Overview Of Buyer Lead Process
The video below is an overview of the steps that take place from the time a buyer starts searching on the Internet through their registration on our website and set up on our contact management system. It is intended to give you a good overall summary. Additional detail is provided in later sections.
Getting Set Up in Sierra
Sierra Interactive YouTube Videos
Here are links to some helpful videos Sierra Interactive posted on YouTube.
An Overview of The Lead Dashboard
Sierra Status Code Definitions
Below are the definitions for the recommended use of the STATUS CODES in Sierra Interactive. By default, leads always start as New unless you manually enter them with some other Status Code. Note: You can right-click and Save Image As ... for local use. It may also be easier to read that way.
Sierra Backend Overview & Searches
Specific Tasks in Sierra
Stopping Sierra Interactive Campaigns
This applies to both Drip & Action Plans
Stopping campaigns to a lead is easy:
- Go to the lead in the Sierra backend
- In the bottom left corner go to the COMMUNICATION PREFERENCES V section (2nd from bottom) - See the screenshot below
- If the box isn't open, click on the V symbol, and the options will be displayed
- Slide the tabs to the left for the top two choices
- Marketing Emails (the i symbol to the right will display details on what this does)
- Text Messages (the i symbol to the right will display details on what this does)
- If you want to stop E-Alerts/Market Updates and Property Notifications, the next two tabs will do this. But we generally keep these running unless we know they do not want any communications at all. If that is the case, we'd probably also mark the lead JUNK
Auto Searches For Multiple Emails
Buyers would sometimes like to get the Auto Searches delivered to two emails. Below is the process in Sierra to do this:
1). If you want to send to two emails make sure there is a secondary email on the lead detail page.
2) Once there are two email addresses, scroll down to the Other Preferences section. This is where you can turn on the CC secondary email on listing alerts. (The option will not appear until the 2nd email address is entered)
Common Lead Emails & Sierra Template Replies
There are some very effective follow-up templates that we have created in Sierra. We recommend using these templates whenever you can. You can make adjustments if you need to. But these templates have proven to be effective and using pre-done templates will save time and reduce errors.
Category Name
Template to Send
Notes
Feedback - Just Looking
4. Just Looking/Not Ready to Buy
Set searches to weekly. Can insert link to current search updates.
Request - General Inquiry/More Info Request
1. More Info Request
Add in HOA or listing details. Ask if they have specific questions.
Request - Property Showing Request
2. Showing Request
Try calling to confirm/set up first. Then send email follow up
Buyers Request
3. Buyers Request
Set up search accordingly. Enter in link for saved search.
ReadyChat
32. "ReadyChat"
Set up Search accordingly, answer questions, enter in link to listing options, ask a question
Request - Unsubscribe Request
23. Unsubscribe
Mark Archive and stop all communication preferences
Bad Email
N/A
Mark Bad/Bounced email, Try calling, If bad # as well - Mark, Change status to Archive, Stop all communication
Rental
19. Rentals - VRBO & HomeAway
Response (No) to property updates - Write "rentals" in summary. Archive. Stop all communication preferences
Looking in Multiple Areas
13. Searching Different Areas
Set search as best you can
Feedback - Already Working With A Realtor
15. Working with Another Agent
Write in Summary. Mark Archive. Stop all communication preferences.
Out of Our Service Area
31. Out of Area
Not in Tampa Bay Area - Pinellas, Hillsborough, Hernando, Pasco
Request - Taxes And/Or HOA
7. Estimating Property Tax, 9. Insurance & Taxes
Can find HOA and previous years tax info on MLS
Request - Pet-Friendly Condo
18. Pet Friendly Search
MLS search for specifc pet weights for best results
Transfer to another agent
20. Transition to Another Team Member
Reassign to area team member. Include quick message and include it on page.
Questions from Non Leads (Appraisers, Banks, etc)
N/A
Ignore if soliciting. Answer if asking a simple question or can guide in correct direction.
Seller Lead
6. Just Looking at Property Value
If asking about prop value - set up market update, offer CMA and insert link to comps
Alias Registration
26. Alias Registration
If vulgar - JUNK, stop all communication.
Realtor - Out of Town Realtor Looking for Property
N/A
Respond - happy to help. Check with Cindy if asking for referral fee
Using BombBomb For Video Messaging
The best way to establish a relationship with a potential customer is face-to-face. People want to do business with people they know, like, and trust. But face-to-face meetings are not always possible. The next best ways to "connect" are a one-on-one phone conversation or a video.
We now have BombBomb integrated into Sierra Interactive. The 1st video below shows you three ways to use BombBomb within Sierra on your desktop.
You can also record a property video on your phone and send it via BombBomb. The 2nd video shows you this process. For this, use the Mobile Website Version - I don't think this works yet on the Sierra App. To login on your mobile device, go to: https://client.sierrainteractivedev.com/login.aspx
After you send the video, add the following tag to the lead so we can track BombBomb performance:
BombBomb - Personal Video Sent
Ways To Use BombBomb in Sierra
Closings
How To Close A Transaction
Below are the general steps associated with closing a Buyer transaction. Every transaction is a little different, but this is an overview of the key steps.
What To Do After A Closing
Events and Tasks
Team Agent
Closing
At Closing
Tell buyer/seller how much we'd appreciate an online review
Bring keys etc to closing. Affix keys to team keychain
Take gift if you plan to give one
Drop Cindy's Check off at any of the beach Coastal offices and Email Cindy to let her know which office her check is at; Copy Admin on email.
IF you are sure they will give us a 5 Star review:
On Closing Day or no later than the next day, send an email asking for a Google Review. Use the Sierra email template. You can add appropriate comments but be sure to use the correct link to Google
If you aren't sure they will give a 5 Star review, DO NOT SEND email request for review.
Follow up 3x for Google Review
Send handwritten note to buyer
Sierra Updates
Mark Status as CLOSED in Sierra
Add Tag in Sierra for
Sphere A+, A, B or C Sphere status
Enter sale price, address, etc. as part of the status change
Set up monthly Market Report for the buyer
If it was a condo, use the condo
If it was a house use Subdivision if it is a good size SD, or else use area and similar size property
Indicate if this is mailing address. If not, make sure you have a good mailing address for the buyer.
Set task reminder for 1 year follow up for agent
1 Yr Later - Call, BombBomb, Text, or Email Buyer Happy Anniversary
Key Steps In Sierra
Tips On Setting Up Your iPhone and Taking Better Videos
Tips On Taking a Property Videos
Prepare the Property
- Turn on all lights before starting video
- Open all doors including patio/outdoors before you shoot the video- “sell a lifestyle”
Prepare yourself and your phone
- Set to 1080P resolution
- Eliminate unnecessary sounds
- Take off your shoes - silent steps
- Turn phone on silent
- Try not to breathe too close to your phone - No Darth Vader tours :)
- Take the video horizontally
- Hold phone steady as possible
Taking The Video
- You can create your own stabilizing gimble by keeping your elbows firmly tucked to your waist. It really helps to ease the wobbles LOL.
- Pan slowly across the room -not snapping their necks but not boring them to death either :-)
- It is super helpful either live or as a recording to always remember to pan SLOWLY up and down at the building for exterior and in each room for interior etc. The camera can only capture what the screen is pointing at so flooring type/ceiling, finishes/ceiling fans etc. can quite often get missed.
- Try not to state the obvious - be descriptive
- “This is a 16 ft saltwater pool that reaches 6ft deep” instead of “There's the pool”
- “The master is 15x20 and has these amazing sliders to the patio” instead of “Here is the bedroom”
- “This kitchen has beautiful glass backsplash with granite counters and GE appliances” instead of “Kitchen with top of the line appliances”
- Sell the lifestyle! Think about taking short videos a couple of the best things nearby or at least mention them.
- Do a "Call To Action" the end.
- Just as an example: "This is Jane Doe with Coastal Properties Group. I hope you enjoyed the video :-) Please call me at xxx-xxx-xxxx if you have any questions or if I can help you in any way!
- Just have fun, be confident and be yourself!
Upload The Video
- See the video on our website UPLOADING A VIDEO FROM YOUR PHONE TO GOOGLE DRIVE
- Send an email to Rich letting him know the video has been uploaded
Voice Recording on Your iPhone
Sometimes you might take a video in a noisy place, or you just need time to collect your thoughts for a narrative. Doing a "voiceover" is a great solution. You just do a voice recording that is timed to the original video. Then, using video editing tools, we can combine the video and new audio together for a better video experience for the viewer.
Here is a quick 2 min video on how to do a Voice Recording on your iPhone.
Voice Recording on Your Android/Samsung
Sometimes you might take a video in a noisy place, or you just need time to collect your thoughts for a narrative. Doing a "voiceover" is a great solution. You just do a voice recording that is timed to the original video. Then, using video editing tools, we can combine the video and new audio together for a better video experience for the viewer.
Here is a quick 2 min video on how to do a Voice Recording on your Samsung or another Android phone.
Transcriptions of Voiceovers
We get the Voiceovers transcribed to add accurate Closed Captions to the videos. To improve accuracy, we can include text list of words that might not be obvious or familiar to the transcriber.... for spelling and caps
Like Dunedin, St Petersburg, Coastal Properties Group, proper noun names like Weaver Park...
When you send your voiceover please send a list of these kinds of words or phrases when you send the voiceover in the email.
Format like:
Dunedin
St Petersburg
Coastal Properties Group
Weaver Park
Boca Ciega Park
You don't need to go craze and list every word... just the ones an out of town person probably wouldn't know.
Quick CMA In Google Sheets For Buyers
A Competitive Market Assessment (CMA) is a useful tool for dealing with Buyers as well as property Sellers. This video is about a simplified way to create a spreadsheet to help determine and communicate an estimate of a property's value.
By grouping all the Sold Properties together in a group by rank order of sold price, you can often see patterns and get a better idea of how the property you are analyzing compares to what has sold. You may want to print a PDF version at the end of your analysis to email to your prospective buyer.
Business Cards
We can get you a PDF for your Business Cards
When we send you the PDF you can have them printed locally if you want or we like to do ours mail order from GotPrint.
Resources
Here are some resources you may find helpful
Sierra Interactive (Our "Backend" or CRM)
Also, you can call or email Sierra help if you need to discuss something. If emailing, be specific and include the website name and screen shots when you can.
Email: [email protected]
Phone: 502-410-3050
My Florida Regional MLS (Multiple Listing Service)
Tech Support (800) 686-7451
[email protected]
Pinellas Realtor Organization PRO
Help Desk: 727 344 7767
www.MyFloridaLicense.com to verify education requirements
