The Best Agents Have Great Systems - Our System for expired listings

Here is our entry for the IMSD Systems Challenge.

We have been working expired listings for over 4 years now.  It is our main source of business.  From the resulting listings we get 2-3 buyer leads per day 7 days per week, 365 days per year!

Here is our system:

We start with TheRedX where every morning we import the expired listings from our MLS.  TheRedX does phone look up cross-checks addresses, the DNC list and much more.  In about ten minutes we have a list of numbers to call.

  We sometimes check for phone numbers on a couple of other sites and we like http://neighbors.whitepages.com/search for subdivisions.  And we always use http://neighbors.whitepages.com/search to make "just listed" calls around new listings.

  TheRedX  keeps a database of expireds organized into folders and dates.  This allows us to call on properties several years after they have expired.

Once we make a phone contact we export the lead from TheRedX and import them into

Once in Top Producer they are either scheduled for a list appointment or added to a follow up action plan.  The action plan consists of mail outs, phone follow up calls, emails and reminder to set another action plan when that one is complete. 

We track these Top Producer seller leads until we either list them, or someone else does.  When someone else lists them, we add an action items to Top Producer to check for them to expire again in 6 months.  And we repeat this process until they either sell or convince us they will never sell.

This system works so well that we often go on listing appoints 1-3 years later and the sellers feel like they know us!  In fact we occasionally go out to a house we were in 2 years prior and neither the sellers nor we remember except for our notes in Top Producer.  Once we remember the house because of an unusual room but could not remember the clients.

Of course we are always open to learning new and better systems.  Anyone with suggestions on how to improve this system, please comment below or contact:

The Ruiz/Miller Team