[0:02] Mike Renick: This the second in the series. It’s actually called, um, let me get to the name of it. The um Authority Stack Series. You’re actually creating web pages for me on this thing and linking it back to the homepage on this thing. We’ll talk about that later, but this will start in about five minutes. This one is on the Database Referral Optimizer with Listing Leaks, but again it’s the Authority Stack Series. This the Tom Ferry thing ;. It’s being led again this week by Coach Emily Terrell. So it’ll start shortly.

[5:41] Coach Emily Terrell: Everybody, welcome in. All right, as usual, while everybody’s jumping in, tell me where is everybody at today? Good morning, Darlene. Seattle. Buckeye Arizona. I’ve never been there. Never been there. West Virginia Canada again Chillington Beach Been there I’ve been there, Oh, goodness, going fast. Going fast. Bakersfield. I have been to Bakersfield, so random place to go, but I’ve been there. Awesome Valencia Rochester Oh McKinney I used to live in Melissa, which is just north of McKinney right behind, where they put the Buckies in up there. Perfect Clarksville Tennessee I have been there. My in laws live in Knoxville So yeah perfect Long Island Bozeman Montana Sacramento Beaverton I love it We’ve got a ton of people here today. Guys, we’ve got a lot of content.

[6:36] Coach Emily Terrell: It’s going to happen round rock. I’ll actually be there in a couple of months for baseball, of all things. Because my life lives and revolves around baseball and football. Perfect, okay? Well, while everybody is getting in, We will get started just because we’ve got a lot of content. And as usual, I like to make sure that we have the opportunity to get all of your questions answered um and going. So. I am going to go over some of these questions that I see popping up in here so that you guys can get access to them and have everything. So, without that, Let me grab over here and grab my slides because we do have some really great content that we’ve got going for you today. So, all right, just making sure everybody’s in the right spot. We are working on the authority stack. I am Coach Emily Terrell. If you guys do have questions throughout this, do put them in the chat as normal. I am able to read and go over the questions in the chat while we’re going.

[7:35] Coach Emily Terrell: And in addition to that, A lot of you did feel free to reach out to your coach with questions afterwards. Or if you want, I know a lot of you guys were able to get a lot of questions asked there on my Instagram. I loved it; I loved answering all the questions for you. So make sure that you guys reach out either that way or ask me your coach because a lot of the coaches are on here. In addition, if they’re not on here, we went over some of this training with them so they’ve got it. Okay, so in saying that, let’s get started in here. Okay, so we are doing the authority stack. Just as a reminder, This is going to be full sessions, going all the way through up until February tenth, which is the week before getting into elite retreat. So you do have access to all of that. Remember that you do need to register for all of the sessions individually. I will show you guys where to find that.

[8:32] Coach Emily Terrell: Um, in a second, I’ll make sure that you guys know where to register. I know a lot of you are already registered. Now we did get a question. Um, somebody said they couldn’t figure out how to use the code for listing leads. I will answer that for you really quickly. When you go into listing leads, It’s going to say automatically that you get a seven day trial, if you start putting your information in there right? When you get to the page where it asks you to do a verification at the top, it’s going to say enter code, And when you enter the code, that’s where you could put in the code of Summit Stack, And Summit Stack will get you that sixty day trial, instead of just the seven day free trial. So just make sure you go start going through the process of signing up, and then when it does a verification um code that gets text to you, there’s right above that’s going to be a little thing that says enter code, And it’ll it’ll allow you to enter a coupon code up there that will give you the sixty days. So make sure we’re doing that. Okay.

[9:27] Coach Emily Terrell: So in saying that, let’s go over a little bit of housekeeping. So we are on session two, which is collecting your data. Now I’m not on the wrong slides. Oh guys, sorry I’ve got the wrong slides popped up for you. One second. I opened up the wrong presentation for you. So we need to make sure we get the right one, right? Okay, I was looking at some other stuff on my presentation. Okay, sorry about that. Okay Let’s get here We’re going to take a look at uh session two today. And that’s what we’re going to go over collecting your data now.

[9:57] Coach Emily Terrell: We are part of it. We are in session two next week. We’re going to do some tagging, But today, we’re going to look at collecting your data and actually getting those lists. Now, A couple of things before we get started, :. One thing that I forgot to have you guys do is actually get Claude on your phone. So while I am getting started, I am going over some housekeeping stuff. Please go ahead and download it on your phone, so you are going to go to your app store. You’re gonna look up Claude. The icon looks just like this, and start downloading it on your phone if you don’t already have it there. Now, once you have it there, do make sure you sign in. It’s the same sign- in information as you’re already using on the website and that you signed in on the desktop on your computer. So make sure that you’re getting that app. Do you have to have it? No, but it does make what we’re gonna do a little bit faster. So while I’m talking, go ahead and get that signed up.

[10:52] Coach Emily Terrell: So that you can be ready to go with it if you don’t already have it, okay? So, in saying that right now, let’s go through. I want to actually show you guys in real time where you go to get all of the resources. And be able to look at the recordings because I do want you guys to be able to take advantage of it. I did get that question quite a bit, so I want to make sure that you guys have access to it. So, If you go, we’re here in Revy, right? We’re in our regular coaching dashboard when you sign into Revy, it’s going to take you to this page. If you click the calendar tab right up here, it takes you to all of the training that we’ve got. And as you can see here, these are the authority stacks. This is the current one that we have that you could obviously join right now. But this one is going to be the one from last week. And if you look at it, you notice it says in blue “watch recording.” So if you click on that, if you click on “watch recording,” it’s going to take you directly into the on-demand training. You’re going to click “resume,” or if you’ve never been in there, going to click “start.”

[11:51] Coach Emily Terrell: Start and that’s going to take you right into the referral, the database referral optimizer dashboard. This where all of the recordings, as you can see, all of the resources and all of the slides live. So if you click on it, it actually takes you to the resources that I provided last week. And so this where you could go. You could copy, the advisor, the instructions that you are going to be using in Claude. That’s where all of that content does live. Now, the cool thing is if you are registered Already, that’s how you get access to this. So you’ve got access to this already because it is in there, but you do need to register. As you can see, I registered for the first one and I haven’t registered for the second one. So, you do actually need to sign up for it so that you can get that access to that recording. You’ve got access to both of them. So make sure that when we’re going through this, you guys are registering for each individual one and then in addition to that, This is going to be where all of those recordings and slides and everything there.

[12:50] Coach Emily Terrell: You do have access to all of that as being part of the program. Okay, and even if you don’t attend the a live session, as the TF team mentioned, you do have access to go back to it. So obviously I didn’t attend well, I attended in a different capacity, but I do have access to go back and watch it. And I do know a lot of you have because I’ve seen the questions come in, and people telling me that they went back and rewatched it. So, you do have access to all of that already, just by simply going to that calendar section, clicking on any of the past ones. Here is the cool thing, is any of our live trainings at all. So as you can see there was other stuff. Any of our live webinars, that’s how you access all of their dashboards. So, the TF team makes a really uh they do really great at putting all the slides and stuff in their individual dashboards. And you just simply go click on the recording ones or click on that, that webinar once it’s passed to, and it’ll take you right into those individual dashboards. So you have access to all of it. So if you ever are wondering how to get to it, just go directly there.

[13:50] Coach Emily Terrell: So this right here takes you through the process as well. If you’ve got that on the slides. So okay, so let’s check this out. The homework because I mentioned on our last call that were going to go over the homework and what you’re supposed to be doing. So last week we talked a lot about just setting up the tools. So went through and we set up Claude, And for those of you that are remembering or already on it because you should have done the homework at this point, you went through, you set up um, You downloaded the app to your computer. You also went through and downloaded and updated that memory Within Claude, from all the other AI tools that you use, you updated the custom instructions to be an advisor, not an assistant. And I know a lot of you did because I got a lot of comments from people saying, “Oh my gosh, yes! ” My Claude is now a bit of an eight hole which I kind of prepped you. It would be. It’s given me a lot more resistance. I know one of my own coaching clients. She had been working on a program, and she came. We had a call this morning and she was like, oh, my gosh.”

[14:47] Coach Emily Terrell: Since I updated it, because for some reason she hadn’t updated it since. As Bill said, it’s a total a hole now. Since she updated it, it redid the entire program she’s working on so much better, right? And, it’s okay for it to be a little bit of a mean clod ;. It’s okay, right? Because it’s not coddling us anymore. Okay, so is not coddling us. So, it’s okay to be that way. But, once we’ve done all of these things and the other things that we were looking to do. Let’s sign up for listing leads using the code “summit stack.” It’s just at listingleads dot com. And, then we were going to export your database so that we have that list. We will need that list today, so if you didn’t do that one part, go ahead and do that. And then we want to do a post to win, right? You can post to win by sharing it on your story and tagging me on it. Or you can DM me directly this way. ;. We can check it out. I know a lot of you have went ahead and uh.

[15:42] Coach Emily Terrell: Tag me and send me messages, and I absolutely love it. And as our sessions go on, I am going to be posting some of those so that we’ve got it. Okay, so now that we’ve got that, we went over what the homework is. I am going to prep you the next two weeks. Let’s kind of talk about them a bit. If any of you guys are going to quit, it will be in the next two weeks. So for those of you that plan on giving up or that possibly will give up, it will be in this time. The next two weeks are going to be tedious. You’re probably going to hate me for it, but it’s necessary. And the reason that people don’t work their databases, They don’t use their CRM in this manner or in the way that they should is because they don’t do these two steps. The two things that we’re going to do today and as your homework today and then next week and having your homework will be the thing that keeps breaks people.

[16:40] Coach Emily Terrell: It’s the thing that nobody does; they give up on doing, and it’s the reason why your database isn’t there. So, I did want to preface you, but the cool thing is is guys once we get past these two weeks, that’s when the magic starts happening. That’s when we can actually transform your database. So, I just wanted to be super transparent about it because I don’t want you to go away today being frustrated. And Don’t worry, B ill ; am not scared of that much. If you know, it’s not listen. It’s not going to be any more asshole than your Claude is being right now. We’ll just say that, right? It’s more just it’s tedious. I am going to ask you to look at your database and go through it. So, just do keep that in mind. It’s not overly hard ;, it’s just sitting down. And The reason I say that is because if you haven’t guessed that I have really high functioning ADHD, and this task is really hard for me. And a lot of agents when I go into a room and ask who has it, most people do, right so.

[17:38] Coach Emily Terrell: Just keep that in mind as you are going through it, and you are like, “Oh my gosh, this is horrific.” You can do it because we’re going to get past it. It’s not super difficult; just a little bit of time consuming. Okay, perfect. So let’s get into it. I just wanted to prep you guys so that as we’re doing this and you hate me a little bit, we’re good. Okay, all right. So I want to ask you if you guessed that I was going to make it out of baseball fields. ;, you are absolutely right. When you meet someone just as this person that is not based on me at all. If, you meet someone and you connect with them and you get their contact information, where does it live? Where do you put it? I know that you should put in your CRM, but where do you in reality put it? You put in your phone, right? That’s one hundred percent is where it is. Oh, look at this. I love it. Almost every single person. Oh yeah, in your mind demi Demi was right. You either try to keep it in your mind or oh my gosh, you do like me right.

[18:36] Coach Emily Terrell: Who’s Who’s a massive fan of writing it here right now? Some of you are mentioning your CRM, and I do love that, But most the time you write it down or in most cases, it’s in your phone. It’s one hundred percent in your phone. And then what? You either don’t ever call them, you don’t do anything with it. So, what if what, if today today we went and actually connected and got the contacts out of your phone? And put them into that list for your database. Would that be helpful? Absolutely, right? So let’s do that now. For, those of you that are not watching on your phone and watching on a computer, grab your phone. If you are watching on your phone, you can’t do two things at once, so just watch it, absorb it, And then go back and rewatch it on a computer so you can do it at the same time. We are going to do this at the same time now. I am going to say this: I have an iPhone.

[19:35] Coach Emily Terrell: I am going to show you on an iPhone. I do have slides that are for Android users and slides that are for Pixel users. So, afterwards, if you have those and you have questions, you can refer back to those. Unfortunately, I only have an iPhone, so that’s why I am going to show you. So okay but let’s go through it. I am going to actually share my screen; that is my phone. So that we can do this at the exact same time, okay? Where are you at? Here we go. Okay, perfect. All right, bear with me; it takes a second to share your phone. All right, perfect. So we’ve got our phones right? Don’t worry about the forty unread or not listen to voicemails ;. It’s mainly spam voicemails.

[20:32] Coach Emily Terrell: Um, but we’s on our phones, right? So in order to get to our contacts, we’re going to go to phone. We’re going to go to contacts. Okay. Once we’re here and we’re on contacts, we are going to click this back button right here. It’s on the top left. We’re gonna click the back button, and it’s gonna take us to this screen right here. Now, this is where it tells you um all of your contacts and the amount of people that you have in your phone. So apparently I have a thousand and eighty eight people in my phone. What you are gonna do is you are gonna click this button and hold it, don’t just click it once. You are going to click it and hold it, and when you do, this is going to pop up where it says “export.” So we’re going to click export. There we go. Now it’s going to give you this screen right here. It’s going to have all these different. I keep moving my mouse like it’s going to move up. It’s gonna have all these different things. My recommendation is just select all fields, And the reason that we want to select all fields is because it’s gonna grab everything that you have about them if you have birthdays, any information that you have, and you are just gonna click the little blue button.

[21:31] Coach Emily Terrell: Once you select that blue button, it’s going to ask you what you want to do with these contacts. Now, It’s going to send it as a contact card, and we don’t need it as a contact card. We need it as an Excel document. So one really cool thing. And the reason why I had you guys add Claude is because we’re going to click Claude right there. And what it’s going to do is this gonna take it directly into Claude. It’s gonna take it into this Claude app here. Because as you can see, It put it in as a VCF, and we don’t need it as a VCF. We need it as an Excel document. And then within Claude, We’re just going to simply tell it to make this into an Excel document or a Google Sheet either way, but just an Excel list, right? We’re just going to hit go. So that’s what we’re going to do. Now for those of you that already have your CRM connected to your phone, I absolutely love that.

[22:28] Coach Emily Terrell: Uh, for those of you that don’t, Paul, don’t worry. We’ll be able to parse through them. And that’s crazy to have eleven thousand people in your phone. That’s crazy. Um, I will do this one more time just because people did ask for it. I’ll walk you through one more time. Let me share back to my phone really quickly. All right, one second Okay So, If we go into our phone and we go to just the contacts page right here, when you go into your phone, if you click the back button, it’s going to then take you in. You’re going to hold this button here that says “All Contacts.” When you hold it when you click and hold it), it’s going to bring up export. You’re going to have all the fields. You click “Select All Fields,” click the blue button in the corner, and then you’re going to just take it directly into Claude.

[23:23] Coach Emily Terrell: And, then you are going to ask it to create it into an Excel file. What that’s going to do is, it’s going to get it into an Excel file. So, once we have that, we do have slides again. I just want to remind you guys, we do have slides that are set up for Android and Pixel users. I am not going to go over them because I am not as familiar, but I did have some friends of mine, Some other coaches actually go through this process and screenshot theirs for me so that I can have them for you guys. So sorry so For those of you guys that do have it set up now, what do we do with it, right? Now we need to go into Claude. So for those of you that are following along, if you’re on your computer, we’re going to open up Claude. So we’re going to grab here. We’re in Claude. Now here’s the crazy thing when you go into Claude, You’ll notice you’re like hang on It’s not showing up here Right, so You kind of need to refresh your app because it will show up.

[24:22] Coach Emily Terrell: So, I just usually click code and then I click this “back to chat” button. And oh, look, fantastic! It showed up. And so, What’s really cool is it’s still working on it, but it’s actually going through this process now of doing it. And now you can see where you did it on your phone, and then it automatically connects to your desktop app, so you’ll have access to it. Now, of course, It’s taking just a second to do it, which normally takes a little bit faster. But so we’ve got that working. On it, So what we need to do is we need to actually get from this list. Do, you think that we should now connect it to the list that we’ve already created? Absolutely, right? We need to get the list that we’ve created from our dashboard, and we actually need to compile it with this list. So how do we do that, right? And okay, perfect. All right, good.

[25:21] Coach Emily Terrell: I clawed finished. So how do we do that, right? If you guys think that I have a prompt for you guys already set up, I do. So I’m going to do you guys a favor. I’m going to go ahead How many people answer this in the chat? How, many people are doing this as we go, and they’re actually doing it on their computer? Perfect. Okay, great. I’m going to go ahead. And for those of you because you’re doing it along with me, I am going to grab the chat for you. I’m going to grab the prompt that you need, And I am going to put it here in the chat. Okay, I am going to let you open it. Okay, I am going to put it here in the chat. Okay, this is going to be the resources that you get, and I am going to show you what it looks like. Perfect. Okay, so what it looks like is this: You are going to get this resource. All right? And the way my prompts work is, you simply grab see where it says copy everything below this line. ; you are going to simply grab.

[26:19] Coach Emily Terrell: Everything from below this line, we’ll just do this. We’re just going to grab it. Okay, we’re just going to grab everything below this line and copy it. So now everything in this prompt is copied. You don’t need to change any of it, you don’t need to update any of it, you simply just need to copy this. So once we copy this prompt, we’re going to go into back into Claude. Okay. And remember if it’s not showing up for you, that means you do need to refresh it.

[26:49] Coach Emily Terrell: And, you can simply refresh it just by clicking code and then going back and it’ll show up right. So it’ll be right there because you did it within that same account on Claude. Okay, let me let me do this. So once hold on one second I’ll paste it again. So once you put that prompt, you’re just going to paste it down here because we’ve already got this spreadsheet. So we don’t need to create a new one for those of you that need it I’m going to paste that prompt in there again. So that you’ve got it. Yeah. Here we go. I am just going to paste it in there a few times. So you guys have a copy of it. The TF team is also already doing it as well. So, What you are going to do is this :, so you are going to have this contact sheet, which is the one from your phone. You are going to paste the prompt. And then what you need to do is you need to grab that Excel document and paste it, or just put it right here, okay?

[27:47] Coach Emily Terrell: So once you’ve got it, right now remember the prompt is going to be here in the chat. Okay, just remember this: so you are going to go into the chat. The TF team is posting or pasting it into uh the uh the message board for you guys. Okay, you are going to go and grab that prompt. You are going to paste it directly into this link that we’ve already created—the one that we put in from our phone. Okay? You are going to paste it in there, and then you are going to grab that database spreadsheet that you already downloaded. Okay, So you are going to have three things :. You are going to have the contact sheet from your phone. You are going to if it’s still working, that’s okay. Jasmine, you can do it here in a little bit. You are going to grab that prompt, paste it in there, and then you are going to put that new Excel or that new spreadsheet, that database spreadsheet that you downloaded as part of your homework. Once you do that, you are gonna hit enter and it’s gonna start creating them. And what it’s going to do.

[28:45] Coach Emily Terrell: Yes, you are going to download your CRM file, right? So that’s the third thing. So, you are going to have the one you’ve got from your phone that we had Claude created to an Excel document, or in my case, it’s a Google Sheets. You are going to grab the prompt that I just put into there that the TF team has been posting for you guys. And then you are going to grab that database spreadsheet. And you are going to put that into there and you are going to paste. Now what it’s gonna do, mine’s gonna kind of mess up a little bit mainly because, I don’t actually have a database spreadsheet that I am adding in. I am just showing you guys an example, but what it’s going to do and it may be clogged, maybe a little bit of an a hole. If that’s the case, just tell it to run it right. What, it’s going to provide. You is one sheet that has not only the database contacts, but it’s also going to have your phone contacts in there. Now the question.

[29:42] Coach Emily Terrell: They are, um, if they are duplicates, update the phone number because the one in your phone is more accurate. It’s going to update that. It’s going to update any missing information. It’s not going to add anything duplicate. It’s only going to add people that are truly missing from your database. Okay, So um if you look at the and once again, just to let you all know where that prompt is, TX team has been posting it the link to it in the chat, But everything on the prompt starts here with roll. Everything below this line from roll all the way down to the hard rule, this is the entirety of the prompt. You grab just everything here, from underneath where it says everything below this line, just copy all of that. That paste directly into Claude as the prompt. So that’s where you are going to see that prompt. So everything that’s there, so what you’re going to end up with is a more.

[30:41] Coach Emily Terrell: Updated CRM. Now, let’s talk about so we’ve got this. You know, we’ve got this this database working. We’ve got this updated sheet, right? And do keep in mind, guys, Remember that I do have on my slides for those of you that aren’t watching it live that do need to go back right? I do have not only iPhone setup instructions. I also got t here is two pages of that. Um i’ve also got um setup instructions for androids of the. Pages that you are going to see, and I’ve also got the pixel Google contact, so you’ll be able to go through and rewatch this and do it. Okay, And then I also do have the instructions of what that page looks like and how you run it. Okay, So now let’s take, let’s go to the next part because I do want to spend some time talking to you guys about this database because I did notice that some of you were asking questions about, you know, you don’t want everybody in your database.

[31:40] Coach Emily Terrell: And that’s true, right? Everybody just in your database, And I do love it that there are, you know, quite a bit of people that did send me questions and they were saying, “Oh my gosh, I’ve got this eleven thousand person database or six thousand or even two thousand,” right? And this is the part that gets tedious. It’s, you know, in reality, do you do you need all of these people in your database? And that answer is no. The answer is you don’t need all the people. And that’s because, Um, there are a lot of things that people just hey, So question for you guys, because there are some people that are doing it before I go to the next part. Do y’all want me to show you one more time, the steps from the phone all the way through? Yes, okay. Let me go through it one more time, just so that you guys can do this. Um, I’ll show you guys one more time. Okay? Perfect. Hold on one second. Let me get back to my phone. Okay.

[32:39] Coach Emily Terrell: I will share you guys from the beginning. We’ll make sure that you’ve got it. Here is the cool thing I do want to remind you. You can absolutely go back and rewatch this, watch the first part, pause it, do it, then go to the second part. Okay? We absolutely can. Okay, so let me get back in here here. I’m going to go to my phone and I want this to be able to walk through doing this, and we’ll start from my phone remember. Um, uh, Android. Okay. And Google Pixel. Okay. So, once we’re on our phone, we’re going to go in and we’re going to go to our phone. We’re going to click contacts. So now we are in. okay, it’s just a little bit delayed. So once we’re in our contacts, okay? We’re going to click this back button that’s up here, and it’s going to take us to all the lists that we have. Okay?

[33:38] Coach Emily Terrell: Then we’re going to click and hold this button that says all contacts. Okay, it’s going to take us to this button. This is export. We’re going to click the export button, and it’s going to take us to all of our contacts. My recommendation is at the bottom. You’re going to click that button that says, select all fields. You’re going to click this blue check box. And that’s gonna ask you what basically what you want to do with this file. Okay.

[34:09] Coach Emily Terrell: So, you are going to go into this all context. You are going to click Claude, and it’s going to open Claude up directly. Don’t need it; it’s going to open up Claude directly right here. So, you are going to tell Claude make this into an Excel file.” Okay, so this is on the app on your phone. So, that’s on your phone. The only then you hit go just like that. That’s the only thing that you need to do on your phone because what we’re doing is we’re getting. The content, the information, Your contacts off of your phone and into a file that we can work with. Okay? All right. Now, once we have it here, now Wendy, The good news is is that you’ve got a lot of you’ve got about It says one hundred and one thousand. That’s a lot of contacts in your phone. Hopefully you don’t have that many. Okay? But, you’ve got a lot of contacts The prompt that I give you does go through and deal with all those duplicates So. As you can see, it’s working.

[35:07] Coach Emily Terrell: Okay, so that’s what you do. That is step one. That’s how we get the context off of our phone. Okay, now we’re going to go to step two. All right, step two: you can say Excel spreadsheet; that works fine. So now we’re going to go to step two, And step two means that we’re going to go to Claude. Now There are some questions. If you can use the desktop version of Claude.

[35:37] Coach Emily Terrell: Okay, or you can or you can go and use the web version of Claude. I’m going to show you on the web version because it works the exact same. Okay, for step two, You’re going to go and the TF team is going to put the link up here again. This is going to be the prompt that I want you to use. This prompt is designed just to be copy and paste. Okay, and yes Bill, you do need both files. So one second I’ll show you where to add both files. You’re gonna go and grab this prompt right here. You’re gonna grab everything from it, and the TF team just put it there in the chat. Okay, you’re gonna just copy everything. And as you can see, This prompt is designed to look at the two different lists that you have and compare them. Okay, so you’re gonna grab everything from below this line. You’re gonna copy all of it. This is the prompt that you use. Okay, now from here, you’re gonna go look at Claude. Okay, so in this we’re going to refresh it because it’s been doing it okay.

[36:34] Coach Emily Terrell: So, in this, as you can see, actually we’ll look at the new one. Okay, this is the one I literally just did. So, in this, you are going to look at Claude and Claude here we go. Claude is going to look at the list that you just created. So it took this file that I did from my phone and I hadn’t made it into an Excel document. And as you can see it, just made it into this list for me. It’s perfect my thousand and eighty eight contacts that I have in my phone. So now what you do. Is in this chat. You’re just going to stay right in this chat, okay? You’re going to paste. Remember, here’s the handout. The TF team is putting that link in there, okay? You’re just going to copy everything there. You’re going to paste it directly into this chat. Just take copy and paste the entire thing, if you if your app is not showing the phone download, refresh the app okay? Just refresh the app.

[37:31] Coach Emily Terrell: It’ll show up in there just like I did on this one. I just refreshed it and it showed up, okay? You’re going to paste that one in there. Now you need to also give it that second list. The second list was the list from your homework. It’s the database list that you downloaded, okay? And in my case, I’m just grabbing a list that I have just to show you guys as an example, right? I’m just going to grab a downloaded list here we go, okay? You’re going to Download this, which is get our paste this, which is the prompt, and then download your CRN list. Okay. Now if your Claude is giving you any kind of feedback, tell it hey guys I gave you the two lists just do it. Cause sometimes it just does it. I wouldn’t remove any notes. I would just leave the notes in there right? Just have it run as it is cause we do want notes in there. So does that make more sense? Right, so we went through. And now once we hit go, mine’s gonna give me some weird responses.

[38:31] Coach Emily Terrell: But when we hit go, we’re going to have it connect those two lists. So we’re making sure that um perfect okay. So it’s going to come in, it’s telling me that I didn’t spell F L B again twice, which I absolutely did. So you are going to tell us clean it up, make the best judgment and it will do that right? So just go through and answer the questions and use uh their best judgment and to do it. Now, I will tell you, you don’t need to download. Somebody said that their cloud freezes when I try to download the spreadsheet. You don’t need to download. Well, you can download the final spreadsheet, but you don’t need to if it is freezing. Try cloud again later; sometimes that happens. So, you want to make sure that we’re kind of looking at that okay? So now that we went through that, Remember guys :, if you do get stuck and you need to send me a screenshot, absolutely feel free to. You can also go to your coach and they can help push through that. Remember: you do need to provide it with your CRM file.

[39:30] Coach Emily Terrell: Okay, so you’re providing it with two things. One is the prompt and the second one is your CRM file. So you have to give it that. It’s not going to automatically find it. So make sure that you’re doing that, okay? So. Now let’s get back to our notes because I want to I want to make sure that I finish the presentation because we’re going to go on to talk about database hygiene. And this is the part where I am going. Have you guys go and do this. Now, remember guys, for those of you your CRM file, Your database file was the homework last week where you went into your CRM and you downloaded it. So that’s going to be your homework for last week was to update your cloud files, sign up for listing leads and then download the information from your database. So we do need to make sure that that you’re doing that. Okay. So have you does anybody here watch football? I actually don’t but I still got this for you. I’m sure you guys have heard of the Hail Mary right?

[40:24] Coach Emily Terrell: It’s going to be, you know, that hail mary. It’s that you know we’ve got seven seconds left on the clock. And I think that if I send this, if I like throw this super long touchdown pass, We’re going to magically score and win the game because we’re only losing by three. And now we get six and yada yada. Right? Again, can you tell I don’t watch football for the longest time? I joked around and kept asking why they were calling traveling on my son’s seventh grade team. If y’all don’t know this, and traveling means false start, yeah, that’s how much I don’t watch football, right? I did have to learn that. So, in saying that right as realtors we try for hail marys constantly. Right? We try to get those hail marys. We keep people in our database way more than what we should. So I want to go over with you guys, the rules of cleaning up your database so that you can look at and remove some of those people that don’t need.

[41:22] Coach Emily Terrell: To be in our database, because in reality, if we’ve got two thousand, four thousand, six thousand—however many people in your database—for one, there is no way you can work them all. And then number two, the worst part about it is it’s actually ruining your credibility. Because what happens right? You’ve got people in your database that you know you are like, oh, my gosh, I am going to do an action plan for them. Okay, great. So, let’s say you send them an email. What happens? They look at it and they go, “Think about it. When you get an email and you are like, ‘I don’t need this email about flooring,’ about a random floor company. What do you do? You unsubscribe or you mark it as spam, right?” Or if you get a text message or a phone call, you remember those forty unlistened-to voicemails I have? That’s all because they are spam voicemails. Do you know what I am going to go do one day? I am going to go into my voicemails and I am going to.

[42:19] Coach Emily Terrell: Delete and report to spam because now it’s that simple. And, do you think people are doing that to you when you are reaching out to them? And they don’t know who you are? Absolutely, so you are ruining the credibility of your email and your phone number, which is more likely to be marked as spam. So, What we need to do is we need to go through the process of cleaning it up. Now remember, you guys, if you are stuck a little bit. Then just make sure we I’ll work and troubleshoot it with you guys if you need that or your coach can on your next coaching call. So just make sure you send me a message and I’ll make sure to help you kind of troubleshoot through that. Um, If we still having questions about getting those files combined because I do want to go over some of these rules so that we can work on that. So let’s talk about these rules, okay? Number one, and yes, I am probably going to receive some flack from this okay? Are they an agent or a vendor?

[43:16] Coach Emily Terrell: Okay, if they’re an agent or a vendor, do they need to be in your database? My theory is no. Now I know that some of you guys in your mind, in your mind just went and said, “Well, what about agent-to-agent referrals?” Okay. So here’s my answer to that. If, you are actively working that lead source. Okay, you’re actively working that lead source.

[43:46] Coach Emily Terrell: And you are actively working on them, And I don’t mean just meeting someone for one time and then putting them in your newsletter. By the way, I unsubscribe from all of those. Right? If you are actively working on them, which by the way, I only know of one agent ever that that I know of that actively works me as far as part of their database. I get a call or a text message or some type of response from him at minimum of once a quarter. And I know because I can see all of his messages there. Right? I know this because I still receive them and I remember him. But unless you are actively working all of those agents or vendors in there, do they necessarily need to be in your database? I am a firm believer of no, they don’t. So having those removed would be the first place to start. Okay, the next one is: Do you remember who they are? If, it’s someone in your database and you are looking at that contact going ” no idea,” right? And I remember a lot of people.

[44:46] Coach Emily Terrell: One of the perks of having my type of ADHD or the way I function it is I am one of those where I remember everything. You know, There is that joke that goes around that if you want to do the coolest thing, it’s like somebody with ADHD remembers every single thing. You just need to say the right words to unlock those memories. Absolutely, right? So you know, but I look if I don’t remember who they are, I don’t need to keep them in my database because I am not going to probably call them. I am not going to reach out to them. Because it also means that I can’t do what we’re going to do next week, and I can’t tag them with anything, right? Next, don’t worry; I’ll answer your question about paid leads here in a moment. Because also if they’re paid leads, you should remember where they came from. Okay, the next one is: Do you remember where they came from? Right? So maybe you don’t remember who they are specifically, but you do remember where they came from. You are like: You know what? That is an open house lead. Okay great.

[45:43] Coach Emily Terrell: So you can remember where they came from because maybe you did tag them, and so you know. Okay, now in addition to that, If you have been working on them, and let’s say you do remember where they came from, but they’ve never responded to anything. They, have you have reached out to them for twelve months? Two years? However, a long time and they’ve never one time ever responded to one thing. They don’t read em; they are not. Opening any emails that you send, They’re not responding to one thing ;. They’re completely one hundred percent ignoring everything that you are doing. Okay, and then the next one is, you know, have you don’t actually try to contact them? So maybe they’re more than a year old. They were and I love to say open house leads because people like to bring those up. They’re an open house lead but you’ve never actually reached out to them. But now they’re so old that like it would be awkward to be like, hey, I am going to use Cynthia’s name because she’s there. Hey Cynthia.

[46:41] Coach Emily Terrell: Uh, you know, do you like? I don’t remember really where you are from. Or hey, I met you in an open house for you know a year ago. Did you ever actually buy a house? You know, do you do you actually ever try to contact them? And then or maybe you kind of remember that and maybe they kind of but like or you are like I think I met this person, but you just really don’t even remember the interaction at all. All of these things if are, If it’s a yes or an Asian vendor, but if all the rest of these are no or at least a good. Of those, or no? Do they need to stay in your database? And the response to a lot of that is no. And the reason is, Is one of the reasons that I like to justify or go over this, and keep that in mind is because a CRM stands for a client relationship manager. And in reality, as an agent, I cannot form and build a relationship with two thousand people.

[47:40] Coach Emily Terrell: That would be amazing, but I can’t. I simply can’t do it. So instead of trying to focus on this two thousand, four thousand, Ten thousand, what if we had a much smaller database somewhere two to five hundred? T here is not a perfect number, right? But, what if we had a smaller database in which we know the people they are responding, we’re interacting with them and the calls and the contacts that we make. Are interactive now. There a couple of caveats because there a couple of caveats that we need to talk about. Number one, My team works expires expireds I have a different set of rules when I look at expireds, because when it comes to expireds, I keep them on for a certain number, a certain amount of time.

[48:34] Coach Emily Terrell: Usually it’s about nine months. After nine months, if they’ve never responded to us, they’ve never interacted with anything, I do go ahead and delete them. Or obviously if they’ve re-listed those kinds of things, yes. But if we have if they’ve never re-listed, They’ve never rented, and they’re non responding to us for nine months, then we go ahead and delete them. Mainly because at that point, that lead source doesn’t consider themselves an expired anymore. Now They’re just someone that you’re harassing right like that They feel that way. So, we go ahead and delete them because in my market, there are so many expires that are short term. If, they’re online leads, and you have this online lead, and they’ve never responded to you in a year, year and a half, My recommendation is to either archive them or delete them because what you, you know, you only have a limited amount of time to call people and to reach out to people every day. So, why focus on people that are not responding to instead focus on the people that are.

[49:33] Coach Emily Terrell: Actually, interacting with you that are more likely to transact with you. All of these people that we are that aren’t responding to you. They’re your hail marys. They’re your “oh my gosh, wouldn’t it be amazing if? ” But, why would we focus on the ” wouldn? ‘ t it be amazing if “, when the money that we have within our database, when everybody talks about this gold mine, that’s our database is sitting right there in the people that are interacting? It’s sitting in that two to five hundred type of stuff. Now, let me look at it because I know some questions just came up. So, I want to make sure that we are responding. I am responding to those. So, the newest question Beth you get an answer because it’s there at the bottom. Would you include people that are not responding but are looking on your website? That’s someone that’s responding. They’re responding in a different way. They may not be responding to your text messages, but they are interacting with you. Those are actively they’re actively looking at stuff. So I would keep those because they are interacting with the information that you’re putting them out.

[50:31] Coach Emily Terrell: Now, here is the thing. Cody did ask, “Are we manually deleting the people out of the new list that Claude made?” Yes, this where it’s tedious. There is not a way for Claude to go in and I believe me ; I tried. It became very complicated and way too many steps. So you are going to have to look at the list and go, “You know what? I don’t know any of these people.” Here are the notes. Here are the updates. I don’t know any of those people. This where you need to go in and Create some judgment. Look for yourself to delete some of them. This is where it gets tedious because you need to actually look through your list. You need to actually go in and check to see who’s responding, who’s that if you have them already tagged, some tags in there like by lead source, that’s a great way to organize it so that you can take a look. Okay, so um a couple of questions because I do get this is.

[51:28] Coach Emily Terrell: Somebody asked, “Could we not just set them up on a drip campaign somewhere else?” Well, you can, but why do you want to have them in a separate place? You can absolutely do that, but again, that’s a hail mary. And. So now you’ve got an email address or a phone number that has the potential of being marked as spam. And, you can also david, you can call and see if you can revive them. You absolutely can actually one of my coaching clients when I went through. This asked that exact question. That’s, you can do that.” Um, the likelihood that they will fall and revive is pretty low. But if you if you would like to absolutely, you can definitely do that. If, you want to put that depending on how many that you’ve got and then make a judgment call after that. Um, Judy asked how you delete them. Well, Right now, we’re working on an Excel spreadsheet. So you simply just or a Google sheet You’re simply just deleting them from that file So, You’re just going to go through, depending on what You’re using and delete them directly from that file Um.

[52:24] Coach Emily Terrell: Now, if they open emails but never respond, That’s considered interacting because they are actually opening your emails and they’re looking at it. So, They built that interaction because they’re seeing your email specifically and they are opening them. So, That’s someone that’s helping your response rate ;. They haven’t unsubscribed. So they are. It’s their form of interaction. What we’re looking for is people that have never opened emails, they don’t click on any of your links, they don’t look at your text messages and stuff like that. I love it so Debbie did say thank you for the permission. To delete people, absolutely we should. We should focus on it. You know, how many of you guys have heard of Lisa Munoz? She is she’s a team in Austin. So I am in San Antonio; she’s in Austin, so she’s an hour and a half away, right? So Lisa’s team, they have a database of nine hundred people and I don’t know her updated deal count, But the last I heard this was this was like three or four years ago.

[53:19] Coach Emily Terrell: They have a database of about nine hundred people. They only exclusively work that database, and they do somewhere between one hundred and one hundred and twenty transactions a year. And I am sure that that has actually grown significantly since then, but it just goes to show you don’t need tens of thousands of people. Their team solely works that nine hundred person database. It grows a little bit each year from the referrals, but that’s all that they work. And, they were able to get a hundred to one hundred and twenty transactions just from working that. Okay, now one person asked Oscar, and this is a good one. They asked if it would be easier to sort the list that you downloaded. Absolutely, sort the list if you are proficient in Excel and Google. You can sort the list based on the information that you have, Like for example, where they came from last communication date, depending on what you have in your list.

[54:15] Coach Emily Terrell: And then go through and actually take a look at like who’s interacting with you, and go through and delete people like that. That would be my recommendation. You’ll also know, you should know, wait a second, these people I do talk to, I actually know these people. They know me. And go through that when I delete people. I am merciless by the way. I am absolutely merciless. I don’t keep on. I don’t go and mess, you know, do that. And, then some people ask if they can get rid of the unnecessary categories to make the sorting easier. Absolutely, Cody, be merciless just like I do. Okay, somebody asked how you get rid of them off your phone. You unfortunately got to delete them manually from your phone. You won’t be able to go and mass. Well, there is a way to mass delete them from your phone. There are ways, But the easiest way I can tell you right now is just delete them from your phone.

[55:09] Coach Emily Terrell: So, for people, Carla asked, “What do we do with the older contacts that bought or sold a long time ago and have moved away, but they like to hear from you still?” So it comes down to that’s a judgment call. So people who have moved away. They’re no longer in your area that comes to a judgment call. If they, this just this how I would handle it if they are actively referring to you, or there’s a good probability, they were keep them in there. We’re going to talk about lists in session four. And how to make these smart lists. So you know who to call and when to call people. So, when you go, You are going to they’ll show up on the list, and so you can interact with them. So, if they are interacting with you, go ahead and leave them there. If they are going to most likely refer to you. Now, If they moved away and they’re like, just they cut it off ;. They’re not talking to you anymore, then go ahead and delete them. So, that’s that’s going to be. My recommendation is to kind of use a judgment call in there. Um.

[56:09] Coach Emily Terrell: So Armando, You can remove them from Follow Up Boss first before you do a cloud import. You absolutely can. If, you just would have to do that before you download the list from Follow Up Boss, so you absolutely can. Okay. Do do do. Nope So Rana, you’re going to actually do the prompt first, The thing we did first and then go ahead and clean the list. This way, your phone contacts are in there, and you can just clean the list all at one time Um Hopefully I haven’t missed calling you back Lindsay. Hopefully not. If I have, send me a message. I’ll make sure I do. Okay, what about a demographic farm where we have the address and email only? Okay, So those lists that list is kind of similar to an expired my recommendation. If it’s a list such as a demographic farm where you are working it, but they don’t necessarily have that interaction with you on something like a demographic farm, keep them on the list. We’re going to make sure we tag them or have them correctly identified.

[57:07] Coach Emily Terrell: As, a group of people that aren’t going to end up on your smart list, to talk those are going to kind of that’s a subset in your database. Um, That’s going to be something. So anybody that has a geo farm? Do make sure that you are tagging them geo farm. You don’t have to delete them because we’re going to use them because you do use them for certain things, but we’re going to do that um or yeah and Victoria. If you don’t have contact information for people um. The the prompt I gave you at first, if you do have them in your phone, it should actually update them so that you do have contact information for those. For those of you that you do have. But if you don’t have contact information, Then you don’t know how to get in touch with them even where it’s phone number or email address. We shouldn’t keep them in there. We shouldn’t just have a name in there. If you have just emails, um if you have just emails, You can go in uh and do things like skip trace to look for phone numbers if you want.

[58:05] Coach Emily Terrell: If they are interacting with the email addresses that you do have, then I would keep them in there. Ooh, um, so Emily said, and this is for anybody who is stuck. If, your cloud is still working on merging and making the list, and it’s been nineteen minutes, it shouldn’t necessarily take that long. I would stop it and redo it because sometimes it gets stuck. So just stop it and redo it; it should take a lot less time. Okay, perfect. Lindsay followed up on that loop. ; good. I didn’t I didn’t miss a call from her. I I do that sometimes, and so I stress out. A little bit okay, perfect. I answered some of these questions. I am just making sure, guys, that we’re answering all these questions. Oh, at okay. Lindsay asked, “Okay, good.” Well, you are back again. Lindsay she asked if we should do this on a routine basis. You absolutely should. You should go and check your database to make sure that you are not filling it up with junk of people that aren’t responding right that aren’t interacting If. You are doing this maybe every six months once a quarter, putting it on your calendar so that you got this task that’s happening and you are doing database.

[59:03] Coach Emily Terrell: Hygiene on a regular basis. Terry asked, “They have four CSV files. Can I merge them?” Yeah, absolutely. Tell Claude to merge them for you. It’s as simple as that. Throw them all in Claude, tell him to merge them for you and combine them all, even especially if they’re not all working—you know—they’re not all the same. Ask Claude to merge them for you. Okay, cool. If you are struggling, just go ahead and send me a message and I can work through there. Okay, cool.

[59:29] Coach Emily Terrell: Yes, so Demi asked a question. Demi, that will be answered in the next session. So I’m not not answering your question, but we’re going to answer that in the next session. Okay, cool. Um. All right. Okay, cool. How do you stop Claude? Oh um the circle with the little stop sign like a little square in it at the bottom. It’s it’s the square at the bottom on Claude that just stops the action that it’s doing all right.

[59:31] Coach Emily Terrell: Now Shannon asked, “She has some contacts that have masked their email addresses from Zillow. Should I delete those?” Run through the same thing. You know where they came from; they came from Zillow, right? You have hopefully you should have a phone number for them at that point. It’s okay if you don’t have an email address for them, but are they responding? Do you remember the interaction with them? If, they’re not responding and they’ve been in there forever, and they’re really old and things just don’t respond, go ahead and delete them. Okay, so that’s, Just follow the rules. It’s okay if you don’t have the perfect contact information for them, But if they’re not responding to you and they follow that those set of rules, then go ahead and delete them. Cool. Yes. Okay, And then Michelle mentioned the response she got is she got a spreadsheet that has four tabs at the bottom. It says master list, change log, review needed and skip. Okay? Those four things, the first one is a master list so it’s now her new list right?

[60:01] Coach Emily Terrell: The second thing is the changelog. It’s the changes that it made within there. The review needed is some things that Claude was like, hang on, This is something that I need you to go and check because you know, they didn’t. It wasn’t perfect, but it I just need you to go and check all these things. And, then the last one is skipped, because those are ones that it made a judgment call it needed to skip. So that is what your final product should look like. Cool. Now Barbara asks, should I take my sixty five hundred contacts down to nine hundred? It could be, If, you are if you go from sixty five hundred contacts down to what there is not a magic number, But it’s more of these are now the contacts that you are actually interacting with. These are now the people that, You that respond to you that are actually you know, building a relationship with you. That’s the magic number. That’s the amount of people that you should have in your database. So okay, we are bumping up right on time. So now just as a reminder guys.

[60:57] Coach Emily Terrell: We do need to make sure that we are registered for the next session. It’s going to be next week at this time. For those of you that need to know, homework for this week: okay, number one, Get the contacts out of your phone and merge it with the list that you created next or last week. And, then number two is you need to go in and clean up that database, clean up that list and cut it down. We shouldn’t have database list of one hundred one thousand ; that was a crazy number. In a phone, I’ve never seen that that many. You should take that list and actually put it into a manageable number of people that are actually interacting with you, that you have some type of interaction with them. Now, if you do have questions, be sure you ask your rewatch this. If you still can’t get it, you ask your coach and absolutely feel free to message me. Don’t forget to also message me with your wins; I absolutely love that! Don’t forget on the calendar.

[61:55] Coach Emily Terrell: Right there in Revy, Where you are going to register for this class is also if you look at the past one, that’s where it takes you to the dashboard and all of that. And where you go and ask me questions, it’s just my Instagram. It’s Coach Emily Carroll. So for those of you that aren’t already following me or have never sent me a message, go there. And if not guys, oh one last question: how we’re handling paid leads? It’s the same thing. You just go through the funnel okay? The funnel is going to tell you if they’re not interacting with you, whether they’re paid or not. If no if they’re not responding to you then you absolutely Make that decision call if you actually need them to stay in your database. So, guys, I will let y’all go for today. If y’all need anything else, please feel free to reach out. Thank you so much, guys! And y’all have a great rest of the week.