Session 5 of 21 in the Authority Stack schedule. Recorded Wednesday, September 16, 2026. Instructor: Coach Emily Terrell. Series: The Database Referral Optimizer (Series 1 of 4). Duration: ~64 minutes.

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Summary

Session 5 of “The Database Referral Optimizer” is where the foundation built in Sessions 1–4 — a clean database, tagged contacts, and numbered filtered lists — starts getting used every day. Coach Emily Terrell walked through a four-step daily marketing routine (roughly an hour a day) that puts the Listing Attraction Plan, the MLS Hot Sheet, the filtered-list calls, and one daily CMA into a fixed order, then spent the back half of the session live-building a Claude project that turns a property address and an MLS export into a branded comp-spread report and cover letter.

Session 8 (Oct 7), the last of this module, will tie all four sessions together into a full marketing calendar and preview a new Tom Ferry/Revvy AI tool that automates database cleanup and tagging — still in internal testing, not yet released.

Where last session left off (Session 4 recap)

  • Learned the difference between a tag (an attribute on one contact) and a list (a dynamic filter built from tags plus other criteria), and the numbered naming convention (1, 2, 3…) that sorts call-priority lists automatically in a CRM.
  • Built four lead-source list structures live: Open House (3 tiers), SOI/Past Clients (1 list), Expired listings (3 tiers), and stage-based lists — and confirmed Investor lists follow the same pattern.
  • Set up two housekeeping lists — No Tags and No Communication in 100+ Days — to catch leads falling through the cracks.

Today’s session at a glance

  • Learn the four-step daily marketing routine — Listing Attraction Plan task, MLS Hot Sheet scan, filtered-list calls, then one daily CMA — done in that order, every day.
  • Watch, step by step, the build of a Claude project that generates a branded CMA comp report and cover letter from a property address plus MLS export data.
  • Set up the CRM side of the daily CMA workflow: a one-time filtered list, a “CMA” tag, and a 365-day recurring follow-up task per contact.
  • Cover the team/VA options for sharing the Claude project, and the cold-outreach variant for expired listings.

The four-step daily marketing routine (~1 hour/day, in this order)

All of the setup work from Sessions 1–4 — cleaning the database, tagging it, building filtered lists — exists to feed this routine. It runs in a fixed order every day, and the order matters: steps one and two clear people off the call lists in step three, so nobody who already got an email or text that day also gets called cold.

  1. Listing Attraction Plan (in Listing Leads): open the day’s suggested task — an email, call, or text script — and send it only to the contacts it’s tagged for, never the whole database. New sign-ups get the 60-day free trial via code SummitStep.
  2. MLS Hot Sheet scan (in the CRM): review new listings, price drops, and back-on-market properties, then reach out to relevantly tagged contacts — for example, an investor-tagged group for a high-investment-potential listing.
  3. Filtered-list calls: work the numbered call lists built in Session 4, in priority order — done after steps one and two so people who already got an email or text that day aren’t also called cold.
  4. One daily CMA: send exactly one (up to two) automated, Claude-generated CMA per day — never more, to keep the workload level as the routine scales toward roughly 250 CMAs a year.

Coach Terrell’s stated reasoning for running all four steps inside the CRM rather than a personal phone or an external email service provider like Mailchimp: communication history has to live in one place to support filtered lists, team handoffs, and eventually delegating the routine to a VA or assistant. ESPs like Mailchimp stay reserved for mass newsletters, not the one-to-one or semi-custom sends this routine relies on.

Building the automated Daily CMA Claude project

Walked live, step by step:

  1. Create a new Claude project. The project’s own “what are you trying to achieve” field is not where the prompt goes — that field takes the trigger only (in this demo: “the address and MLS data”).
  2. The actual CMA prompt goes in the project’s Instructions field.
  3. A personal brand guide — obtained by DMing the word “brand” to Coach Emily Terrell’s Instagram, which auto-sends a separate brand-guide-building prompt — goes in the project’s Context field.
  4. To run it: feed the project a property address plus MLS export data — actives, pendings, solds, expireds, canceled, and withdrawn comps from roughly the last six months in the surrounding area. No manual filtering of the export is needed; grab everything that could plausibly be a comp.
  5. Output: a branded comp-spread report plus a cover letter. The letter deliberately does not state a specific price — the goal is to prompt the recipient to request a full in-person analysis, not to have AI generate a valuation. Coach Terrell was explicit that she does not use AI to produce an actual number; that step stays manual once a lead responds.
  6. Delivery: she prefers mailing it (“more one-to-one”); email works too. A “video CMA” — recording yourself walking through the report, optionally with a QR code — was raised by an attendee and confirmed as workable.
  7. Good examples can be pinned into the project’s Context via the “Add to Project” button on a generated output, alongside the brand guide, to steer future outputs.

The CRM side: filtered list, tagging, and the yearly follow-up task

Demoed in Follow Up Boss, but transferable to any CRM: build a filtered list of contacts tagged as not yet CMA’d and no contact in the last 60 days. This list is a one-time, first-pass-through-the-database tool — once every contact has received one CMA, the filtered list and the CMA tag are no longer needed. After each CMA is sent, tag that contact “CMA” to drop them off the list, then create a recurring task due in 365 days so the next CMA to that person happens automatically a year later.

Team and VA use of the Claude project

Three options were given for getting a VA working inside the system:

  • The VA builds their own copy of the project on their own Claude account, using the same instructions and brand guide.
  • A Claude team account with a shared seat — with a caveat raised by an attendee, not the instructor: team accounts require every member to share the same email domain.
  • The VA logs into the instructor’s own Claude account directly — called the least-ideal option of the three.

Cold outreach, and avoiding duplicate valuations

For expired listings or other cold contacts, ask Claude to rewrite the same CMA prompt for a colder audience, save it as a second project (for example, “CMA for expired”), and use that instead of the warm-contact version.

For contacts already engaging with an automated valuation tool (Real Scout, Homebot), skip the manual CMA to avoid duplicating the message; if they’re not engaging with those tools, send the CMA as normal. For long-past professional contacts who may not remember the agent, warm them up with an initial touch before sending a CMA cold — getting someone’s mailing address unsolicited was flagged as “a bit much” without that warm-up first.

Q&A highlights

  • Wipe and restart a CRM database, or delete contacts one at a time? Depends on how much usable data already exists — if the database is mostly dead weight, export what’s worth keeping to a spreadsheet, tag it, wipe the CRM, and reimport.
  • Google Sync in Follow Up Boss should be turned on so leads arriving by email (for example, from Realtor.com) auto-populate the CRM.
  • Mass/batch text and email have state-specific legal constraints (Texas was cited as an example); the general guidance is to send CRM messages so they land as individual, not obviously bulk, communications — and to test any mass-tag send on a couple of known contacts first.
  • Geography tags aren’t limited to towns — subdivisions and zip codes work too, and should cover both where a contact currently lives and where they’re looking to buy.
  • An attendee (“Josh”) reported a win from a prior week’s cold-CMA batch: 50 cold CMAs sent, 4 contacts re-engaged, 1 listing appointment resulted.

Homework (due before Session 6, Sep 23, 2026)

  • Sign up for the Listing Leads 60-day free trial (code SummitStep) if not already done — this session’s baseline homework for the group.
  • Build the Daily CMA Claude project — the prompt goes in Instructions, the brand guide in Context (DM the word “brand” to @CoachEmilyTerrell on Instagram for the brand-guide prompt) — and start sending 1–2 CMAs a day, tagging each contact “CMA” and creating a 365-day recurring follow-up task per contact.
  • Adopt the four-step daily routine in order: Listing Attraction Plan task, then MLS Hot Sheet scan, then filtered-list calls, then the day’s CMA.
  • Register for Session 6 individually via Revvy; the AI tools module (Derek Caldwell) opens October 14.

Support channels

  • Personal coach (following the course, can help directly).
  • Tom Ferry learning portal (Revvy/Revi) — all recordings, slides, resources.
  • Coach Emily Terrell on Instagram: @CoachEmilyTerrell.

Full transcript

Auto-transcribed and speaker-labeled from the session recording (Plaud). Timestamps are minutes:seconds from the start of the recording.

Click to expand the full session transcript (~64 min)

[4:07] Coach Emily Terrell: Hello, hello everybody! As usual, as we are getting in here and waiting for everybody, tell me where you’re at today. Hopefully, it’s all in the same places, but you never know. You never know. I’m not always in the same place. Tallahassee, Texas. I love it, big state, but awesome. Chicago, Bakersfield. Have been there. Buckeye, Arizona. Never, never been there. Mexico. I love it. Some of these places I’ve been to because I’ve been to a lot of random places like Phoenix.

[4:37] Coach Emily Terrell: Phoenix is not random, but not everywhere. Montana, I love it. It’s actually one of my coach clients, so we’ll do that. Dallas, Georgia, huh? I’ve never been there. All right, Augusta. I have been there before. Perfect. GTA, Toronto. I’ll be in Canada next week, but not Toronto, not Toronto. The Philippines, I love it. Chula Vista, Boise, Idaho. We’ve got tons of people from tons of places. I love it. Everybody’s joining in. Awesome guys! Can you believe we’re already at week five? I know week five. Right after this, we only have three more sessions with me, and I promise you, there’s a lot of fun-filled stuff. So make sure we’re sticking around. But we are already on week five of it. So perfect. Okay, I’m gonna go ahead and get started for you guys today because, usual, I want to respect your time. I don’t want to make sure that I have plenty of time for questions. As you remember.

[5:35] Coach Emily Terrell: As you’re jumping in, I’m really great at being able to look at the chat. So if there is something that you do have a question on, feel free to put it in there. I will answer it right then if it applies, or if I’m not already going to answer it, then I will go ahead and answer it right then for you guys. Again, because I want to make sure that you know know exactly what you’re doing. Good news, guys. Good news. We are going back to AI today, so do be prepared for this. We will have all of the tools and resources. I’ll show you where that is, just as a reminder. But we will be going back to AI today. So if you want to watch what I’m doing, you absolutely can, and then you can do it along with me as long as the resources are posted up. I did kind of send them a little late, so they may not be there. But let’s get into it. So I do want to just as housekeeping here, just as a reminder of where you find all of the resources. You can go back and rewatch it. You are in Revvy. This is going to be right there on the home page. You just click anywhere on this banner.

[6:33] Coach Emily Terrell: And it’s going to take you to the AuthoritySAC homepage, where you can go. This is the dashboard for everybody. And as you can see, you can click and go to the different series as we get into these. You know, when you go with Derek Caldwell starting on October 14th, you’ll start with him. You can go to his series, and then Coach Aaron and Andrew. As you know, with my session, it talks about the session that we’re currently on. And then, if you want to go back and rewatch the recording, check out the slides or the resources. For any of the previous sessions, they are listed there. So just wanted to give you that housekeeping so that you guys know exactly where you need to look. Now we do have Devin asked the first question. I’m going to go ahead and answer that for you guys. Okay, so Devin asked, “What are your thoughts on starting from scratch within our CRM versus deleting one at a time?” I mean that’s definitely a choice, right? Apparently I’ve been saying that a lot today, but you absolutely can do that, Devin. You can have everybody on a spreadsheet.

[7:29] Coach Emily Terrell: Delete your entire database and then put them back in. It kind of depends on how much information you have in your database. If you don’t have a ton in there and you’re like, whatever, doesn’t really make that much of a difference, then start from scratch. Now, if you got a ton, a ton of work in there, then maybe deleting everything may not be the best option. So really look at what you’ve already done in there, what information you have, and then decide. Have I restarted my database? Absolutely. I’ve I done it a lot. As you can see, Darlene in the comic said that that’s what she did. She didn’t really have anything there, so she just restarted it. Both of those are options that you can do. Okay, so let’s get uh okay. So Devin, we’ll just finish this out. He’s got a ton of contacts, very little usable information. Everybody gets a newsletter from New uh from MailChimp, but other than that, there’s not so much useful to have in her CRM. Then in that case, I mean, just based on that information, I would just say blow it up and start again.

[8:27] Coach Emily Terrell: Just start from scratch. Keep people in a spreadsheet that you want. Go in there, add the tags, and then add that read back into your database, and just start from scratch. And that should be okay. That should work. Okay. Now let’s get into my slides because I do have a bunch to go over with you guys, and I want to take make sure that I take a lot of time on the AI stuff. Just as a reminder, we are here in the Authority Staff, and we are on session five. Just as a reminder, I’m going to go through October seventh. So please do make sure you stay all the way with me. A lot of you guys have. Let’s stick it out and stay all the way with me through it. We then we’re going to go on to Coach Derek, where he’s going to go more into AI. I don’t know what he’s going to say, but I do know it’s going to be cool. Then after that, you’re going to get YouTube from Coach Aaron, and then you’re going to finish it with Bill all the way with Coach Andrew at the end. Now we today are going to be talking about daily marketing and CMAs.

[9:25] Coach Emily Terrell: So all of the work that we did here, these first four sessions, to set up your CRM, all of that work is now going to be. We’re actually going to start using it. So now I’m going to go over with you guys how you’re actually going to use your CRM. So this where the fun part comes in. Okay, this where all of the fun part actually comes in, and you’re actually starting to use it. Now, what’s a really cool thing, and I’m gonna kind of tease this just a little bit, is you want to be all the way to session eight. The reason why is because today we’re gonna go micro, we’re gonna talk about daily, but the very end we’re gonna go and talk about how we actually how all of these things that we’re doing makes into an entire marketing calendar, so that you’re using your database. And the really cool thing is, do you remember how tedious all of this was, especially collecting your data and cleaning it up and then tagging? All of this was really, really tedious.

[10:20] Coach Emily Terrell: Do you remember that? Remember when I said that? Tom Barry, so that The Office is working on what I consider one of the coolest tools that they’ve ever built. Where and they’re working on some testing. We are testing it hardcore in the background. But you’re going to be able to do all of this using AI, but but within a system to where Revi can actually do it for you and make all the suggestions to where you’re not having to go through it all one by one. So I just want to tease out for you. When we get to session eight, I’m going to show you guys because, believe it or not, it will be part of your marketing plan. So do be here all the way through that. If you stuck it this far, stick it all the way to the end. Okay. So now let’s get into it. Some of the things, and I just want to do a recap of the things that we’ve done, so that you guys can do this. Now, if you are a little bit behind, that’s okay. You’ll stick with me today because you can still do some of the stuff. Just go back and watch and really try to get caught up.

[11:14] Coach Emily Terrell: But what we did in the first session is we worked on our tools. We trained Claude. We set up all of our listing leads. We set up, you know, our CRMs. We made sure we had that all set up. Then, in addition to that, in the second session, we cleaned up our database. We went through and actually removed all of our duplicates, dead emails, you know, anybody that you didn’t want to have in there that shouldn’t really be in there because you don’t ever do anything with them. Those people are gone. Then, third session, we went in and tagged them. We went back through. We created sources, relationships, money, geography, like all of these things. People you actually want to market to. And then last week we went in and created those filtered lists, right? So we did all of these things to get ready for this week and forward. So this what we’ve all done, and this where we should be in our our process right now. Now, if you are not and you’re a little bit behind, it’s okay.

[12:10] Coach Emily Terrell: Go back and rewatch the classes. I showed you in the beginning where that is. Go back in and rewatch those classes and just get caught up. And if you’re not perfectly here today, that’s okay. You can start doing the stuff I’m telling you. Anyways, it doesn’t have to be perfect. Now, Tammy, get asked, and I think this is a good time to answer this. She said, “I’m new to follow up boss and question, but I think about Google Sync. It seems that the like new ads and stuff are added from your emails and Gmail. I this may actually, Tammy, I’ll.” Kind of walk through this here in a little bit, but yes, I do turn on Google Sync because this way, when leads do come in through my email, and they come in through places like Realtor. dot com or different places like that, they automatically go into my CRM. And then, depending on where they come from, they have rules applied to them. But I’ll kind of talk a little bit about that here, and then I’ll also talk about. You can also create filtered lists for anything that happens that way as well to keep track of them. But let’s get into it, right? Because today I want to talk to you guys.

[13:08] Coach Emily Terrell: About how you can work in your database on a daily basis, right? Because one of the things that we miss with our database is actually working on it every day. Because a lot of it is you sit down, you have the database, and of course now, right, it’s all cleaned up, and now it’s got you know tags put into it, and then you might have your filtered list, right? But here’s the deal: sometimes, You’ve done all these things, but it’s like, okay, what’s next, right? Have you guys ever seen one of my presentations where I talk about like my custom listing presentations? And I was so excited, you know. And I sat down. I was like, I take professional pictures, and the seller goes, and what, right? What else? It’s kind of the same concept, right? We have all these things done, but now we actually need to know, okay, what do we do with it? It’s done, but what’s the next step? So my thought for you today was.

[14:05] Coach Emily Terrell: Let’s talk about the things that you should be doing on a daily basis. The habits, because we hear about time blocking a lot, and and this this a version of time blocking, right? It’s not exactly take this many minutes and block it out. It’s more of hey guys, these are the things that you can be doing. Now here’s the cool thing. I want in the chat. Tell me how many of you guys have a VA or an assistant. And I’m sure I’ve asked you this before, but how many of you guys have a VA or an assistant? So a lot of people do. Devin, Michelle, Marie, Lauren, Debbie. I’m not going to read all these names; it’s too many. Jessica, that’s a familiar name. Tammy, David. Okay, so we’ve got Sue. We’ve got a lot of people that have them. Okay, so for those of you that have VAs or assistants, okay, this right here—the stuff we’re going to talk about today—is a great way to help utilize them. Okay, and then for those of you that don’t, this is a great way to start.

[15:03] Coach Emily Terrell: Organizing yourself so that if you choose to add in an AI, a VA, or an assistant, this can be part of their job. Now they can’t do all of it, but they can at least do some of it for you. So let’s get into that because when I get to the AI stuff, I want to make sure we have plenty of time to help you guys set all of this up. Okay. So today, here’s the cool thing: is is there’s nothing new to buy. It takes roughly about an hour to do all of these tasks, depending on how many calls you have to make. And you do the same things every day. It’s just a habit you do every day. Should be on, you know, your list of tasks, and boom, you just check them off. Or you have your VA does them and your VA checks them off. It’s the things that they do every single day. Okay. So here’s what they are, and we’re going to go into that. The first thing that you’re going to do is you’re going to go into Listing Leads. You’re going to open up the Listing Attraction Plan, and you’re going to do the task. It’s going to be an activity that you do. Boom, you do it. Then the second thing that you’re going to do is you’re going to go into the Hot Sheet.

[16:03] Coach Emily Terrell: That’s in your CRM. Okay, you’re gonna go into the hot sheets. You’re gonna scan for new inventories, properties, stuff like that, and you’re gonna send them out to people. Then the third thing that you’re gonna do is you’re gonna go into those filtered lists that we created, and you’re gonna call them. Now, why do we do these first two things first? Because some of this is gonna be sent out to people that are on this list, and it’s gonna clear them off this list. You don’t want to call them and then awkwardly send them something from listing leads or the hot sheet, right? So it clears them off. So we want to, you know, we because that is communication with them. So we want to do these first two things, and then the before thing that we’re going to do is we’re going to send out a daily, a once a day CMA. Now, here’s the cool thing about it is this is where we’re going to put in a Claude project. I’m going to walk you through that step by step, so you guys can build this Claude project.

[16:55] Coach Emily Terrell: So we’re going to do this every day, and like I said, the order does matter. So we want to start with listing leads, then go to our hot sheet, then go to our calls, and then go to our daily CMEs. So let’s take the time. Let’s walk through this so that we can do it. So we’re going to talk about the first activity, and this is going to be the listing attraction plan because I don’t know about you guys, but how many? Well, don’t raise your hands because we can’t see you. But tell me in the chat, how many of you guys want more listings? Anybody? Does anybody? I mean, I do. I always want listings. My team only does listings, which I don’t know about you guys, but it is a freeing thing to only do listings. We do about two buyers a year, and it absolutely a ton of you guys, right? Even our coaches are like, “Yeah, oh, very enthusiasm.” What the hell, yeah, right? That’s the goal is to get listings. So when we look at listing leads, we should probably—I mean, it is a focus on listing. So going into that listing attraction plan.

[17:51] Coach Emily Terrell: Is important. So, the first thing that we’re going to do is, when you log into Listing Leads, now I do want to preface this with, for those of you guys who have not already signed up for the 60-day trial, of it, do go into Listing Leads, sign up for it. What you do is you sign up for that first seven days, and then it’s going to ask if you have a code. You’re going to use the code SummitStep. So if you haven’t already done it, go in and sign up because I want you to every day, from now until our next call, I want you to be in Listing Leads. Okay. So what you’re going to do, where the plan lives, if you look at listing leads when you’re in it, at the very top on the left, it’s going to say listing attraction plan. So you’re going to go into the listing attraction plan, and it’s going to look like this. Now I didn’t take a picture of the whole thing, but every day it’s going to tell you what to do. And when you click into these, it’s going to tell you like, do you do an email campaign? You know, in this case, it’s two of them. Is it going to be a phone or a text script? It’s going to take you into those.

[18:48] Coach Emily Terrell: And what you do is you, you know, can you guess? It’s you just do it, right? You look at it now. Depending on what you’re doing, so for example, this one is deal of the week, right? Do you now think about this way? Based on what we did in session three, where we you know went through and tagged everybody, do you send out this to everybody? No, you don’t. You send it out to the people it applies to, because we’re tagged. You can be more specific. Like for example, if I have, and I know y’all don’t understand this, but if I have people in my database all the way from the complete west side of San Antonio, do you think that I’m gonna send them a new lead or a deal of the week all the way on the southeast side of San Antonio where I live? No. Like this is like almost like two different worlds. San Antonio is.

[19:46] Coach Emily Terrell: Way bigger than people think, and I’m just I’m not going to send them that marketing over there. I’m going to send them over here in this area. I’m going to send them on this set of chunks specifically. If I’m talking about Livonia, I know y’all don’t know where that’s at. I mentioned it before. At least somebody did on the call. They knew where Livonia was, right? If I’m going to send them something about Livonia, I’m only going to send it to the people that are tagged Livonia. Now there are other examples, and I’m going to go over here, and I don’t know if I have. Oh, I should have listing. I do. Let me open up listing leads because I want to show you guys how easy it truly is to run these. Okay, and I do see there’s a question there. I’ll answer it here in just a second. But let’s take a look at it, right? So for example, there’s a text message, there’s a phone and text for for this week that you guys should be doing today that are for buyer options, right? Now it does tell you what’s really great is this is created for the U.S. market because one thing I’ve learned with coaching is that there are different rules when it comes to Canada and Mexico and different stuff like that.

[20:44] Coach Emily Terrell: So this created for the U.S. market, right? So you’re going to go in. It’s really simple to create. You’re going to go in. You’re going to copy the script or the message that’s here. So you’re going to simply click the button. You’re going to take this into your database, and you’re going to send the text message out from your CRM. Don’t send it out from your phone. The entire point of this that we’re keeping track of all this communication within our CRM. So as you can see, if you read the message, one thing that I should have added is we can negotiate more than the price. This could include asking the seller to cover closing costs or help fund a rate buy down throughout the lender. Now I do understand that this example is a buyer, and I talked about listing, so bear with me. This is the task that’s due today, but you’re going to go in and you’re going to send it out to people that you have tagged in this manner that apply. You’re not going to send it out to everybody.

[21:38] Coach Emily Terrell: You’re going to send it out to the people that it applies to. So, for example, one of the tags that you added was active buyers, or you created, you know, for there we talked about stages a little bit last week. If you have some of their stages as hot, and you’ve got them tagged as buyer, you’re going to send it out to those people that it applies to. And you don’t want to send this out to everybody, especially if it’s somebody that just bought a house with you six months ago. This is not a text message that you want to send out. So you’re going to go in. In this case, you’re going to send that to people that it applies to. Now, when you send this out, it is going to take off some of the people that you should be communicating with. It’s going to remove some of them from your list because you’re communicating, right? The same thing with here. Here’s a potential off-market listing, or in this case, we’ve got a deal of the week on a social shareable, right? So if you are putting together a social shareable for the deal of the week, right? Here’s the cool thing: is is guess what? It works directly in Canva.

[22:36] Coach Emily Terrell: So you’re just going to open the templating can button. It’ll take if you’re logged in, it’ll take you directly there, so you can edit it and create it, right? After you’ve created this on your story, right, you can then send this out to people that it applies to, and it’s going to be again through your CRM. You can send it out via email because if you look, there’s also an email that it goes out to, but you can also send that out via text message if you like to get more people to your social media stories. So you’re going to use this to go directly to people in your database. Plus, it also is doing marketing. In some cases, it’s got social media marketing. Some cases, it’s emails. We’ve got text messages. So we’ve got a good variety of the different types of marketing. Because do you guys remember Jason Pantana that talks about? You know, he talks about if you send people more than one, like if you send people and you they see you in more than one type of medium.

[23:33] Coach Emily Terrell: It’s gonna be like email, text messages, social. They think they see you everywhere. This is what this thing does. Now, there are a couple of questions that I do want to address them here. So, one person asked. You know, April said that she’s a little bit behind with the tagging, right? Oh, it talks about this. April, for your questions specifically, just send me a message of that, and I’ll get it to you. This, if you’re missing something, just send it to me, and I’ll make sure I get it to you. Cool. And yes, and and Janice did kind of answer that for you. It’s exactly what’s in there. I’m not 100% sure why I missed that. Where it said to message me, but it’s also ready there in the resources, so you can do that. If you don’t find it, just message me. Okay. So Marie asked, actually Marina Wells, sorry, full name. She asked that if if they’re already using Vives, the listing link does have another option. It’s called Vives, where it can do a lot of this stuff automatically for you. If you’re already doing Vives, then you don’t need to do step one because it’s done for you.

[24:32] Coach Emily Terrell: So you don’t need to necessarily be doing that, okay? Tatiana asked if I’m working from Claude and has it connected to listing leads. No, it’s not. So in this case, we’re working directly from listing leads. Now, listing leads does have an option where it does connect to AI and does it for you, and it’s a program called Five. It is an add-on. It’s not included in the sixty-day trial that you’re doing. Now, Chastity does have a problem. She has a unique problem, and she said that she cannot text. Through her platform, so my recommendation, my work around for that is of the people that you text because you are going to have to text from your phone. Is of the people that you do text, put a note in your CRM saying that you did that because you are you do have that communication with them and you do want to make sure that you are checking of that. So you are going to have to put that note directly into your CRM that you did text them because you just want to be able to check on that and keep track of it. Okay.

[25:32] Coach Emily Terrell: So Glenn asked, “So the listing lead task should be done through your CRM rather than through our ESP. What What are you talking about for ESP? I’m not familiar with what that acronym is. If you want to put that in there, that would be great. Um, yeah. So realistically, like if it tells you to send out a text message, you want to send. Oh, email service provider. Yeah. So you do want to. Sorry about that. That was kind of blanked on me. Thanks, Coach Chris.” So your email service provider, you should be emailing them through, like your CRM. Okay, so you want to be doing that because these are individual; these aren’t group emails that you should be sending out. You want to be sending them out through your CRM so that you can keep track of it. The goal for something like this is to have the habit of working in your CRM to keep track of it, to be able to look at it, look at a person, and be able to see all of the notes and everything.

[26:28] Coach Emily Terrell: That’s the goal. The goal isn’t to keep everything separately and run it through different systems. It’s to be in one place, and that’s going to be your CRM. That’s how we keep track of it. Okay, cool. So I should go through. I’m going to finish some of these because we are going to go on to the next thing. So I want to make sure that we’re finishing. What if you have some people in your personal database because that’s the referral? Oh, um. So you know that one kind of Michelle kind of. Answered is those people. If somebody was given to you as a referral, they should go into your CRM. They should go into your CRM. They should be tagged. I wouldn’t keep them in my phone. They should be put in right away. It should be part of your process. Is that they’re put into your CRM right from the beginning and not held and worked through your phone? Gladys asked, “How do we handle people not in our CRM and our phone number yet?” Oh, sorry. I’ve kind of just answered that, right? And and I actually, Gladys, on that one, if you go back to section.

[27:26] Coach Emily Terrell: Question two. I actually went through how to get people from your phone and put it onto the master list so that they can go into your CRM. Because you want to work from your CRM, and it kind of answers Tatiana’s next question. The goal is, guys, is that you should be working in your CRM. Everything moving forward should live in that CRM because you want to keep it in one place. You want to be able to see all the notes, see all the text messages. Oh, um. Is she saying that the CRM number is? Hold on one sec. Let me now I can read the text message. How do we people know? Oh, they not knowing our CRM number yet. That’s simple. Just tell them, hey guys, this is the new phone number to text me with. If you text me on my old number, that’s okay. But hey, here’s one where I’m gonna keep track of everything. It’s as super simple as just letting people know, right? It’s just it’s just that. Cool. Um, Kelly asked, you know, if we have everybody, if our Gmail is connected, can we, you know, still email through Gmail?

[28:25] Coach Emily Terrell: You can just making sure as long as it’s ported correctly, so the email updates in there, and you got the note. That’s the big one, okay? Veronica, the discount code for I would thank Spotty for updating that. I didn’t read that properly. Veronica, the code is Summit Staff, just one word. Summit Staff. They will also be in my slide so that you can go back in and look at it. It’s just Summit Staff. Okay, cool. So you know when it comes to and there’s a couple of questions. Thanks, Coach Chris. There are a couple of questions on if we have a different phone number for our CRM. What I recommend to all of my coaching clients is your CRM should be where people communicate with you. So anytime I get a new lead and anytime any of our any of my past clients, I recommend that they go through our CRM because here’s the reason. If you ever want to be able to take on a different role, or you want to be able to have buyers agents, or you want to be able to step.

[29:24] Coach Emily Terrell: That, if all people only ever communicate on your personal cell phone, you will be tied to it for the rest of your life. You will not ever be able to get away from it. So having people communicate in your CRM, in a system in which you can pass it off, is really important. And also keep this in mind: people that are here, this your phone is not actively doing stuff to make you money. Your CRM can. But this is not actively doing anything to make you money. So you want to have it in your CRM where you can have all these filtered lists. So keep that in mind. And just to give you an example, I do run a team. I coach. I speak. I run a team. Personally, I don’t have to do anything. I just set up the systems on the back end, and I set it up to where my team does the work. I can work for about five hours a week, and my team does about 70 transactions a year. So if your goal is to get to something like that.

[30:23] Coach Emily Terrell: This is how you’re going to have to do it, and I know it’s really hard, but you do have to get to a point where you’re working in the database completely. Okay, let’s go back because I want to get to section two, and we’re kind of blowing through a little bit of time. Okay, so once I found my thing. Okay, cool. So once we do that, once we work that daily attraction plan, I want you guys to do it first thing in the morning. Then we’re going to get to section two, and that’s going to be your hot sheet, right? Now your hot sheet looks different on every platform, right? Every single plot, every single MLS looks different. And what it is is, you go into your MLS. Okay, you’re going to look at things that are new on the market, things that came in that day. You’re going to look at price reductions. You’re going to look at things that are back on the market, and then you’re going to do some, you know, properties and look at investor math. Right? I have a really big market with a really well-rounded MLS, and looking at the hot sheets is probably like 50 to 60 properties. Now, here’s the cool thing.

[31:21] Coach Emily Terrell: Here’s something that it does double duty for you: is that now you are looking at your MLS and you’re knowledgeable about your MLS every day. We should already be doing this, but you’re now knowledgeable. Now, what do we do? We look at all of these things. What do we do with this information, right? So, for example, let’s say that you come across a property that has that’s come on the market, and it’s not your listing, but it’s in. I live in a town called Saint Hedwig. It’s very, very so. I live outside of San Antonio in this really tiny town that has 2,200 people. So when a listing comes on the market, it’s a big deal. And when a $3.2 million listing comes on in my market, that’s a huge deal, right? And it this is a property. And for example, a property came on the market two weeks ago. It’s an iconic property. They host a lot of events. It’s a really cool property. And they actually just came up for sale. So you bet you’re behind that. I when I saw it, new on the market.

[32:19] Coach Emily Terrell: My daily hot sheet. I had my office, my team go into the database, and everybody tagged St. Hedwig. Got that email talking about it, right? Or if I happen to see something that you know came back on the market, now you’re checking it right away. Especially if you had buyers that were looking in that neighborhood, because now you have them tagged in that neighborhood. You can or just buyers in general, right? You can send that directly to them. And then the same thing with investors. If you come across a property. You know, for example, there was a property in my neighborhood that sold for significantly lower than what it should have. On paper, it looked like an amazing investment property because price per square foot was so low, and it did end up selling to an investor, which I was excited about because they cleaned it up and it looks really, really nice now. But you know, I went through, and on that one, I just did a quick video about it, and I emailed that out to anybody in my database.

[33:17] Coach Emily Terrell: Really, my team was. Let’s be real; I didn’t do it, but my team emailed it out to everybody in our database that had the tag investor because even if they’re not actively investing, they were tagged investor. So this is a great way to go and showcase to people that you are paying attention to them. You you’re looking at what they want, and then you get the double access of actually seeing what’s happening in that market right away. So that if one of your clients calls you, you’re not going, “Oh my gosh, let me look it up.” You’re actively. Taking a look at it now. Should this take you hours? No. This should be a really quick look at, right? You can set up filters in your MLS and you can check that out. So now, once we’ve done those two things, we’re going to go on to the next one, and that’s going to be. Oh, this is just gives you an example. I’m not going to read this through. I kind of went through this, but here’s an idea of some examples of what you can do with some of those plotsheets. Okay, but let’s go on to example number three. Oh, uh, Johnson.

[34:15] Coach Emily Terrell: Did she ask? And this is all all answers because it does matter. It does one person at a time. But if you tag, email the tag. Depending on your CRM. But like I will use mine. I use FollowUp Boss. I can grab everybody in the tag, and I can send out individual emails to everybody in that tag. So yes. So the answer is, as long as you’re not sending a grouping mail, I would not do that. As long as you’re sending out a group email, then yes, you can tag everybody. You’re going to email everybody on that tag.

[34:45] Coach Emily Terrell: So just make sure of that. Maybe test it out with two people you really know, and then go from there. Or maybe two people you don’t know, and then it’s okay if it’s a mess up. It’s fine. But just go and test that out. Okay. Okay. So I just got an email really quickly. Somebody asked what the criteria is for CRM for the new market geography. So geography is going to be. I’ll use me as an example. I would tag two places in mind, which would be geography. Two of them. I would tag the. Town of Saint Hedwig, because I live here and I’m nosy. And then there was also I would tag the town of Lavernia because if I would ever find the perfect property, that’s where I would live. I don’t plan on moving there, but you just never know. It doesn’t have to be town. I say towns because these are both two really small towns. It could be larger things like subdivisions, zip codes, you know, anything like that. But it’s really it’s where somebody lives and where they’re looking. Okay. Would I use a batch email? No, I would use it directly from my CRM.

[35:44] Coach Emily Terrell: So I would not go out and use it to some type of external source. I would do it in my CRM. So I would do it there. And then the same thing, Christina. You can send out text messages that are a little different. It kind of really depends on your state. In Texas, we have specific laws for it. So I would definitely check with your state to see if you can send mass text and follow up bots. Either way, you’re kind of wanting it to come in as an individual text though as well. Just make sure we’re not sending it out to everybody at once. Okay. So now let’s look at calls, right? Because this is the third. Third thing that you should do, because we took the time to put together these call lists. You should absolutely be going in and creating call lists, or in filling out, you know, clearing out these call lists every day. Now, remember, if you guys remember, your working order is you do the number ones first. So I would do like here. I would go in and create number one open house. Now I don’t have anybody there because I didn’t do an open house yesterday, so that one’s already cleared.

[36:38] Coach Emily Terrell: Then I would go in and do the number one past client SOI. So I would call those people next, or text, or just communicate with them in some way, right? And then I would go and do two open houses. But the goal is, is that as you’re going through, you’re going to clear out all of these, all of these lists, and then you can see. Remember, if you remember on these lists we put in here some follow-ups and just some, you know, some tags to make sure, or some some lists to kind of help keep in track. If I had no tags, so I would either delete all the tags for somebody, so I would go and take a look at this one and add any tags in that I feel that are missing, and then also for people that I haven’t had any communication with in the last 100 days, I’m going to go in and look at that no communication list. Which honestly, mine is because it’s such a new account. As I’m clearing out these, it’ll take care of that one. But I want to do that. Now, don’t worry, Jasmine did ask about this last one. I’m going to show you guys. Don’t worry. So I’m not going to answer that because that’s about coming.

[37:35] Coach Emily Terrell: But you’re going to go in and take a look at these and clear all of these out. You can call the no communication people, David. But in theory, you shouldn’t have anybody here. So if they, if you do have people showing up here, then yes, definitely call them because those are people that aren’t showing up on any other list. That’s the theory behind it. So you do want to call them. Mine is kind of a false number because I haven’t called any of these people in this example account. So mine’s a false number. But that’s going to be the goal. Is your goal is to go through and reach out to all of the people on these lists on a daily basis to make sure that you are clearing these lists. That is the goal. Now you should have more lists than this. Probably I only have these. Now, well, you would have more lists if you have more lead sources. But you could, in theory, have more lists than these. So do keep that in mind. These are not the only lists. If you remember last call, I did go over a bunch of examples of lists. Okay.

[38:34] Coach Emily Terrell: Now here’s the thing. Let’s say you’re just starting off, and it does kind of mention this here. If you’ve got four hundred people on this list, you’re not going to be able to call them. So call as many as you can, trying to cut down this number. It’s okay if you don’t all the way clear it. The goal is is to cut down as many as them as you can. If you’ve got a ton of time, then call as many as you can. If you only have thirty minutes to call, just fit in as many as you can in that time. So do keep that in mind as you’re going through these lists. That it is 100% okay if you don’t all the way clear them, but that is ideally the goal. And if you’re on top of it, you should clear them all. So, okay, cool. So let’s go to daily activity number four, and this is the one where it is going to take some time to do. So I want to spend some time making sure we go over this. Okay, cool. So we are going to talk about the daily CMA because ideally, one of the most common things that people like to do is they like to do these daily CMAs.

[39:30] Coach Emily Terrell: But we don’t necessarily need to do them on, you know, manually anymore. By the way, even if you have a VA doing them manually is not the way to go, right? You shouldn’t want to do them manually. So the first thing that you’re going to do, and I’m going to go over these, but don’t worry, I’ll go into more detail. I’ll show you some screenshots of it, what that looks like, so you have an idea. The very first thing that we’re going to do is we’re going to build the project. I am going to show you. I’m going to log into Cloud, and I’m going to show you exactly how to do that here in a second. But we’re going to build the project, and yes, in three verses.

[40:01] Coach Emily Terrell: Prompt will be there already sent to the office, so they should have it up shortly if they don’t already. Okay. Then the second thing I’m going to do is I’m going to show you how to build that filtered list. I showed you an example of it on that screenshot, but I’m going to show you exactly what goes into that filtered list. Then the third thing that you do, the third step in this, is after you do a CMA for everybody every day, like you go and you do one for John Smith, then you need to tag it CMA so that it doesn’t keep showing up on this filtered list. And then the last task, when you’re doing this, is you’re going to create a task for the future. So in 365 days, you’ll have another task that shows up on there. So this way, every year you’re doing it, and so every time you do a CMA for someone, you put the next task on there. So it reminds you in a year. Because I tell you 100 percent, if you do it today for John Smith, in one year you will no way shape or form remember to do his CMA unless you have a task that tells you.

[40:59] Coach Emily Terrell: So I’m going to show you, and I’m going to show you my example of follow up. Boss, you can do it in your CRM, but I’m just going to show you how it’s done to follow up. Boss, so you can find a similar way to do it in your CRM. Now, here’s the cool thing: steps two and three only matter in this first year until you get through all of your CRM. Once you get through your entire database, you don’t need to have a filtered list anymore, and you don’t need to tag it anymore. You’ll just need to have the project and the task. So do keep that in mind. Once you get through your whole list.

[41:29] Coach Emily Terrell: You you can skip these two steps, but we’re doing this now so that you can get through your entire list. Now do keep in mind it kind of does the math for you. That’s two about 250 CMAs a year that you’re going to be doing. And remember I told you, if you don’t have a VA, you do it now. Once you get a VA, they should run the system. So let’s take a look at building a project. So this is what a project is going to look like. I am going to walk you through specifically through it, but I want to show you on here where everything goes. Okay. When I give you the prompt, it goes right here on instructions, and then a lot of you guys have gotten my brand guide before. When you create the brand guide, then you’re going to put it here in context. Now, Chasity asks, “Would you still send a CMA if the home value alert is set in Real Scout?” I’ll answer that really quickly. If they are not looking at it in Real Scout, then yes, I would send a I would send a CMA.

[42:25] Coach Emily Terrell: If they are looking at it and they’re interacting with Coms with Real Scout, I wouldn’t send it twice. If you are not using Real Scout and you have no idea what I’m talking about, then disregard that comment. But if if you are using something like Real Scout and they are actively interacting with it, then don’t double send it. If they’re not, then send it. Okay, so let’s actually go into Claude. And by the way, for those of you who have asked me for prompts and you’ve asked me for things, this is how you set up a project. So I’m going to show you how to do this here. Now I’ll answer this. Devon said, “Would you suggest turning off automatic valuations and using this?” That’s kind of up to you. I am a big fan of doing something personal like this because it’s it’s just going to be a different process. And I also, for the record, I like to mail these CMAs. Um, you can email them, but I like to mail them. It’s more of one-to-one marketing instead of doing mass marketing of automated things.

[43:25] Coach Emily Terrell: I also live in Texas, so automatic valuations do not work as well. This is going to be more personalized to them. So, for those of you who need the brand instructions, DM me the word brand on my Instagram at Coach Emily Terrell, and it will automatically send it to you, so you can have it and you can create your brand guide. The brand guide is not a project; it is designed to be just go into Claude, paste the prompt in there, and then create. You see, some of y’all are messaging me that great. You paste the prompt in there. You answer the questions it asks you. You give it your email, logos, stuff like that, and it’ll create the brand guide for you. So that is not a project, just create. Now let’s actually go into Claude. I’m going to go here really quickly. We’re going to go into Claude. Apparently, I didn’t have it open, and we’re going to look at projects and we’re going to actually create one for you because I want y’all to have step-by-step instructions. So when you go into the projects section, you’re going to go right here where it says new project, and you’re going to click new project.

[44:23] Coach Emily Terrell: And you’re going to name it. You can name it whatever you want. I’m just going to call it for your example CMA of the day, and I’m going to put examples so that I can delete it. Now, right here, okay, it asks you for what you’re trying to achieve. This is not where the project goes or the prompt goes. I want to be clear. You do not put the prompt right here. If you put the prompt right here, it will not work. What goes right here is the rigor. This is what I like to put here. The trigger is what you give this project in order for it to run. And in this case, we’re giving the trigger of the address and MLS data. That’s the trigger that we give it. Meaning, that’s the thing I’m going to give this, and it’ll work. Okay? So you just create project. It’s going to take you into a new project. And as you can see, just for you know ease of use, it tells you the name of it. But also right here, it tells you that trigger.

[45:22] Coach Emily Terrell: So that if you’re like looking back at this in two months because you forgot to start all of this, and you’re like, oh my God, what do I do? Or let’s say you get a new VA, you explain to them what they need to do. You can just tell them, hey, right here is the trigger, the thing you put into here. Okay, now you’re getting this. Okay, it’s the authority, seconds, the resources. All right, and now it’s called the comp spread report. I will show you what it looks like, what you get out of it, but. You see, we’re here. It says start copying here. You’re just going to copy everything from here down. I’m going to make this easy on myself, and I’m just going to copy it from the less pretty version. But you’re just going to copy all of this all the way down. Don’t need to change any of it. You can see it’s really long. Just copy all of it all the way down, and then that goes right here where it says instruction. And you’re going to paste that right into there, just like that. As you can see, it’s super long. Okay, you’re going to paste that into there, and just click save instruction. That’s where that prompt goes.

[46:18] Coach Emily Terrell: Then right here, where it says context, this where your brand guide goes. So this where, when you create that brand guide, you just drop it right into here. Remember, if you want to learn how to do the brand guide, DM me on Instagram the word brand, and it will automatically be sent back to you. I know some of you guys already have. You just follow the prompts and it’ll go. Okay, so you’ve got the instructions, you’ve got the memory that you don’t need to do anything with, and you’ve got the context. Now to run this, I’m going to show you guys in an example. Here we go. To run this, I’ll show you what it looks like here in a second. All I did is I gave it the address of 8254 Puente and the MLS data. So I’ll show you what it looks like, but it’s just MLS data. How I get the MLS data is I go into my MLS. Everybody is going to be a little different, but I just went into my MLS. I grabbed everything.

[47:17] Coach Emily Terrell: It is active, pending, sold, expired, canceled, withdrawn. Around that property, so it could be like in the subdivision in the last six months. That’s kind of similar in size, right? I just go and grab everything that could be used as a comp. That’s in all of the different stages. I grabbed all of that. I didn’t go through and look at it specifically. I download it, and that’s what I upload into here. So Tatiana asked. I do it manually. I mean, I kind of. I go in, and I just go in and look at everything. I don’t put a ton of thought into it. I just grab everything that could be a comp, because we’re not giving them an exact number. We’re just giving them a range. So I go and grab everything if it’s close to the property side, and that’s really it. Okay. Now, do keep in mind, guys, if the instructions are not already there, the office will be putting them up shortly, so it will be there. Don’t message Brand here.

[48:15] Coach Emily Terrell: Don’t message brand here. It’s got to be in my, in my Instagram at Coach Emily Terrell. Because here it’s not gonna. I’m not gonna be able to give it back to you guys. It’s gonna be there directly in my. And I do notice that a lot of you guys are doing it. I love it. It’s gonna be there in my serum. So let me hold on one second. Just because the office doesn’t have it up yet, I’m gonna grab this and I’m just gonna put it up once. The office will actually put it in there for those of you that are not. I’m just gonna put it up once. Here, so if you guys want to do it, not say that. I’m going to send it to everybody. Here is the what the resources are going to be. So if you guys wanted to do it, okay. So what I do is, like I said, I just simply give it the address, and then I give it the. Let me go back over here to the project. I just simply give it the address, and then I give it my MLS data, and then it goes and does the thing. Do do. Right, and it’s going to give me. Where is it at? It’s going to give me this.

[49:13] Coach Emily Terrell: Okay, it’s going to give me a letter that I send out to them. That kind of explains what they’ve got. It explains about what’s going on, and then it also gives me just a neighborhood comp report. Now look, I did this one yesterday for them. Right, it tells them this recent sales, the actives and under contracts, the expired and withdrawals, and you can see it says I did. We explain to them homes that tried and didn’t sell. What a seller competes against. What buyers paid. So it just goes through and it talks about all this stuff, right? Now you notice on here, I don’t give them, and I even tell them the only honest way to narrow down the price is to actually come in and see the home, because what I want them to do is I want them to contact me to give them a CMA, and then depending on how you’re going to send this out, you can email this to them or you can. I’m a big fan of mailing because I like snail mail. I’m a big fan of mailing, but you can run a bunch of these. If you’re let’s say you’re going to do two or three a day.

[50:11] Coach Emily Terrell: You can just run them a bunch at a time. If you have a VA, the VA goes into your CRM, fills the comps, puts the address there, the next person, and then boom, gets it ready and either tells you to mail it out or emails it out directly to the person through your CRM. But it is super as simple as that. Now, here’s the cool thing. One last pro tip is when you’ve got this example open, right here where it says instead of download, you can click this button and click Add to Project. And what that’s going to do is, if you go back here and look at this project, it’s going to put an example there. So now, especially if it’s a really good one, in that context, you’ve got the brand guide, so it always brands to you. If you notice, it is the pink, for me, and then it’s also got the comp report as an example. So you want to have those two things here in the context, so that you can have that there. So I’m going to go back. I know there’s some questions coming in, so let’s take a look at some of these questions, so that we can get them answered. Okay, perfect. All right.

[51:09] Coach Emily Terrell: When I do cold CMAs like this for expired, yeah, David, I absolutely would. What you can do, do, David. Here’s a pro tip, guys, for David or anybody else that wants to do this. If I was going to do this for something like expired, okay, I would take my prompt. Feel free to, David. I would take my prompt and I would go and I would say, Hey, I’m sending this out to expired. So people who hasn’t been on the market, it’s no longer. They don’t know me. I’m sending it to them cold. How would you adjust the letter? And so it’s going to go and adjust my prompt. I’m totally okay with. And then now make a new project that says CMA for expired or cold CMA for expired. And then boom, send them out with a cold CMA for expired. That’s what I would do. That’s a pro tip that I would do. Okay. Um. Wait. A lady said, “If we work with the VA, how do we have them working with in our clause?” Um. There’s a couple of ways that you can do that.

[52:07] Coach Emily Terrell: Number one, you can have them just go in and create a project in their cloud. If you’re if you’re wanting to log in, you can also do a team account if you want, depending on how many people you have. A team account may or may not be the best solution for you, but you could do a team account. If you do a team account, you can share these projects with them. Or, and this is not the most ideal, you can have them log into your cloud, and they can work within your cloud to do it. So, those are three options. They can just create it on their cloud, and you give them all of the same project information. You do that. Option number two is you get a team account, and then they have their own seat, and you share with them. Or option number three. And by the way, guys, I’m gonna tell you guys, I love it because I my phone is just insanely blowing up with everybody asking for brand. Keep it going, fantastic, right? And thank you, Coach Chris. He went ahead and put my Instagram there for anybody that’s missing it. And yes, it is being blown up, right? But depending on which three of the options that you’re gonna want to use, that’s.

[53:05] Coach Emily Terrell: Can do it, okay. So Tatiana asked if I send it both ways. If I’m going to mail something and do another by email, you absolutely can. Remember Jason’s tip of if they see you in two different mediums, you absolutely can do that. You can do that and another one again. Pro, like you know, another thing that you can do is you can even send them a video. If you create a video CMA, you can use that information to a video CMA. Mail them, dispatch board, just directly, and and email them. All of those things, right? So absolutely, all of those things can definitely be done. Okay, somebody asked. I mentioned not sending if they interact with real scouts. So the question is, is with pulling information from our MLS instead of real scouts? So real scout uses Adam and Zillow. So they use other sources.

[54:03] Coach Emily Terrell: This is going to be more targeted, so yes, that’s the case. The only thing, Kimberly, I’d recommend is you can definitely send it to both. You can have them use Real Scout, and then this be a little more targeted, especially since you’re sending it once a year, right? You’re not blowing them up every month. Just make sure that what they’re getting at Real Scout is not contradicted in what you’re going to mail them. You just want to make sure that it’s one message because it’s you sending it both ways. You want to just make sure that it’s one message. But it’s not the end of the world if you send them both. If they go in Real Scout and you send in the CMA, it’s not a problem because you’re sending it once a year. So, okay, cool. So, yes, everything on the prompt goes directly into the instructions, and brand guide goes into the context. And then Devin, as I mentioned, an example. When you get a really good example of like the CMA or any project that you’re using, just click that little down arrow and add it to the context right there. It’ll say add the files. That’s that’s the only thing that you.

[55:00] Coach Emily Terrell: Have to use in the contact section, but Devin did regurgitate the exact instructions that I gave perfectly. Okay, and then Alexandra just gave some information that the team accounts are only available if the team is on the same domain with you. Oh, cool. Okay, that’s one thing I didn’t work. I don’t use team accounts, so you would have to if you’re using. Let’s say that you’re using a @coachimblyterrell email address. Everybody on the team would have to use an at Coach Emily Terrell email address. That’s great to know. I didn’t know that first previously because I don’t do team accounts. So everybody’s going to have to use the same domain email account. So just keep that in mind if you’re creating a thing. Okay, cool. A video CMA is really just where you record yourself videoing. Do we walk me through that CMA? That’s all a video CMA. Yep. And then Tatiana said you can actually add a QR code to the one we send via video. Absolutely.

[55:59] Coach Emily Terrell: You can you can add a lot of stuff to videos. It just really depends on how you want to personalize it. Jasmine asks, are we sending these CMAs to past clients? Correct. You are, you are sending them. And actually, let me go back to the slides because I do have a couple additional slides, and that gives me to a point, right? So once we set up the project, okay. The other thing that we want to set up was that daily CMA list, and I’ll go back to questions here in a moment. The example that I use of how I filter to get it is I look at people that are tagged. That are not tagged CMA because remember when I start giving them CMAs, I’m gonna put that CMA tag in there. So anybody that I’ve done recently, it’s not that I’ve done, I’m not gonna have them in there. But if anybody that I haven’t communicated with in the last 60 days, right? And keep in mind, this is only used once you get through them all one time. Once you get through that entire list, you’re not gonna do it again. Why did I choose for people that I haven’t communicated with in the last 60 days? I don’t want to be blowing them up.

[56:56] Coach Emily Terrell: Right, I don’t want to have sent them like, you know, email, or text or email or blowing them up, especially if they’re like a long-term client. I want to kind of send the CMA for something that I haven’t done in a little while, right? So that’s the only reason that we’re doing it. And then this list is used to catch people again that we haven’t ever done a CMA for. And then after this, after you’ve done that first CMA, then you’re going to go and create the task on there. So this is how you create a task in Follow Up Boss. Right, you just go in. You click create task. I’m gonna put on there yearly CMA, and it’s gonna be followed up in yes. For the record, my email account that I’m using there is called the real Emily Tarrell. If you understand that I did like Eminem and the real Slim Shady, then you understand where that gets that comes from. But that’s what it’s called. But I just put a date and a time on there, and I set a reminder, and I hit create task, and then boom. Now, in one year from now, in you know, or September 15th, 2027.

[57:54] Coach Emily Terrell: Of my example clients that I was doing, it’s going to remind me to send out that CMA. So I’m going to go and clear that task in a year, and then do the same process, just add a new task for him, so that it’s saying every year that I’m doing these tasks. So that’s how you’re going to actually kind of create this system of a CMA, how we can keep track of who we have done from them before, how we can run it in a project, and how we can always keep track of them going forward. And the reason we only want to do one to two a day is because Right now, let’s say right now you had time to do fifty of them. In a year from now, you might not have time to do fifty of them in a day. Hopefully, you don’t. So we’re just doing one or two a day. So we’re sending out just a few, and we’re reaching out to people throughout the entire year. So, just to go over what your homework is, because I want to be really clear on what your homework is. Right. Number one, I want you to work your daily activities, all four of them. I want you to do that. The second thing that I want you to do is I want you to have this DMA system built.

[58:51] Coach Emily Terrell: So I want that to be built out, and I want you to be running it now. Remember, if you have questions and you get stuck on something, you guys have been amazing with asking your coach, and you’ve been amazing with asking me questions. So feel free if your coach doesn’t know, either your coach is reaching out or you’re reaching out. If you get stuck, you guys have been sending me screenshots through Instagram. I’ve been answering them for you guys, so feel free to reach out that way. But the other thing that I want you to do, I want you to send me your wins. Like for example, if you get the CMA system built and you get the first one and it looks really sexy, I want you to send that to me. Yeah, and then you notice it says numbers, not vibes, right? Now, if it’s a vibe where you’re like, oh my gosh, this is the most accomplished, or every day for this week I have done these daily activities, or I learned something, or somebody replied, or you you know created a conversation with someone that you hadn’t talked to in six months just because you sent them a house that you thought that they would like, or an investor that you reengaged, I want you to send me all of that because we’re gonna start.

[59:48] Coach Emily Terrell: Celebrating those hard four for each session. So I want you guys to send them to me, and hopefully you’ll see your wins on the screen and on my socials as we’re going through this. So be sure to send those to me. So let’s go back. I’m gonna make sure that we have all these questions answered because we have just a few minutes, and I want to make sure that it’s there. Homebot and Real Scout are similar, so do the same thing. All right. For the MLS report, I’m just grabbing everything. I have an option where it says everything. I just download everything that it gives me and throw it into there. You can just do, you know, you can just do the addresses. That’s up to you. I just grab everything. How do you choose who to send it to? Literally, it’s everyone. So I kind of answered that of where I filter it, but the answer is everyone. Yes, I just download. I have an option of doing a CSV file or doing Excel.

[1:00:42] Coach Emily Terrell: Downloading from my MLS, and that’s just what I grab. I just grab whatever it gets to me and throw it into there. Okay, so Rosina, in a previous session, I had mentioned doing mailing, emailing through external systems like Mailchimp. Yes, that is the case, but for things like newsletters, not for this. These are one-to-one emails we’re going to send through our CRM. Those are for things like newsletters. Where there are big mass emails that are sent out, that’s where I’m going to do it. Stuff here that’s like custom one-on-one or semi-custom, where you’re sending it to them specifically, because they are tagged and they’re part of a group. I’m going to send that through my follow-up bus. Okay, April, if you want to send that to me, um, I can kind of help you work through that. If you want to send it to me of what response you got back, that would be great. Okay, cool, cool. Oh, one second. A couple of more coming through. Ina Prior. Oh no, I just audience that one.

[1:01:38] Coach Emily Terrell: Would you send a CMA to people who used to work with you from your past job that may not remember you? I would probably try to warm them up a little bit first. I’d probably try to follow up with them first, and then and log them into your CRM instead of just cold CMA sending sending them a CMA because like you have to have their address, and if you’re sending them a CMA, that’s like a bit much. I’d probably warm them up a little bit first. Do I have I built out a Claude CMA maker for after they reach out? That is more specific. No, I don’t have a CMA specific cloud maker because, in my opinion, the actual number and the specific CMA is something that a real estate agent can do. And I don’t have AI give the specific number, so I don’t have one built out. This is the closest that I’m gonna I am comfortable doing using AI for a specific number. So when they reach back out, I’ll go in and create one manually. Cool, I love it. And Josh just put in a quick win.

[1:02:34] Coach Emily Terrell: Jess from the office is going to grab that so that we can absolutely look at that quick win that you’ve done. He talked about sending out 50 cold PMAs and he had four contacts, one listing appointment. It works. I love that. But Jess is going to take a screenshot of that for me so that she can have it. All right, perfect. Okay, cool. Same thing, Alexandra, with the deal of the week email CRM. I would use my CRM because you’re sending it out to people specifically in that tag. That’s what I’m going to do. All right, guys. Well, I didn’t get to answer every single one. The just DM me the word brand. That’s gonna do it. Somebody answer that for me. Great. I am going to let you guys go because I do have to jump on a coaching call. Do remember to and the TFS team to register for the next one. Don’t forget your homework absolutely today. Work the list. Create your CMA project and then DM me those wins. I would love to see them. With any of your questions and if not, guys, I’ll let you guys go and I will see you next week.