtered lists is because is because the second thing that that you want to think about.

[12:52] Coach Emily Terrell: Is, you know, we’ve, when you’re sitting here and you’re thinking about these filtered lists, you want to go in and say, okay, like I I know that I can sit down and I have time to make calls, but I I only have time to make like twenty phone calls. But you’re looking at your database and you’re like, who are the most important twenty people? Well, what if you had a, what if you had your list organized in a way that you knew that, that you know you can’t call everybody it tells you to. So you want to pick the most important twenty or thirty or forty, right? That’s what we can do, and that’s how we’re going to organize those lists. So it tells you who to call, and then if you have to make a choice, who are the priorities within those lists? Okay. So those are the things. That’s how what we’re going to go over today, and we’re going to actually work to build your database to do this. Okay. Now, here’s the big thing: is I am going to say the word filtered lists.

[13:47] Coach Emily Terrell: And I am going to show you on follow up, boss, because that’s what I have access to. But depending on what CRM you’re on, they all have a different version. And here are some examples, right? So follow up, boss, calls them smart lists. Lofty calls them saved filters. CRM, if you’re using them, calls them smart filters. Bulltrail or KV Core calls them also saved filters. Right? Those are the four most common ones. But typically, all CRMs. This type of action, they just maybe call it something slightly different. So don’t get hung up on the words that I’m using. Just get focused on what they actually like, what the action is and the process behind it. And if it’s something that you’re really struggling with, you can either go to the see to the authority stack page and ask the question there, or you can go to my Instagram and ask me a question and send me a picture, and I’ll be more than happy to help you figure out what the.

[14:46] Coach Emily Terrell: Are called okay. So let’s talk about the four kinds of lists. Now, before we get to this, what I want you guys to do is I want you to think about what your top two lead sources are. Just, just what are they, right? And you can, if you want to put them in the chat, that’s fantastic. But what are your top two lead sources? Okay, it could be, for example, open house and SOI. It could be expireds. I’m actually talking about that one today. It could be, you know. Online leads, but I just want you guys to think about it because those are going to play an important part as to what we’re doing. And I notice as people are going through here, a lot of people have the same types of responses. They most people on here have past clients, SOI, referrals, past clients. A lot of people have those types. I do love, Carl, that your number one lead sources are expireds of the self-builder. That actually happens to be mine as well.

[15:45] Coach Emily Terrell: But this is a lot of what we’re seeing, right? Is going to be that. Now, Marie, and I’ll go ahead and answer this question right now. She wants to know what the difference is between a tag versus a list. So, a tag is what you give an individual contact, like an individual person. Okay, like for example, if somebody came from an open house, you’re going to tag them open house, and then the list is going to filter on those tags. And I’ll show you how to do that here in a minute. But so that’s going to be the difference. The tag is the what you give the individual person, and then the list is what filters on it. So two different things. Okay, perfect. So SOI past clients expired. I love that these are what people are putting out here, mainly because for the most part these are the things that I’m going to show you guys today. So it’s kind of like I was inner channeling you guys when I gave my examples. But we’re going to actually go in and build smart list.

[16:38] Coach Emily Terrell: For a lot of these, with the exception of farm, I did see that one a couple times. With the exception of farm, I’m not going to build a smart list for that. That’s just because I only gave four examples. But let’s actually go into those. And if you see from my slides, it’s kind of like I knew you guys. And we’re going to talk about building lists for four different lead sources. I’m going to show you the the idea behind them, and then we’re actually going to go in and build some of them so you see what they look like in a CRM. So we’re going to talk about the four. Lead sources that we’re going to build lists for today. One of them is going to be open house, right? Every single person that signs in, and then how you build those lists, your sphere of influence and past clients. I put them on one list, by the way. These are the people like they already know you. They’re going to send you the business too. That’s just going to be one list we need to build. Expires, and I wanted to include expires primarily because these are a different type of lead source. They’re colder.

[17:34] Coach Emily Terrell: But a lot of people still work them, and especially like being in a buyers market, we’re seeing more and more expireds come on. At least in my market, I know that September 1st, my database that got put into my database, we had 301 new expireds that got put into my database just on September 1st. Right, so a massive amount of expireds are showing up in markets. Not everybody’s, but in a lot of markets, they are. So I wanted to show you guys like an external, like an outside lead source. And then, last but not least, I wanted to show you investors mainly because investors are just a different type. Like it’s a tag that you could use, and I wanted to show you based on a tag that you’re using, what you can build for, what you can build. Okay, so Charlene asked, and I’m gonna write this down because I need to remember this. My expired workflow. Same thing. Give me a few hours, and if you message me the word expired, I can give you my expired workflow.

[18:33] Coach Emily Terrell: I just have to build it out on a piece of paper for you guys. Don’t put in the chat right now. Remember, in a few hours, message me the word. DM me the word expired, and I can give that to you guys. And then I’ll also put in the resources as well. Just DM me the word expired. Give me a couple of hours. So like it’s eleven fifteen now. Late till like three o’clock because I’ve got to finish some coaching calls. But we can definitely. I can put that in there. Okay. Okay. So when you do that, right? Dana, the newsletter one should still be active. So just DM me the word newsletter. Make sure you just type it out as one word. Don’t put an exclamation point. I saw someone just did that, and it’ll actually do it. So don’t send me expired now. I noticed somebody just did. Wait a couple of hours. It’s not going to come through yet. Okay. So we’re going to build out the this these lists today. Now, here’s a couple of things. I, if you haven’t figured out, I’ve got ADHD. One of the things about.

[19:29] Coach Emily Terrell: The way I have ADHD that comes through is that I have I’m really particular about the way things are named, because the way you name things helps with the way you organize them, right? It helps you be able to see oh that’s what I need to do first, that’s what I need to do second. So let’s talk about the way you name these lists. Now we’re going to talk about I’m just going to use open house as an example because we’re building three lists for open house. And it’s kind of really important when you sit down and look at these lists that you know which list to call first. Right? That’s that’s where want to be because want to see. Because remember, like I said, if if your CRM tells you you got to make a hundred phone calls but you only have time to do twenty, how do you determine which twenty to do? So naming is important. So I’m going to show you an example of how I name them. So as we’re doing our open house, the very first thing that you’re going to do is you’re going to put the number first.

[20:27] Coach Emily Terrell: So, for example, if they’re brand new leads that are or open houses, and you want to make sure that they get called, they’re the priority to call, or they’re brand new expired listings leads that come in, you’re going to put a number one because that is the first list you focus on. If they’re slightly older, but you still want to call them because they’re a priority, then they’re going to have the number two because it’s the second list you focus on. And then if they’re like six month old open house leads, you still want to call them, but like if you had to choose, those would definitely be the last people that you call of the day. They’re going to be put as number three. So having the number, and it’s it’s because that the CRM is going to they’re going to organize them alphabetically in numbers one, two, three are going to go first. Then the second thing that’s there is the tag, or kind of the description, like the descriptor. So for example, you know, open house. It’s going to say one oh, or you can type the word open house out. I’m just going to put oh, but it’s going to say one oh. So you know that it is named number one first.

[21:24] Coach Emily Terrell: Because that’s the list you want to put in first, or that you want to call first, and then it’s tagged oh, so you know just by looking at your list of all these smart, all these smart lists or filtered lists that you call, you know exactly who you’re calling, and so it’s not just a likely to sell list where you don’t know why where they came from. This is you know exactly who you’re calling, and you know what priority they need to be put in. And so you’re going to look at like who you should call first. It’s going to give you that priority of who you should call first and exactly who you’re calling, so that you can make the decision of exactly who to call first. Okay. Um. No. So Carl asked the question. He said, “After you do the like, let’s say you call your first open house list, right? Does the um like do the do the names of them change? Essentially, what he’s asking is, did the names of change? They don’t.”

[22:19] Coach Emily Terrell: So what you name them one open house always stays one open house. You’ll just once you call all of those, there’s not going to be anybody to call there. So then you just move on to number two open house, and you call them. So they’re always going to stay the same. Now, Christina asks, is calling or texting better? So that’s a question that that it kind of depends on the person. That specifically, there. If it’s an open house, I mean, the goal for me is to call the open houses, right? You should text them at a later time. That’s handled through action plans. But I mean, the ideal thing, the ideal scenario is that you call them. That’s the ideal one. These are these are designed to be calling lists. You can text them if you want. You can do other forms of communication, but the ideal is that you call them. Okay. Megan asked, so if you go in and change it every time, you have an open.

[23:16] Coach Emily Terrell: You don’t actually go in and change them, and you’ll understand the way when we build them here in a moment. You don’t change them at all. Just know that the one that says one open house is always your priority list. Two is the second priority, and then three is the third priority. So you don’t need to change them because it’s based on the way that they’re built. Um. So Nancy asked, “Is there a priority in their interest in buying or selling?” Um. Yes. Because, but essentially, what you’re doing is you’re priority new. You’re making a priority for new leads, and then the colder or older that they get, that’s when they move down the list. And and again, guys, you’ll understand here when I go to the second slide. Okay. All right. So I’m gonna save a couple of these because I feel like some of these are gonna be answered here on the next couple of slides. It’ll make more sense. But I just want to really wanted to start with like how they actually are named, so that you can really understand the importance of calling them.

[24:10] Coach Emily Terrell: So let’s talk about open house lists, because I want to talk about how these lists are built, and then we’re going to actually go in and build them. So when you’re building your open house lists, right, the way you create them is the first list. These are the people that you just—they just came to the open house, right? So this—these were created in your CRM less than one day ago, meaning that you sat down on your computer and you added them to your CRM, right? So they’re brand new, okay, and you haven’t called them.

[24:40] Coach Emily Terrell: So you haven’t called them at all, so they’re going to be on this list, right? And then they’re tagged open house, meaning that they signed into your open house. Let’s just pretend like yesterday was a Sunday or a Saturday. They came in, you put them into a CRM today, and your job is to call them a day because they’re brand new. Okay, those are the people on your one open house list. Those are the priority. Then once you finish that list, because let’s say it was only five people, okay. Then the next list you’re going to go to is your two open houses. These are going to be people they’re tagged open houses, okay? They were created. They they came into your open house in the last two weeks, okay? And then you haven’t talked to them in the last three days, okay? So these are communications in the last three days, so more than three days ago, right? So these are going to be those people that are in those two week window. So they’re definitely as it said they’re still shopping.

[25:38] Coach Emily Terrell: But what we don’t want to do is we don’t want to only call them once. We want to reach out to them and continue to reach out to them several times. Because you could, you know, the first message could be, oh, hey guys, you know, what is your feedback? The second message for the people that came in could be like, hey, do you want me to set you up on an automatic search? Right. So it’s coming in and actually following up with them with different messages and different, you know, different ways of communication, but still following up with them. Now, once they get past two weeks, you don’t want to keep calling them every three days because that’s a lot. Gonna say if you guys called me every three days, I would 100% just be like, “Hey, leave me alone.” But there also comes to a point where calling people about an open house, you know, if you think about this, and it’ll come true with expirience too. Buyers and sellers don’t call themselves the tags that we call them, right? After nine months, they don’t call themselves open house attendees. In fact, they probably don’t remember that open house that they came to.

[26:36] Coach Emily Terrell: Now, if you’ve been following up, then maybe they remember you. But they don’t sit there and go, “Oh yeah, yeah, I remember that random open house I went to nine months ago.” God no, right? I don’t even remember that Monday was a holiday. It was you know yesterday to me was Monday. It was the most Monday Tuesday ever, right? But like nobody remembers all of that. So we do. There is a point in which you kind of change the message. So after a while. Now I don’t. I’m not saying don’t follow up with them, especially if they’re responding. But after a while, you know, after I would say about nine months. Now, this is just a suggestion. You can change this to six months. You can change it to 12 months. This can absolutely be your at your discretion. I just wanted to put a time in here, right? On this list, these are people that, in my example, they were created less than nine months ago. So they came into your open house in the last nine months, but we haven’t talked to them in the last 30 days.

[27:30] Coach Emily Terrell: Right, so we’ve kind of backed off on the amount of times that we’re reaching out to them, and we’ve put it in as thirty days. So we’re still reaching out to people about these open houses in the last nine months, because also people that come in their their timelines change. So we still want to reach out to them about buying a house, but we also you know we don’t want to do it indefinitely about open houses because they can end up on other lists. So we want to kind of tap it on one specific thing. So these are going to be the three lists that I would recommend creating on something like an open house, so that you make sure that you are following up with them more than just. Well, let’s be honest. Like, and feel free to raise your hand or tag yourself if you’ve got, you know, a giant stack of open house signs that didn’t even make your CRM, or if they did make your CRM, nothing happened with them. They just got put in there because you’re like, well, at least they made it in my CRM.

[28:26] Coach Emily Terrell: Or if most you call them one time and then you never remember to call them again, right? These three lists help avoid that. They tell you and remind you that you do need to call these people because they’re on a list. They allow you, and then also same thing. If you have a team, these the teams now can go in and call these lists, right? Especially if like it’s been a while, they can now go in because these lists are already filtered. Okay. So does anybody have questions about open house lists?

[28:56] Coach Emily Terrell: Just want to make sure it was clear. Okay, okay. So Sylvia asked, “What do you do when they sign in and they stay working with a realtor? They already have a realtor.” So I’m gonna send you back to, and I’m not gonna completely non-answer it, but I’m gonna send you back with your broker because your broker will have a very dedicated response to this. They will have their, um, they will have their idea on it. My the way I handle it, and the way I instruct my team to handle it, is that we do call the first time, and we verify that they are working with the realtor. B. We also ask them for feedback on the house. Now, if they verify they’re working with the realtor, we say you know thank you so much. We respect that, and then we remove them from the list. But we do call and ask them for feedback on the house, and then verify they’re working with the realtor, and then move on. We don’t ask them for us to represent them. We don’t cross any lines other than asking for feedback on the house.

[29:51] Coach Emily Terrell: And then just doing a quick verification, but do go back to your broker to make sure that you are, that they are communicating, like they are communicating this. And then Shannon asks, are lists separate from tags? No. So if you look back here, on all of these, it said it was tagged open house, or I put O H. But if it was tagged open house, meaning so that anybody, because any new open house leads that you come in should be tagged open house. Anybody that you had tagged. Open house will end up on these lists, so the tags are what’s used to create these lists. Okay, and then somebody asked, “What do you do with all of these old sheets of open house names that are not in your CRM?” Yes, tag rank. Okay, so that goes back to what I talked about in session two, which was removing people from your database. Depending on how old these sheets are, if you call them.

[30:48] Coach Emily Terrell: Like right now, and it would be super awkward because they’re like, “Who are you? Why are you calling me?” Or they won’t ever answer. They won’t respond to you. Do you need to put them into your database? So depending on how old they are, this may be. You know what? Let me let me just call that an expensive mistake because I didn’t do anything with them. If it’s still close enough, like they’re from a week or two weeks or even three weeks ago, and you can still call them and they’ll remember you, then go ahead and add them into your CRM. Okay. Now, somebody asked where you rank A, B, and C. Those are part of the tags. Those are lists that you can build, so put them in as A, B, and C as part of the tags, okay? Um, no. So you can have Gina asked if we’re labeling the list based on the last time we communicated with them. You you still don’t change the tags. You can just add some additional tags, and you don’t need to change the tag every time you communicate with them, unless you’re adding stuff like maybe you find out that they.

[31:45] Coach Emily Terrell: Want to look at a different area now, or you find out that they have another hobby or an interest, something like that. You’re not going to just tag them because you talked to them. You don’t need to do that. CRMs stay up to date on a communication timeline. That’s something separate, so you don’t need to change the tag for that. Okay, so let’s go back to it. So we’ve got open house. So now to the next one. Let’s talk about SOI and past clients. You know, SOI and past clients. Those are not people that you want to reach out to like every week or every month. Just you know, as like a regular like, just conversation with them. That’s a lot. In reality, you should probably reach out to them once a quarter. And have some form of communication with them once a quarter. So we’re just going to build, and you can build SOI and past clients on the same list. So we’re going to build one list for your SOI and past clients, and that’s going to be.

[32:43] Coach Emily Terrell: For them, for you to check into them with them every 90 days. So when you build the list, and like I said, when I show you, it’ll make sense. You’re gonna they’re either tagged past PC or depending on how you what you call them PC or past clients or SOI, and then you haven’t had any communication with them in more than 90 days. So they’ll show up on your list. Now here’s the cool thing. Let’s say you email them about a house because like let’s say you’re emailing me and you email them about a house in Lavernia. Thirty days ago, right? Because you were like, “Oh, or you text them or whatever,” and you are like, “Emily, look at this.” And it’s and it’s can be and it’s they kept track of it in your CRM. You are like, “Look at this listing.” I know you love Lavergne, right? That tat like that communication counts. So they’re not going to show up like today because you you communicated with them thirty days ago. They’re not going to show up again until it’s ninety days. So you are not over communicating with this list. Now Melissa asked.

[33:42] Coach Emily Terrell: If an email newsletter counts for a touch, actually she didn’t. She was asking for a friend. The answer is no. Well, depends on how you send it, but the answer should be no. I’m of an opinion that you should not run your newsletters through your main CRM. They should be run through something else like Mailchimp. The reason you want to do that is because when people unsubscribe from you, this way they’re not unsubscribing for your whole database. They’re just unsubscribing from. Your C R N are just from the newsletter, not the rest of your communication. So newsletters, if you’re doing them separately, should not count as communication. When I’m saying communication, I mean like you picked up. Can you guys tell I like pink? Just saying, right? But when you pick up your phone and you’re like, Hey, Maggie and Luis, I just actually my team just we just sold their house that I helped them. This I think our fourth transaction with them.

[34:40] Coach Emily Terrell: But hey, Maggie and Louise, you know, like, how’s the how you know how is the new build going? Because they bought some land. How’s the new build going? Like, have you picked your plans yet? What’s the timeline? Right, like, when when they say things like that, like I can call them and check in on things like that. That’s the kind of communication we’re looking for, not the blanket to everybody in a newsletter. Okay, but let’s go back to the list, right? So we’re gonna build a SOI and past client list that just talks about. Tagged past clients or SOIs, okay. Then now let’s go to expires. Expires are a little different because these are not people you typically have a relationship with. These are going to be cold leads. But I wanted to show you guys one cold lead source so that you have an idea if you plan to do them, how you should, how you could build your list. And guess what? You build your list the same way you would open houses. You’re going to build three lists, okay. You’re going to build expires.

[35:38] Coach Emily Terrell: Come out that day. These are the ones that came out today. You want to call them today. So when you go in and when you build the filters, they’re created less than one day. You haven’t called them yet, and they’re tagged expired. And then when you go to build the second one, by the way, how do I name them? I name them one expired, so I know the list to call first. Then these ones are called two expired, so I know who to call first. Second, right? These are the second priority. And these are going to be people that were there in my system in the last two weeks. We haven’t called them in the last three days, and they’re tagged expireds because we’re going to be calling those expireds in those first two weeks every three days to try to get them. And then now we do some other things too, but this is what we’re going to do. Then the last thing that we’re going to do is we’re going to be the long nurturer for expireds. Now remember, they don’t call themselves expireds, but we’re going to do a long nurture. And I’m just giving you an example of nine months.

[36:31] Coach Emily Terrell: We actually do a long nurture up to 12 months, but I want to just give you an example. Nine months, we haven’t communicated to them within the last 30 days, and they’re tagged expireds. Now, remember, they don’t call themselves expired, so you don’t want to call them an expired. And the reason we go out for so long is because most of them do relist somewhere in that time frame. So we want to have we want to keep track of them. Okay, so let me ask because we’ve got a couple of questions here.

[37:02] Coach Emily Terrell: Okay, cool. So Fanny, if you just want to send me a DM or send a question there on the in the dashboard, I’ll definitely get that out to you. It’s the tag prompt from last week. I can definitely get that out to you. Just send me a message. Just ’cause I can’t share it right this second. Tammy said she does count newsletters, and I’ll answer some of these questions. She counts newsletters as an attempt, and it’s the only contact for me is if they reach out, and we have a two-way combo. I mean. You can do that. I mean, my recommendation is just to reach out to them as well, just because that’s the thing. Now, Charlene asks: After 14 days, do you change the tag? No, you don’t. And you’ll understand here in a moment when I actually go and show you guys. So I’ll actually go and show you how you change that, and you don’t actually have to. You don’t actually have to change any tags. And same thing, Patricia. It’s going to make sense.

[37:59] Coach Emily Terrell: But the answer is four is fourteen days, so two weeks. But you don’t have to change any tags; they’ll do that. Um. Okay. Cool. So David actually said that he keeps them on expired until they list. Yes, but what happens? Um. Is what happens is if you keep them on expired until they list, like in my market, my database of expires, and yes, we delete the ones that relist is thirty thousand people. Unfortunately, we don’t have enough time to call 30,000 people all the time, so we have to prioritize, and that’s with deleting people that relist. So after a while, we do go ahead and let them go, as far as a lead, and we focus on some of the newer ones just because of that. Lindsay, there are not office hours, so if you have questions, absolutely go to the Revvy dashboard and respond there, or ask there.

[38:56] Coach Emily Terrell: And then you can also send me a DM on my Instagram, which is Coach Emily Terrell. Okay, and then Leonard asked about and when Cynthia. Well, first I’ll answer Cynthia. That’s great that you don’t have that many expires. That’s fantastic. Your list will be a lot smaller and they’ll be a lot more manageable, and you can follow reach out to them a lot longer. San Antonio is a different market. We have a lot, so you you’ll be able to manage that list a lot longer if you choose to do it. Okay, so if You want to DM me for the expired workflow? Literally, send me a direct message in. Not right now. In about three or so, send me a direct message in at in Instagram, and I’ll have it set up to where it sends it to you automatically. Okay, so let’s go. I want to take you guys into follow up, boss. And I went ahead and created a sample follow up boss for you guys. If you look here, I uploaded about a hundred and one people. I had Claude create me a sample list of people.

[39:54] Coach Emily Terrell: So that you guys could actually see all of them. And funny story is when it put them all in, when I loaded all these people, it simply just told me that all of the everything was fake, which obviously it was, and that’s okay. Now, when you start, now I’m going to show you guys follow a boss. I’m not saying you have to skip or change to follow a boss. You can absolutely use. I’m sorry. For example, Lofty is very similar to follow a boss. And you can shift over to Lofty. You can shift to any of them. Sierra Interactive. I just wanted to give you guys one place to see what I’m talking about. So the very first thing that, when you sign in, there’s going to be a bunch of smart lists they they already built out. You can use those smart lists. I’m just going to show you different smart lists that work around your business and not conforming to theirs. So the very first thing that I did is I went through and deleted them. But I wanted to show you guys in again and follow a boss where you delete them. If you click Manage down here.

[40:50] Coach Emily Terrell: It’s gonna take you to all the lists, okay? And then right here, this is just one that was left that I left. I deleted the rest. You just go here to actions and look. You can delete the smart list right there. So if you’re working in FoxBoss, you can get rid of the ones that were already there. So now let’s actually create a list so you guys can see. And I’m gonna show you guys how to create the open house list, and then I’m gonna show you guys how to create a couple of other ones so you can you can have an idea. Okay. So if you’re looking at all your people, you’re gonna go here to where it said Add a filter. If Add a filter isn’t there, you just click Filters and it’ll show back up. Okay. When you look at Add a filter, the first thing that you’re gonna do is click Tags, because in our case, we’re looking for any tag right here that says. Actually, we can click Add a tag that says Open House. Okay. So we’ve got anybody that’s tagged Open House, and as you can see, 24 people showed up in my sample text.

[41:46] Coach Emily Terrell: Now, what I want to do is I also on this first list, I wanted it to be created. So I’m going to go look at a filter called Created. Okay. Now I’m saying on this. Remember, this is our first one. These are priority. These are people that just came into the open house, and you want to call them. This, you know, they came in Sunday. Today’s Monday. You loaded them. You want to call them today. So I’m saying that they were created less than one day ago. So these are the people that were just created like today. Okay. And then. I’m saying that I that I haven’t communicated with, okay, so I’m going to say communicated with more than one day ago. So as you can see, these are the because I just loaded these like last night, right? So these are the 24 people that they were just loaded last night. I have not called them, and they are they’re tagged open house, right? So then what I’m going to do is I’m going to go up here and I’m going to click new list.

[42:44] Coach Emily Terrell: And I’m gonna call it One OH, or you can call it One Open House. Either way, it’s up to you on your naming. I just called it OH because I like shorthand. You can give a description if you want, but then you’re gonna click Save List. So now, for me, I’ve got One OH. Okay. So then, now that we’ve done this, we’re here. We can clear the filters, and now let’s go and now you can either change the filters and clear them, but now let’s create our second open house list. Okay. So. You’re going to look. You’re going to go to tags again. You’re going to say any tags that say open house. Now, in this case, we’re looking. Remember, these are the sec. This is the second list. These are people that we’re looking. They were created less than 14 days ago. Because these are people that were created within 14 days. Okay. And then we’re also looking at last communication.

[43:43] Coach Emily Terrell: Was more than there. This was three days ago. Okay, that’s been on our list. Now, if you notice, it’s the same 24 people, and yes, that’s true. But here’s what happens: when you clear the first list, these people will be removed from the second list because all the same rules still apply. Okay, so then we’re going to call it two open house. Okay, and yes, I realize it says 24. It is the way it works.

[44:14] Coach Emily Terrell: And I’ll I’ll show you what happens after that. Okay, so then we’re going to go and create the. Actually, hold on. We’re going to go and create a third list. Now, in this case, I’m going to show you just how to change the filters. Okay, so I showed you how to clear them and just redo them. Now I’m going to show you if you’re in follow-up on doing this. Instead of it being created less than 14 days ago, I’m going to say created within the last nine months. And I’m going to say we haven’t called them within 30 days. So now, I can just go and create a new list and call it Re Open House because I made some changes, and I can save the open house. So now, if you notice, I’ve got three lists here that I can work from, and when I sit down to call every day, okay, this is going to be my first list. Those are going to be the people that I call, and we’re just going to use Patty as an example. I’m not going to actually call her because it’s a fake number, and a fake address. Ah, but what’s going to happen is is.

[45:12] Coach Emily Terrell: When I go in and I log the call, it’s going to remove Priscilla from this list. So if I go back to my people, you’ll notice it now says 23. Right? It’s going to remove her from there, and then it’ll eventually it’s going to clear out from here. It’s going to clear out from here as well. Right? So it’s going to remove Priscilla from this list. And if I go to the next person and I log a call. Which you all, you know, hopefully you’re all actually calling instead of just clicking log call. It’s gonna remove Dominic from this list. So as we’re going through, it’s clearing out our lists. Now, if we’re wanting to create, let’s go back to all people. We’ve got the list, filtered list. Let’s say we’re trying to clear out and we’re trying to create our S O I and past clients. Okay, so we’re gonna do tags, and we’re gonna add anybody that’s past clients.

[46:07] Coach Emily Terrell: And then we’re going to add another one. Anybody that’s SOI, okay. And in this case, we’ll just say last communication was more than 90 days ago. Okay. So in this case, I have 57 people that were tagged as past clients or SOI, right? And then we’re going to create this list, and we’re going to call this one dash past clients slash SOI. So now I know when I look at this list. You’ve got your open house list to call. You’ve got your past client list to call, and as you’re going through and you’re building all of these lists, it’s going to tell you exactly the priority to call, and what they are. Now, when you’re looking at this, and let’s say you’re sitting down and these are the lists you have created, right? Because maybe you don’t do expires and you don’t work with investors, right? You can call these open house people and then past clients and SOI. You don’t have to call them exactly like all open house and then past clients. You can choose which ones to call. It doesn’t have.

[47:06] Coach Emily Terrell: Have to be exactly in that order, okay. So let me ask, answer a few questions, and then I want to show you two additional lists that are actually going to help you. Okay. Okay. Devon asked, the last communication time frame is thirty days, so that’s what I do for expiries and open houses. I we try to call them, you know, after like when they’re longer term, every thirty days. Where do they go once removed, Terry? They don’t really go anywhere. They’re still there. They just don’t. Meet the criteria to be on a list, so they’re still there. You can still go see Priscilla. Priscilla’s still going to be there. She just doesn’t meet the criteria on those lists, so they don’t necessarily go anywhere. They’ll just show back up when they meet the criteria for another list. Uh, yep. You don’t have to do it. You don’t do anything manually. They once those filters are set, you just go through them. And then yes, the answer is, can you do this through other CRMs? One thousand percent. Yes, you can.

[48:01] Coach Emily Terrell: It’s just called something slightly different, but you can absolutely. I have set this up with all of my clients, all the different CRMs that they’ve used. They just, if you go back when you rewatch this, go back to the slides that I have, and it tells you what they’re called in Bold Trail. I think it’s called the Safe List, but it goes back into Bold Trail. Now, Rosanna asked if an open house contact becomes a past client, do you change the tag and then move them, and they move and follow a boss automatically? Yes. So if if a past client If they were an open house and now they’re a past client, I 100% would remove them from open house because that doesn’t really apply anymore. I’d remove them from open house, and then I would just leave them as past client. And now they’re no longer going to show up on your open house list. They’re now going to show up on they’re now going to show up on your past client list, where you reach out to them every 90 days.

[48:58] Coach Emily Terrell: So they’ll automatically follow within follow up, boss. So you can actually they’ll follow through. So I gave you you know example of four lists. I gave you the open houses. I gave you past clients. Well, the good news is is that if you do expirers and if you do investors, the last two examples, they they run the exact same way. You do the same things. You just select a different tax. So yes. Um. So Kelly asks, in follow-up, bosses, there are a way to track the lead source. Then, yes, if you simply, and if you remember from last class, we went and tagged them lead source. So we’ll just go into Otis here, right? So one thing that we did within our last class was we tagged them, and one of the things that we tagged for them was lead source. So in our case, I had Claude just make up some fake information for people, and of course they tagged test data. So if I was really putting in this.

[49:54] Coach Emily Terrell: Into my CRM, we can have that. But I tagged in this case SOI, which would be that lead source. So I tagged them that automatically. So that’s something that you need to do is go in and actually apply the tag or lead source. And then in this case, be this person for this example, Otis was also given the tag investor. So maybe it’s a friend of mine that had told me they wanted to be an investor. They would show up on the list that I created for investors. Okay. Now, when you do import your data. Follow boss automatically will tag them as import. You don’t. You don’t really need to do anything with it. You can just leave that tag there. And then remember, I actually had you guys also tagged as A, B, and C, in which you can create lists for that as well. Okay. So now let’s keep going on because there are a couple of questions about stages that you can do. Now somebody did ask. Okay.

[50:49] Coach Emily Terrell: Some somebody did ask. Hold on, let me go back to this. What are the some of the things that you say to a very old open house call? When I call, the good news is is we’re actually going to go over some scripting here in some of our later sessions. So do tone it tune into that one because we’ll be going over some of that. And then another person asked, Tammy asked, if we don’t if we reach out to them by phone we don’t get a response and you text them and you don’t get a response, it just kind of depends, Tammy. That’s going to be one of those questions where it’s. So for one, yes, it does count as communication. It’s not their communication back; it’s also you communicating. So if you log a call in there, it counts as communication. Or if you text them through follow-up calls, it does count as communication. Okay, so it’s going to keep track of that. If they’re not responding to you after a while, you can make a, you can make a judgment call, to see if they, if you want to, um, like keep them on your list, if you want to keep them in your CRM, if like.

[51:45] Coach Emily Terrell: If it’s been two years from now and they’re not responding to anything, that’s a judgment call. You want to keep them in, okay? So it’s you know it’s kind of there. Okay. So you enter the somebody asked where you enter that priority number in there. It’s part of the naming. So when I went to save the list, I saved them as one open house, two open house, three open house, or I would do expired as one expired, two expired, three expired, and that’s where to keep track of. Which ones you list? Okay, so let’s go back. I want to go back to my slides because there’s a couple of additional things that I want to go over with you guys. Okay, so we went over the idea of investors. Okay, so do keep in mind that sometimes you can create lists based on stages too. So different CRMs they have different stages. So FollowUp Boss calls them stages. Other CRMs may call them different things, but essentially it’s where you go and you create them as something is like new, active. FollowUp Boss has things like leads.

[52:43] Coach Emily Terrell: You know, hot, cold, warm—different stages that they’re in. You can actually create lists based on them as well. So, for example, you could create a list for anybody that’s under contract. If you have them marked as the stage under contract, you can keep them or create a list in there that tells you to reach out to them. That you making sure that you’re reaching out to them every at least seven days. Because if you’re not reaching out to somebody that’s under contract every at least, or or even you could go smaller, is every three to four days. That’s a problem. You should stay in communication. Also, let’s say they’re an active buyer, right? And they’re actively looking for homes, right? You should, at minimum, be contacting them at least weekly. And so, having a a list where they’re tagged, you know, on the stage of actives, and then you know, putting them that their last communication was more than seven days ago, so that you can make sure that you are communicating with them. And let me go back to follow us. I want to show you how you create that list. It’s very similar.

[53:43] Coach Emily Terrell: So as you can see, let’s see where is it at details. There is a detail like this one. We’ll actually here. We’ll change him to active, right? Or actually, we’ll change them to. We can we can just call them active buyer, right? And actually, it’s not. We’ll just change them to hot hot. I’ll actually showing homes. There we go. We’ll change them to that tag. Okay. This way, we have someone that comes up. So, if you go to people and you go to all your people, clear your filters. You go in there and you look up stage, okay? And you want it to include. In our case, we put one there called showing homes, okay? And then you want to say last communication was more than seven days ago, because what if people like go on vacation or they kind of go cold, right?

[54:40] Coach Emily Terrell: So you want to have a list called showing homes, to where now anybody that’s on this list, you’re communicating with them, at least every seven days. Now this means that you do once somebody goes into that stage of actually showing them the homes, you can update that stage and then keep track of them. And as you can see for Otis, let’s you know tag a, tag a call like we just tagged it no answer here, right? So if you go back to people.

[55:10] Coach Emily Terrell: That list is cleared now, and that’s what you’re looking for, by the way, with no numbers. That’s where you’re trying to get all of your list to be every day is to be at zero. So that’s kind of how we move through these lists when they’re intact. Now, let me show you guys the last two lists that I want you to create, and this is to kind of help stop people from falling through the cracks. Okay, you want to have at least these minimum of two lists. Okay, you want to have one that says tags are empty. And you notice I gave you guys two examples because what that’s going to do is you’re going to have one called like no tags. This way, if you ever accidentally have leads that come into your CRM that have zero tags, you can look at that and go, wait a second, why don’t these people have tags? And you can make sure you go in and just it always helps you with that house clean, like right housekeeping, like keeping them. That and what if for whatever reason you have some leads that come in that aren’t.

[56:04] Coach Emily Terrell: You know, maybe they’re not tagged properly. Just for whatever reason, they’re not getting called in more than a hundred days. Oops, sorry. So we want to go back to people. We want to clear the list. Okay. You want to have a list that says, and it doesn’t matter what they’re tagged. Okay. Was more than a hundred, not a hundred days ago. Yeah, actually, sorry, a hundred days ago. I was right. You want to have people that they have not had any. Now these people don’t have any communications. Why they’re all showing up? Okay. But you want to have one. That has a list where it’s like, hey, you know what? We haven’t had any communication with this list, and you notice it says ninety-seven people because I’ve been logging some calls. That means that all these ninety-seven people, they haven’t had any like this. Well, again, this person had zero communication, right? So these people, they haven’t had any communication. It just helps you go, wait a second, why are these people on this list? Why are these people here?

[57:02] Coach Emily Terrell: Why are they not showing up on another filtered list, or is this filtered maybe like this filtered list is too big and I’m not getting to them, right? So it just helps you. These are kind of housekeeping, just to kind of help you not lose things and not lose lists. Okay, because we’re running out of time, I want to go back and answer these questions for you guys to make sure you do this. Okay, let me hold them. Let me go back up here really quickly. Okay. Um. Okay.

[57:33] Coach Emily Terrell: Okay. How many tagged categories do I use? Well, there’s not really a magic number. So if you go back and watch the last session, which is all about tagging, there’s not a magic number. I look at what do I do as far as marketing, what lead sources do I have, and then I go through and tag them appropriately, and then build lists. And I went over examples of tags on the last session. If you still have questions, I definitely recommend watching that one because it will help. Okay. Now Devin asked. The main concern is that Bold Trail is at.

[58:04] Coach Emily Terrell: Bold Trail. He’s talking about Bold Trail specifically. It gives a generic smart number to contact them from that has a mandatory text signature. It’s pretty long. Whereas I prefer to reach out via my personal cell due to an assumption that I’m coming from spam. Okay, I’ve got a work around. Well, I’m going to show you the work around and follow up, boss. For that, okay, the work around for follow up, boss, because okay. So here’s here’s an example. Let’s say that it’s a past client or an S O I. And you really primarily you like to communicate with them on social media. Well, we can’t like log social media into any CRM, right? But we still want to like keep track of the fact that you communicated with them. So typically, what I recommend for my team, and it’s not perfect, but it’s a workaround, is I’ll just go in and we’ll just say like we’ll just put a note in here that says DMs on IG, and then we’ll put the message in there like.

[59:00] Coach Emily Terrell: Hey, good looking. Just making some stuff up, right? And then we’ll put log call, because now if I go back and look at these notes, yeah, it says I called them, but it actually tells me that no, I actually DM’d them on Instagram. Hey, good looking, right? So it’s it’s not it’s not perfect, but it’s a workaround because now Farah is going to be removed from my list because I did communicate with them. So you can have if you’re doing that on Bull Trail, you can figure out a workaround. Similar to that, where you’re still logging the communication, but it’s you know because it’s from your personal number. I would definitely look at doing that. Okay, are there is there a tag list that’s been developed? Actually, absolutely, Michael, go back and watch session three. I went through; it’s all in my slides. If you don’t want to watch the whole session, but it is in the slides, and there’s also some stuff in the resources. I would definitely go back and look at that.

[59:54] Coach Emily Terrell: Stages. So typically, Holly, I use the stages that are already listed in Follow Up Boss. I go and pick an appropriate stage based on that. I don’t create my own. So whatever is in your CRM, I just conform to what’s there. I don’t create my own. Um, okay, April, unfortunately, don’t have an answer of how you can do the list and close. I don’t actually um have that one. I picked primarily the big ones, but if you if you’re still struggle bussing with it, let me know and we can jump on like a quick call and we can go through there, or your coach can actually do that. We can go through and troubleshoot and figure out how to do them because almost every list that I see or that I found has done that. Do I have a tag list? Absolutely, Jasmine. So if you go back again and watch session three, or go look at my slides, it’s on there. So we can go through all of the tags that are on there. And yes, and so Vivian, I love that you’re finally figuring out why let sessions two and three make perfect sense now because it all comes down to session four and setting this up, and then session.

[60:52] Coach Emily Terrell: Two, three, and four are going to make sense as we’re doing all the rest of it. Like I said, all that was foundation, getting us through the rest of it. Okay, awesome. Now Charlene asked, “Where do we add the A, B, and C’s?” I added those as tags, so they’re tagged A, B, and C because there are certain things that I do with those lists. Like for example, you know, I’ll create a list, maybe a filtered list, that’s like, “Hey, all of my A clients,” you know, making sure that I am. Reaching out to them within the last ninety days because maybe they’re not filling up on any of the other filtered lists. That’s what I do with them, but I add them in as tags. So awesome, guys! Well, hey, listen, I know I went through quite a bit with you guys today. The good news is, is the slides are gonna be in the resources. I am available for questions. You can ask me questions two places. Well, three ways you can ask me questions. Just remember this: number one is you can ask me if you’re wanting to ask me directly. You can ask me there on the.

[61:48] Coach Emily Terrell: Form that we’ve got on the dashboard, the Authority Stack dashboard. Sorry about the name. You can ask the questions there down at the bottom. In addition to that, your coach is a great resource. As I have seen a ton of coaches on here today asking questions, telling me where they’re at. So they’re a great resource of watching these calls as well. And then step number three is, if you do want to, you can reach out to me on Instagram. Just Coach Emily Carroll. Hey, don’t forget as you’re signing off, and I know a bunch of you guys are signing off right now. They are asking surveys at the end. If you want to, you know, if you just wouldn’t mind answering that survey, absolutely love it because it gives me some feedback. I make sure that I can improve for you guys every time. We do. I do read through all that feedback, and then also if you loved it, just great feedback as well. I’m sure the office loves to hear that. But if not, I will let you go.