Real Estate Lead Management Audit Step 1 of 12 8% Welcome to the Lead Management Audit, your first step in securing any of our: REVAS Real Estate Lead Management Services The Lead Management Services can be bought as a bundle or à la carte, and include a selection of the following: Lead Management Consulting. Lead Management Process Development. Lead Nurturing Accountability Officers. Lead Management Data Entry Virtual Assistants (Overseas). Content Marketing Virtual Assistants (US-based). Virtual ISAs (US-based). The first step in securing any of the above solutions will be completing this Lead Management Audit. Your Lead Management Audit will take 10 – 20 minutes to complete.* The proven diagnostic process will identify problems in your sales funnel & opportunities to streamline, systematize, and automate. I understand, and am ready to get started on the DIY online version [Free] I’d prefer to complete the Audit over the phone with a REVAS specialist [$59] Basic Introduction: Contact Details & General Overview. Here we’ll learn a bit more about your professional contact details, business info, and current lead management role. Your Name* Company Name* Business Email* Direct Phone Number* Job Title* Website (if applicable) Getting To Know Your Business Understanding who you are and what your company does will help us focus on the right areas during the Audit. How would you describe your real estate business?* Check all that apply. Real Estate Agent. Real Estate Broker / Owner. Real Estate Lender. Landlord / Property Manager. Real Estate Investor. Other. For "Other," please describe: How many people are on your Team?* 10+6 – 102 – 5Single Agent. What is your ratio of Agents (Licensed) to Unlicensed Team Members?* Mostly Licensed Agents. Even Split. Mostly Unlicensed Admins / ISAs. About how many transactions do you currently close per year?* 150+60 – 150.36 – 60.36 or fewer. About how many units do you currently have under management?* 1,000+200 – 1,00050 – 20010 – 501 – 10 Lead Management PROCESS: Examining Your Sales Funnel, Step-by-Step. Here we’ll be examining what happens to your Clients & Prospects, from the moment they become a Lead, till the moment they buy or sell a home, and continuing into a lifelong relationship. On a scale of 1 – 5, how systematic & standardized is your Lead Management Process?* 1. Very UNsystematic. Different every time. 2. 3. Somewhat systematic. 4. 5. Very systematic & standardized. Do your Lead Management Processes follow any written manuals or Standard Operating Procedures?* Yes, we have detailed manuals & SOPs. Somewhat, we have rough outlines or bullet points. No, we do not have any manuals or SOPs. Who is responsible for developing and updating these Processes?* How frequently is your Lead Management Process reviewed & updated?* Every month. Every 3 months. Every 6 months. Every 12 months. Rarely, if ever. Lead Management TEAM: Conversion Accountability & Incentives. What sales conversion rate you do require from Team Members?* What percentage of total leads provided to a Team Member is expected to be converted to a closed sale? Don’t have a requirement. 0% – 1% 1% – 2% 3% – 4% Other. For "Other," please describe your sales conversion rate requirements. Who holds Team Members accountable for following your Processes and hitting their conversion targets?* Nobody right now. Me. Some one else: Who holds Team Members accountable?* What happens to Team Members when they don't follow your Processes or don't hit their sales targets?* Don’t know / not sure. Nothing happens. They get put on probation / get a warning. They get fired. Does your current commission split incentivize team members to close more company provided leads on an ongoing basis?* Yes. No. Not sure. Lead GENERATION Overview: Analyzing Your Flow of Sales Leads. Lead Generation is the very first step in building a pipeline of interested Prospects, about 1% – 6%+ of whom will eventually become paying Clients. About how many leads do you currently generate per month?* A ballpark average is fine; use your best estimate. 500+250 – 500100 – 25050 – 10025 – 50<25 What methods are you consistently using to generate your leads?* Check all that apply. Zillow Advertising? SEO / Organic Search? PPC / Paid Search? Direct Mail? Referrals? Telemarketing? Social Media Marketing? Email Marketing? Video Marketing? Classified Ads (Online / Offline)? Signs and/or Billboards? TV and/or Radio? Print Advertising (local newspapers & magazines)? What type of leads are you generating?* Check all that apply. Buyers. Sellers. Renters. Other. For 'Other' please describe the type of leads you're generating in more detail.* About how much are you currently spending per month on all your lead generation efforts combined?* Is this budget based on a fixed figure (i.e. – $10k/month), or is it based on a variable percentage of sales?* Fixed monthly marketing & advertising budget. Variable, based on a percentage of sales. Not sure / no comment. Lead TRACKING & Capture: Keeping Measure on Your Lead Numbers. How do you track your leads?* Check any / all that apply. Local Offline Spreadsheet. Google Drive / Dropbox / OneDrive / etc. CRM. Website Analytics. Drip Email / Autoresponder. Other. For 'Other' please briefly describe how you're tracking your leads.* Which CRM(s) are you currently using?* Check any / all that apply. Top Producer Market Leader Contactually eEdge Follow Up Boss SalesForce Zoho REThink Placester WiseAgent RealtyJuggler Podio Propertybase Boomtown LionDesk Other Please list what CRM(s) you're currently using.* Who is responsible for managing the above lead tracking system(s)?* How many of the following are you consistently tracking in the same system(s)?* Check every step of the sales funnel that you are consistently keeping up-to-date in your lead tracking system(s). Initial lead capture? Contact notes? Appointments? Showings? Signings & contracts? Closings? Closings by Source & Originating Zip? Revenue & Commissions? Expenses? Net profit (after expenses)? The Very FIRST Live Contact: From Inbound Lead to Active Prospect. Winning the first conversation is a crucial part of your sales funnel, in a competitive marketplace with only one chance at making a first impression. Who is the first person that contacts your new leads?* Check any / all that apply. ISA. Agent on Duty. Team Lead. Virtual Assistant. Zillow’s PAC. Any available Team Member. Other. For 'Other' please describe in more detail.* How are your leads distributed?* Shark Tank. Specialized Roles (Team Lead). By Location. Round Robin. Agent on Duty. Other Criteria. Please describe how your leads are distributed.* When a new lead is generated, how fast do you follow up?* Please provide a realistic average, not an ideal goal. 1 – 5 minutes. 5 – 20 minutes. 20 minutes – 3 hours. Within 24 hours. 24 – 48 hours. >48 hours. What is the minimum number of times you attempt to contact a lead that has never been spoken to?* If a new lead is not reached on the first try, how many times does your Team continue following up? 1 – 2 contact attempts. 2 – 4 contact attempts. 5 – 6 contact attempts. 7+ contact attempts. During the first 24 hours, how many follow up attempts do you make?* 0 – 1 1 – 2 3+ What follow up methods do you use to make initial contact with new leads?* Check any / all that apply. Phone call. SMS texts. Manual email. Autoresponder / drip email. Video emails / texts. Social media. Zillow Premier Agent Concierge. Other. For "Other" please describe how you make initial contact with new leads.* Lead NURTURING Overview: From 2nd Contact to First Closing. A minimal Lead Nurturing approach will require at least 6 months of follow up to convert about 5% to 6% of leads to paying Clients. An ideal Lead Nurturing campaign would continue forever, resulting in a long term conversion rate around 8% to 10%. Is your lead nurturing process systematic & standardized?* Not very standardized. Different every time. Somewhat systematic & standardized. Very systematic & standardized. Do you Segment, Rank, and/or Tag your Leads?* e.g. “Hot” / “Warm” / “Cool” … “A” / “B” / “C” / “D” … etc. Yes, we Segment, Rank, and/or Tag all our Leads. Sometimes we Segment, Rank, and/or Tag our Leads. No, we do not Segment, Rank, or Tag our Leads. Please share a bit more about your current Lead Segmentation / Ranking system.* What Segment Names / Ranks / Tags do you use? How is it working for you? Do you feel there are any issues? Everything you share is helpful. Do you use Time Blocking for your team to complete daily Lead Follow Up tasks?* Do you require certain blocks of time be set aside for lead follow up and lead nurturing activities, during which all Team Members must focus on only these tasks? Yes, we have required Time Blocks for Lead Follow Up activities. No, we do not have any specific Time Blocking. Please describe your Time Blocking system & rules / requirements.* e.g. “Every Mon – Fri, 8am – 10am, all Agents are required to devote 1 – 2 focused hours on having 10+ conversations with new leads, to set in-person appointments or scheduled follow up calls.” How long do you typically nurture your leads?* How long do you continue following up with leads that have not yet become a paying Client? Less than 1 month. 1 – 3 months. 3 – 6 months. 6 – 12 months. 1 – 3 years. 3+ years. During the FIRST MONTH, how frequently do you follow up with your leads?* Every 1 – 2 days. Every 3 – 5 days. Once per week. Less than once per week. During the FIRST 3 – 6 MONTHS, how frequently do you follow up with your leads?* Every 2 – 4 days. Once per week. Every other week. Once per month (or less). 6 MONTHS & BEYOND, how frequently do you follow up with leads & Clients on an ongoing basis?* Every week. Every other week. Every month. Every other month (or less). AUTOMATED Follow Up: Investigating Your Content Marketing Systems What automated follow up & content marketing approaches are you currently using?* Autoresponder / drip email. Blogging. On-Page Static Content. Social Media Posting & Sharing. Video Marketing. Webinars / Screencasts. Print Newsletters. Other. More Details: Autoresponder / drip email. What email autoresponder(s) are you currently using?* Check any / all that apply. Aweber. Mailchimp. Constant Contact. iContact. InfusionSoft. GetResponse. Campaign Monitor. Emails from within our CRM. Broker provided email software. Other. For "Other" please share what email autoresponder software you are using?* About how many people are on your drip email list?* 1 – 300 300 – 1,500 1,500 – 5,000 5,000+ Do you mostly send Sequenced Messages or Broadcast Messages via your email autoresponder?* Sequenced Messages are delivered in order, on a schedule. Broadcast Messages are delivered to everyone on the list when you click “Send.” Sequenced Messages. Broadcast Messages. Mix of both. How many messages are currently in your drip email Sequence?* 1 – 5 messages. 5 – 10 messages. 10 – 25 messages. 25 – 100 messages. 100+ messages. How long does this drip email Sequence last?* Less than 1 month. 1 – 3 months. 3 – 12 months. 1 – 3 years. 3+ years. How often do you send Broadcast emails?* Every day. 2 – 3 times per week. Weekly. 2 – 3 times per month. Monthly (or less). Do you stick to a strict schedule for sending out Broadcast emails?* Yes, we are very consistent. Sometimes we do, sometimes we don’t. No, we are inconsistent in our email Broadcasts. Who is responsible for writing & sending your email marketing messages?* More Details: Blogging & On-Page Content. What is the URL of your website?* Is your blog located at the same URL?* Yes, our blog is a part of our main website. No, the blog is at a different domain. Not sure. What is the URL where your blog is located?* Does your content follow a detailed On-Page SEO strategy?* Yes, we follow a detailed On-Page Optimization strategy. No, we do not have a detailed On-Page SEO strategy. Not sure. Please share a bit more about your On-Page Optimization strategy.* How did you determine what keywords to target? How are your writer(s) trained to follow the strategy? Are you getting good SEO traffic? Anything you can share is helpful. More Details: Social Media Posting & Sharing Processes. On which Social Media sites are you actively & consistently participating?* Check any / all that apply. Facebook. LinkedIn. Google+. Pinterest. Twitter. Instagram. ActiveRain. BiggerPockets. Other. Please list any other Social Media sites you're actively using for your business.* How frequently are you posting on Social Media?* 1+ times per day. Every 2 – 3 days. Once per week. 2 – 3 times per month. Once per month or less. Do you mostly share your own content, other people's content, or a mix of both?* Mostly our own content. Mostly other people’s content. Mix of both. What percentage of your leads come from social media?* Less than 10%. 10% – 20% 20% – 50% 50% – 80% 80% or more. Do you add & follow up with leads via Social Media (even if they came from a different source)?* Are you adding your Email Leads, Sign Leads, and Direct Mail Leads to your Social Media contacts & connections, and using Social Media to follow up? Yes, we systematically follow up on Social Media. No, we don’t use Social Media to follow up. We sometimes use Social Media to follow up, but not consistently. Not sure. More Details: Video Marketing, Webinars, and Screencasts. Where do you primarily share your video content?* On our own website. Youtube. Facebook. Zillow. Realtor.com Vimeo. Twitter. Instagram. Metacafe. Other. Please list the other sites you are using to share your videos online.* What types of videos, screencasts, and/or webinars do you already have online?* Listing Tours. Interviews With Agents. Office Intros. Neighborhood Videos. Niche Expert Videos. Other. What other types of real estate videos do you currently have online?* How many total videos do you currently have online?* 1 – 10 10 – 50 50+ How often are you creating & sharing new video content?* Multiple videos per week. 2 – 4 videos per month. One video per month or less. Do you consistently share your videos to your email autoresponder list(s) as well?* Yes, we use video emails regularly. We rarely use video emails. We never use video emails. More Details: Print Newsletter Marketing Overview How frequently do you mail your printed newsletters?* 2 – 4 times per month. Monthly. Every 2 – 3 months. 2 – 4 times per year (or less). About how many people are receiving your printed newsletters?* 1 – 250 250 – 1,000 1,000 – 5,000 5,000+ Please describe the type of content you typically publish in your printed newsletters.* Do you include pictures? Are there ads or Calls To Action? How many pages is a typical newsletter? Anything you can share is helpful. How effective have your printed newsletters been at converting prospects to paying Clients?* Very effective. They help us close more business. Somewhat effective. They generate positive ROI. Not very effective. Debating ending it. Not sure / no comment. MANUAL Lead Follow Up: Inside Sales Agent (ISA) & Lead Nurturing Overview Who on your Team is responsible for ongoing personal follow up with prospects?* Check any / all that apply. Whoever spoke to the lead first. Agents. ISAs. Virtual Assistants. Office Admin. Other. Who on your Team is responsible for ongoing personal follow up?* Do you use many message Templates and/or call Scripts during your manual follow up process?* Yes, we use many Templates and/or Scripts. We use some Templates, but much is ad lib. We do not use Templates or Scripts. Does your manual follow up process follow a clearly outlined task schedule?* Yes, we follow a clear & strict schedule for manual follow ups. We have a rough schedule, but it is not strict. We do not have a schedule for follow up tasks. Do you have different follow up schedules based on a lead's score or rank?* Are you easily able to change your follow up schedule based on lead list segmentation? Yes, we have different follow up schedules for different lead Segments. No, we use the same follow up schedule for all leads. Not sure / no comment. How do you primarily communicate with leads during manual, personalized follow up?* Check all that you use consistently for manual, personalized follow up. Phone. Email. Text. Social Media. Video Chat. Other. What other communication methods are you primarily using for manual, one-to-one follow up?* FINAL PAGE: Lead CONVERSION Overview. According to your best estimates, what is your current lead Conversion Ratio?* If it takes 100 leads to get 1 paying Client, your conversion ratio is 1/100 or 1%. On a scale of 1 to 5, based on your first-hand knowledge: how good is that Conversion Ratio? 1. Not good. We should be converting at a much higher percentage. 2. 3. Ok. We are converting a good amount. Not the best, far from the worst. 4. 5. Excellent. We are converting as many leads into paying Clients as possible. What are your biggest opportunities to convert more leads to paying Clients?* Based on your Audit here today, what possible improvements do you think will offer the greatest conversion ratio boost? On average, what is your approximate Customer Acquisition Cost (CAC)?* About how much does it cost you to get a new customer? For example, if you spend $10,000 to get 10 new customers, your CAC would be $1,000. What percentage of your Clients become repeat-Clients, coming back to do more business with you?* 0% – 5% 5% – 20% 20% or more. After the initial transaction, do you have systematic, formal methods to communicate & retain your Clients? Yes, we follow a systematic approach to retaining & reselling past Clients. No, we do not follow a systematic & formal method to resell past Clients. Do you actively solicit referral business from your Clients and/or non-converted Prospects?* Yes, we actively solicit referrals from Clients & Prospects. Yes, we solicit referrals from Clients only. Yes, we solicit referrals from Prospects only. No, we do not actively solicit referrals. Conclusion Any final questions or comments you'd like to add?* Yes, one last comment or question. No, that’s everything! Let’s complete the Audit. What final question(s) or comment(s) would you like to add?* Book Your Audit Over The Phone With A REVAS Specialist. [$59] Complete the secure online checkout below to schedule your appointment for a personalized, over-the-phone Lead Management Audit, conducted by a trained REVAS specialist. Your Current Total Here Today: $0.00 Lead Management Audit – Consultation Call [REVAS] How will you be paying? Credit Card. Paypal. Do you have a Coupon Code? 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