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Systematize The Things You do Over and Over Again

Repeat, Repeat A system is needed and created when you find yourself doing the things over and over again.

I use different systems to stay in touch with 1) my clients, 2) stay in touch with my leads and 3) stay in touch with my sphere.

Three things to automate:

Email signatures
Lead generation follow up
Newsletters

Since 1999 I have been using a drip campaign for my potential buyers who register on my search site. Currently the criteria they put in for their home search will automatically go into my IDX site and when a new listing comes up that matches their criteria it will automatically send them the new listing. They can save that search, or save any search they want to. The buyers can also choose NOT to receive any emails. (Very few chose that option).

The client is in control. Every drip campaign has a opt out feature on it so the visitor can stop whenever they choose. Every drip campaign has been personalized and tweaked over the years.

We get comments like these all the time:

•    “Thanks for sending us all the new listings, we love it.”
•    “You sent me a new listing yesterday, can we see it”?
•    “Even through we are not buying you have been sending us listings and we are learning about home prices in our area, can you come list our house”
•    “Hi, you have been sending us listings for a year and we are finally ready to move, when can we get started?’
•    “Remember me, my husband got accepted to medical school so we are ready to look”.

A few weeks ago I posted one of Trulia’s new features that I we can automatically send out client reports to our sellers on the activity of their home. This is a great way to stay in touch with your sellers on a weekly basis.

An Addition not a Replacement for face to face

There is nothing wrong with automation if used properly. Systematizing saves you time. Systematizing doesn’t mean you NEVER call the client , your sphere, your lead, it is an enhancement to your verbal communication not a substitute. Systematizing helps leads remember your name if they are house hunting by looking at hundreds of websites.

Have drip campaigns got a bad rap because of abuse? Yes, they can be spammy but automation can be just one system you use to stay in touch. We all know and agree how important it is to stay in touch with our sellers and buyers. We send out newsletters, market updates and updates.

Is your life spinning out of control Again, let me be clear automating your business, and your follow up doesn’t mean ONLY using automation to stay in touch, it is simply one tool.

I have campaigns set up for:

•   Internet Buyers
•    Relocation Buyers
•    After the sale campaigns for both buyers and sellers
•    Sellers during the listing

Emails Automated and Personalized Help Stay in Touch

Why would you want to re-write the same emails over and over again? Why would you want to lose touch with people by not staying in contact? If you are selling 50 plus homes a year and been in the business for years it is impossible to manually stay in contact with all of them.

If you find yourself doing the same thing over and over again, it is time to create a system. I have a multitude of email signatures set up in Outlook and with one click out the door the message goes.

*If you are generating hundreds of leads a month from your blog or website it is not humanly possible to communicate with folks on a consistent basis without a system.*

Next time you feel yourself spinning out of control or think "I've just written that same email, I"ve done this task 50 x's", ask yourself how can I systematize this ?

If you are doing it over and over again, create a system. Spinning Top

*******************************************************

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Posted by Missy Caulk-Ann Arbor- Realtor(R)- Ann Arbor Real Estate on 06/08/2009 11:02 PM

Comments (66)

Systematizing Your Business in the ActiveRain Channel

systematize your business

Originally posted at: Ann Arbor and Saline Michigan Real Estate : Systematize The Things You do Over and Over Again

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66 Comments on Systematize The Things You do Over and Over Again

JUN

Hi Missy. You are right on target with your recommendations. I've done some but not nearly enough and will use your post as a motivator.

I too have some things automated and need to automate others. I've had my email signature since I can remember, that was one of the first things!

Thanks to your Trulia post, I went and looked at the feature and was able to send out reports and my seller's thanked me for the update. So, to I say to you...THANK YOU!

Superb Post Missy and one that I know all will identify with. My stay in touch is not as good as it should be. I started to write the word but and checked myself. There is no but. Get it done.

What program are you using 2000, act or what? Thanks for sharing. You never said I don't think how the interview went.

Thank you for the information. I will act on a few tomorrw.

Great post!

Missy - You are absolutely correct! There is no reason to duplicate one's efforts over and over again. Great points here!

This is such a great post. It should be required reading for everyone on Active Rain! I'm working on my systems now.

I am always working on my systems. I had them down pat in Nashville, and then when I relocated I "fell off the wagon" a bit. Back to business now, however!

I got a great listing once, from a drip email campaign from an internet lead. I had been emailing him for over a year and he called out of the blue. it works!

Hope all is well in Michigan for you! Any news on a new job for hubby in the Nashville area? There's always Huntsville. Plenty of business for both of us!

... boy do I love this post !

This is actually a huge part of my success and something I have SWORN BY for years now.

Brilliantly presented, and critically important to take yourself to that next level !

Fabulous Missy !!!

Cheers !

Sheldon

PS: That first picture could be one of the best to add to a post I've seen in weeks !!! Great choice !!!

Missy,

Excellent post. This is my problem. Writing and writing and writing. I think I would be not the only one who would appreciate if you could elaborate on how you do your drip campaign. Is there a software you use, do you do it yourself?

Thanks again for the post

Do you have a system that automatically sends out newsletters to everyone who signs up on your website? I think its a great idea, but I would need more details on how to make it work.

A good reminder. I need to add more systems to my business. It seems that no matter how many I create, I always need more.

Well you just gave me another project to work on. I would also be interested in knowing what kind of software you use for your systems.

Missy That;s the only way to go if you really want to keep your database happy, so that when they think real estate you will be at the top of their list.

Missy: Systems are a must these days... I need to tweak what i have.. hate to re-create the wheel. Love any sugestions you can offer.

Hi Missy ~ For me the trick - and the challenge - is to get the systems in place before I get too busy and have to scramble. I'm not nearly so automated yet but it's a goal I'm shooting for.

Liz

JUN

Missy, congrats on your feature & I agree with you 110%.... here is my post I wrote about the same topic (creating & automating systems): http://activerain.com/blogsview/1090678/entrepreneurs-how-to-build-an-empire Enjoy!

Missy- Congrats on your gold star. Systems are so important. Everything should be in a system. We have a listing system. We have a short sale system. We have a homeschool system. We have an exersise system, we have a preparing meals system, we have a bill paying system. You should create systems for many things in life to save time and enjoy this wonderful life.

Great advice. I have systems for most everything! They can always be better though. Thanks for the great post.

Hi Missy... many people equate automated with imprersonal and it simply does not have to be that way. You drive that point home! Thanks for the reminder.

It helps a lot and saves tons of time. I really didn't use many systems until just a few years ago and it all makes life better now.

HeY Missy

Sometime ago while I was sitting in a CRS course feeling like I 'should' be creating something bigger and better (and quite bored with the process of over and over)......the wise instructor said to me......STOP. Is what you're doing working? Well, yes.

Continue more of the same. Boring is good............as long as one stays on top of being unbalanced like sir issace newton!

Wheels still work pretty darn good!

Missy - Great article. There is too little time and no reason to spend considerable time performing repetitive work that can be easily or inexpensively automated or converted to a system.

Boring may be better. But more efficient is more efficent. Boring may work but never so well as juste plain best.

Missy, Congrats on yet another featured post. Yes, I do quite a bit of automation especially with follow-ups. Now is there a lead generation tool or software for the home inspection industry...

Your building consultant for life in Nashville, TN

Missy, One of the things I miss from Outlook 2003 is the ability to easily create signatures. I have signatures for everything - follow up from prospects, my contact information, directions, etc. I am working on an article called "systems are sweet!" and I believe they really are.

Let me expand a little bit.

I use a program called Intersend.com. I have been using it since 1999. I have tweaked all my letters over the years and still add to them or delete them. I have them spaced out over almost a year from the time someone visits by web site. I use to do 6 months but when homes started staying on the market for longer I lengthened the letters.

In each email, (which is short) I try to add something of value to the potential buyer.

There are campaigns in it for buyers, relocation buyers, sellers, sellers after the listings, after the closing and just basic stay in touch campaigns.

My newsletter goes out once a month to everyone in there plus by sphere. I try to make the topic I put in the SUBJECT LINE, appealing to everyone, not just for people who are buying or selling as many have already done so. I use Reaty Times. I get stat's on the number that open it every 2 weeks. When I was transitioning from my old site to my Dakno site, I missed a letter as all the contacts weren't in my new data bast yet. There was an astonishing drop in people who read it so I know it worked and my assistant quickly got them in and the stat's are back up.

I pay 29.95 a month for it. I believe you can log on and try it free or explore the site. As I said been using it for 9 years so can't remember.

If you don't edit the letters it is too impersonal and too long. IMO You must make your letters personal and be you. Each letter has an opt out at the bottom so that puts the client in control.

If at any time you want to add a special letter you can and it will blast all he folks in the data base or in certain campaigns if you choose.

I used Outlook for years but when I switched to the Mac at Chrismas I now use Mail. I have many signatures set up in there just like Outlook. If someone visit's from my blog I have one signature, one for MissyCaulk.com site, one for MissyCaulkTeam site etc..

I always add their name to make it personal. In Wise Agent you can do a Newsletter Free and I will begin to do that next year when my Realty Times Newsletter expires.

If you say I referred you to Intersend, I will get one month free but that was not the point of the post or I would have added it in the body. The point was to stop doing the same things over and over again from scratch....automate it, personalize it and stay in touch.

Michael, I know they have one for lenders but go check they may have one for home inspectors.

Your post is chock full of great ideas. Seems I need to expand what I am doing so thanks for all the ideas and tips!

Good words.....I really try to systematize my life, but this just reiterates the obvious for me. I need that reinforcement. Thanks for the "lights on."

Terrific post Missy! Automate with good information and you'll NEVER be spammy! Oh and I couldn't live without my outlook signatures that are all set up as emails I use regularly!

You make many good suggestions and thank you for sharing. I have a file for email responses that require the same verbage. Save tons of time.

Missy, first as always, I wish every Realtor in Michigan good fortune. We melted down in thr 1980's like your market is doing now. Hang in there and find where they moved the cheese. You are so right about automation. I just replaced my Real Pro System site with a custom, and this week we add Diverse Solutions IDX and Altos Research market reports that both have drip. We have customized Google sponsored links with drip. This stuff works, and I call it the internet equivalnet to a hard sell versus a blog which is a soft sell. You need both. Good luck to you this year and next.

Missy: I'm with you on most of these... makes life (and business) run so much easier smoother.

Hi Missy~ I love this post...this is one fo the most important things to learn in managing a business and having a high productivity level- SYSTEMS. Leave it to you to say it so well:)

Missy: Thanks for the reminder. It's so true; we all need to adopt what works for us and consistently get our message out there. Over time, the person that does this will be handsomely rewarded!

Hi Missy:

Thanks for sharing this information. I am a big fan of working smarter and using "systems" as much as possible. My MLS has a fabulous auto feature for sending and tracking properties. The one thing I need to get down is the automated email for my leads database. Thanks for reminding me I need to do that.

Kelly

Missy, anything you can systematize puts a habit into software, like followup as you mentioned. As you grow, it is a necessity!!

Hi Missy.

Creating efficiencies. Always good...

Sounds like your active real estate business has "helped" you automize...

Congrats on yet another feature.

Ken

This is great advice! I have email templates made up that I just barely customize to fit the exact situation...it's a huge time saver!

Missy, You made wonderful points and one that glared out at me was that I've neglected my newsletter....which my clients liked. I need to find the time to keep up with that, it's an important part of marketing and staying in touch! Thanks for some good tips.

hi Missy,

Great meeting you last week! As always, great post. I love systems. Cindy

Anytime you can set things on cruise control it's a good thing. It helps out the people you work with or will potentially work with and takes a load off of you at the same time.

Missy,

Once again and I am sure many more to follow an excellent post! I always look forward to your posts. I agree with you and I need to get more systems in place. I am going to look into intersend and if i sign up I will mention your name. Thanks again!!

I'm sold. I promise to re-read and follow suggestions. :-)

BTW, I'm new to AR, so please don't mistake this compliment. But every time I see your face, it makes me smile -- you just look so FRIENDLY!!!

Hi Missy,

As you know, Intersend, Tiger Leads, and blogging are where it's at!! Realty Times also does a nice newsletter, and people from years ago still receive Holiday Greetings, and thank us for being so thoughtful.....and with CPI when they do buy or sell you will never forget anyone....isn't technology wonderful?

Missy, I haven't gotten to your level, but I do send out a newsletter once a month on our community events as well as a real estate update to almost 300 subscribers. As long as the info is valuable receivers don't mind if you send it to just them or 1,000 people. The value is in the information. Thank you.

Good ideas.

One thing I learned in CRS 206 is to do a signature in MS OUtlook when you are manually sending the same email to several people.

I am always looking for more ideas.

Thanks, Sarah in Nashville

Very good post! Due to the amount of leads we receive, we had to delegate tasks. Jodi spends the day with lead follow up and distribution, I show the homes and expand our territory (this will never end!). Our system works well, except for the occasional, I thought you did that!????

If you are looking to do a large volume of business having systems in place is critical. You are doing some very similar things that I do as well with contact management.

I'm glad you mentioned the personal contact too Missy. I'm still a bit old fashioned and believe in picking up the phone and making a call. I'm on drip campaigns for several lenders, home inspectors, home warranty companies, etc. of whom I would never do business because they never took the time to call me. I think automation is great, but left to it's own devices it can be deadly too. Great post and best of luck.

Drip campaigns are invaluable when dealing with internet leads ... I have found that they will pick up the phone and call when they are good and ready - and have received valuable information from you :)

Ginger, see you in Chicago? Hope so

Jerry, nothing old fashion about picking up the phone. It is smart. Yes it can be deadly if not giving value.

Bill, of course you do. We are similiar in out business models.

Frank and Jody, it happens to me too.

Kate, good luck and thanks.

Lori, thanks so much that makes me smile.

Cindy great to meet you too. See you again soon.

Carole, I hope they read your blog too as I have learned so much from you.

Joe, I love my Altos reports too.

Gary, oh yea it is a must to grow.

Thanks to everyone for commenting and making my day.

Missy..Wonderful..marvelous..great ideas now we all have tweet this to put these to use..Thank you

HelpfulHannah your friend in Philadelphia

Hi Missy,

I loved this post and am so glad you joined our ActiveRain Optimizers Group, and added it to our collection. Of course, we also Featured it right away.

We're looking forward to continuing discussions like this with you and our other Optimizers.

Missy, I have also set up a number of systems. I'm mainly a buyer's agent so it is mainly for my buyers. When a lead comes in it takes a little time to get their initial search set up (I have a lot of criteria on my form but I only want to send them homes that fit there needs) but after that it is boom, boom and out it goes. They are set up, are entered in my monthly newsletter and have a personal letter so they can check their junk folder if the search does not come in.

I have a geek friend that says the same thing about tasks... if you are going to do it twice, write a script that does it for you. He has a library. And it saves him a LOT of time in the long run.

Missy, we have had systems, then change platforms and lose some of our orgaization...thanks for the reminder and I'm going to check out Intersend.com

Sharon

Great post.

Thanks for sharing.

Very interesting stuff.

...systematized :)

JUN

Another thing I need to get going in my business. Thanks for the reminder and the information.

Hey Missy, great post, yet again! This is something that I preach to my real estate clients too - and when they give me the "blank stare in the headlights" look (via email!) I set these systemized emails/mailings etc., for them. THEY LOVE THAT!!!

"You can systemize for me?!"

Ahhh, sure!!! Welcome to my world!

Again, great post - love your stuff - light, fresh, relevant and so easy to implement! You go girl! Gunna go reblog it now!

Suzanne Roy
Real Estate Virtual Assistant