How to Build a Team - soldsignblog.com · CMA presentations for listing appointments and the stats...

How to Build a Team P R E S E N T E D BY: L E S L I E M C D O N N E L L

YO U R L I N K TO L A K E C O U N T Y, I L L I N O I S

W W W. L I S T I N G S BY L E S L I E . C O M

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L E S L I E @ L I S T I N G S BY L E S L I E . C O M

When Your Business Starts to Grow…

It’s time to find some help!!!

Don’t let creating a team SCARE you!

Where I began and where WE are now…and how adding team members affected production

# of

Transactions

Total Sales ($)

Growth of Team

Year 1 44 3,668,000 Solo Agent

Year 3 66 8,940,000 Added part time assistant

Year 5 93 14,339,000 Part time assistant went full

time

Years 6-16 75-100 (ave.) 25,000,000 One full time assistant

Year 17 111 33,695,000 Hired additional part time

assistant

Year 18 161 59,170,000 Part time assistant went full

time (2 full time

assistants)

Year 19 181 73,370,306 Added 1st Buyer Specialist

and an additional part

time assistant (30hrs)

Year 20 206 90,464,275 Hired 2-3 additional Buyer

Specialists

Hiring Administrative Help Using the DISC Plan

Main admin person should be a Type C ◦ This person will be your Closing Coordinator, Office Manager, IT

Department, Operations Manager, Payroll Department, etc.

Second admin should be a Type S ◦ This person will be your Listing Coordinator. Should also have C

characteristics (an only S person would not be organized enough to handle the paperwork and detail side of the position.

Third admin should be a Type C / Type I ◦ This person will be your Marketing Coordinator. You want someone

detailed but also trendy and in the know with current marketing trends.

Additional Hires Using the DISC Plan

Additional admin hires should be Type S ◦ This will be your team assistant. They will be the team runner and

the catch all person. This hire should be good with computers, take orders well and be a good team player overall.

Buyer Specialists should be a variation of DISC ◦ Type S & Type I – those agents will be good with the needy buyers.

◦ Type C & Type D- those agents will be good for the bottom line, control and data people.

A MUST HIRE: Having a weekend assistant is critical for lead retention!!!

Interview Process All interviewees should fill out an Employment Application

Use a marketing example ◦ Shows creativity, familiarity with real estate terms and

handwriting

Use the DISC Evaluation

Have a questionnaire to guide you through the interview

Have a Formal Employment Application

Employment Application Continued

Marketing Sample Test

The DISC Evaluation should be given during the interview

Interview Questionnaire

Finding Administrative Help Place ads on CraigsList and Facebook

Permanent Full-Time Real Estate Admin Position:

Schedule would REQUIRE Saturdays & Sundays 9:00am to 5:00pm. PLUS 3 days during the week (days to be discussed at time of hire).

Busy Libertyville Real Estate Office seeks ambitious, outgoing and enthusiastic team member. We’re looking for our missing link and a permanent addition to our team. We need an individual that can answer the phone with a smile and still remember the other 4 tasks on their list! There's a lot going on so be ready to work and have a great time doing so. You will be the only administrative support in our office on the weekends, so we need a strong team player and reliable person to commit to each weekend.

Team Assistant Ad continued….

Duties will include:

Answering phones- you will often be the first point of contact for our clients and must be able to provide EXCELLENT customer service at all times.

You will need to be a good listener and take detailed phone messages.

Accurately distributing messages

Entering caller/client data

Writing client greeting cards

Putting together office packets/binders

Other basic office duties

Possibility of Social Media and Marketing support

Errand running in Lake County


We are looking for someone with the following skills/attributes:

Must be extremely computer savvy as the office is entirely digital.

Will train on software specific to the company but should be familiar with

Microsoft Office Suite.

Office / administrative experience preferred.

Possess EXCEPTIONAL attention to detail. We are a multi-million dollar real

estate team and there is little margin for error in our office.

Spectacular organizational skills.

Able to multi-task effectively and efficiently.


Must be a quick learner and an excellent problem solver.

Possess a willingness to do what it takes to get the job done, at times having

the ability to think outside the box.

Possess excellent customer service skills.

Ability to work both independently and as a team.

Must have excellent communication skills both verbally and written.

Success does not come without stress so, most importantly, you MUST have a positive attitude!!!

*****Please attach your resume when responding to this posting*****

Marketing Coordinator Ad Real Estate Social Media Strategist and Marketing Content Innovator

Busy Libertyville Real Estate Team seeks ambitious, creative and experienced Project Manager. We’re looking for a writer, idea master, and permanent addition to our team. We need top notch talent to pave the way for even larger future growth and the knowledge to do so! We are looking for the right team member who wants to contribute to the growth of the company and become an integral member of the family.

About The Position:

Collaborating with our team, we are looking to take our clients’ social media campaigns to the next level. You will be applying your social media and knowledge of market trends and online social media by working with a team of highly motivated real estate professionals.

The ideal candidate has strong project management skills, is an excellent communicator, and comfortable sharing new ideas and marketing campaigns to grow our team. The sky is the limit in this position.

Marketing Coordinator Ad continued…

Key Responsibilities Include:

INTERNET/ONLINE DUTIES:

Create a detailed social media strategy with goals thus increasing social media effectiveness and outreach to meet these goals.

Develop online community presence on different social media sites including:

◦ Facebook, Twitter, Google+, YouTube, Pinterest, Instagram, LinkedIn, etc.

Manage email, web, and electronic viral marketing promotions and incentives to grow leads

Develop and build brand awareness

Act as the online “face” of our company by interacting with our online community


MUST have social media/blogging/writing experience

An EXCELLENT idea person who can implement these excellent ideas

MUST be a multi-tasker with excellent time-management skills

Define, develop and execute social media programs and best practices

Experiment and implement new and alternative ways to leverage social media activities

Email campaigns to promote membership to our site

Enhancement and setup of social media profiles (custom bios, emails, website content)

SEO knowledge a MUST!!!!


PRINT/ADDITIONAL DUTIES:

Create print mailings for local customers

Creatively presenting our listings through uniquely written descriptions to each customer

Conceptualize new print marketing efforts

Highly organized with an ability to work under tight deadlines and shifting priorities in a fast-paced environment

Oversee outsourced production, and obtaining bid estimates for print-related jobs

Implements marketing and advertising campaigns by analyzing sales forecasts; preparing marketing and advertising strategies, plans and objectives

Brochure content creation unique to each individual home

How the Listing Coordinator & Marketing Coordinator Overlap

Listing Coordinator

Active Sellers:

Getting listing paperwork signed & ensuring accuracy

Taking pictures & notes

Inputting info into the MLS and getting client approval on content

Creating & sending brochure to client for approval ◦ Once approval of MLS & brochure is received notification should be sent to

the Marketing Coordinator to complete the rest of all Internet marketing of the property. Marketing Coordinator then notifies Listing Coordinator so that any necessary communications can be sent to the client


Printing, assembling and getting brochures delivered to the client ◦ Replenishing brochure covers as needed

◦ Brochure delivery should be a team responsibility. Listing Coordinator should monitor agent previews as a 1st course of action. If agent delivery is not available, then brochures should be delivered based on team member “home territories”.

Sending all A2K correspondence as plans describe

Maintaining feedback & sending weekly reports to client

Maintaining weekly snail mail campaigns to client

Price reductions / listing changes

New photo requests


Ensuring all vacant homes are being monitored. Homes that need to be visited should be delegated according to areas other employees live in. Listing Coordinator should monitor showings so that agents can be asked for help if they are visiting one of our vacant properties. Homes will only be visited when listing coordinator notifies that employee to do so. Seller should receive an email notifying them that their home was checked on each time it has been done.

Overseeing team previews and reporting to Leslie

Seller Prospecting:

CMA presentations for listing appointments and the stats that are included

Monthly task for pulling Team Ranking stats ◦ These will then be passed on to the Marketing Coordinator for implementation into

CMA, Buyer Books, Marketing Strategies, Internet marketing, Resume, etc.


CMA & Stat emails on Leslie’s behalf- as directed by A2K plans for cancelled, prospective and rental clients.

Generating lead reports for team agents and then reporting to Leslie on a monthly basis

Coordinating monthly past customer drawings w/ Leslie ◦ Marketing Coordinator will come up with the actual email that should be

sent

◦ Purchasing and sending the drawing items to winners

◦ Monitor deadlines for registration & positing winners

◦ Keeping stats on registrants

Maintaining Plans & Activities Associated with Leslie’s Rentals


Marketing Coordinator

Active Sellers:

Implementing Internet marketing plan for all active listings

Maintaining operations manuals for Internet marketing sites

Mailing / Farming:

Monthly Past Customer drawing emails- as dictated by Listing Coordinator & Leslie

Creation of farm mailers (monthly activity for asking Leslie if/what she wants sent out)

◦ Once created, the mailer should be passed on to the Listing Coordinator who will order, file, sort and get all pieces to the post office for delivery.


Annual review of mailers and company prices. Leslie should be updated annually and any changes should be explained to the Listing Coordinator who does the ordering.

Will check in with Leslie to see if Just Sold or Just Listed mailers are wanted- as dictated by A2K plans.

Updating:

Update Team Ranking stats in all marketing materials as directed by Listing Coordinator

◦ CMA books

◦ Marketing Binders

◦ Buyer Books

◦ Internet Sites


Annual task for updating Leslie’s Resume- stats will be updated as directed by the listing coordinator, but the “look” of the resume is the responsibility of the Marketing Coordinator.

Annual review of Team marketing materials ◦ Brochures

◦ Active Seller snail mail inserts

◦ CMA presentations

◦ Buyer books

◦ Website

Review of client gifts every 2 years: ◦ Touch Base Cards

◦ New ideas for gift cards, lotto tickets, etc.

◦ Postcards, for buyers

◦ Sketches

◦ Closing gifts

◦ Goodbye Packages


Social Media / Project Management:

Zillow

Trulia

Facebook

Twitter

Google +

YouTube

Pintrest

LinkedIn

Wordpress & Wordpress development

SEO

Keyword

Geo-tagging

Anything else that they can bring to the table to make our SEO ranking higher and build our “brand” / presence on the internet.

Team Systems & Operations BUYER AGENTS

Employment Contracts are a MUST!

The following agreement is between the Leslie McDonnell Team at RE/MAX suburban and __________, herein referred to as Buyer Agent.

This agreement describes a professional relationship between Buyer Agent and the Leslie McDonnell Team, herein referred as the Team. For simplification throughout this agreement “her” will be generic not gender specific when referring to the Buyer Agent. In the agreement Buyer Agent agrees to provide her exclusive services to the Team as a Buyer’s Agent.

The parties herein agree as follows:

GENERAL PROVISIONS

Buyer Agent agrees to work exclusively as a Buyer Agent for the Team.

Buyer Agent agrees to work from buyer leads provided by the Team and/or by prospecting activities of his/her own operating expenses.

Buyer Agent will work independently, setting her own hours, using her own methods and judgments relating to prioritization and motivation of clients and client relations, and paying his own operating expenses.

All home sales will be credited to the Team.

Buyer Agent agrees to abide by the Team and RE/MAX Suburban’s office policies and procedures.

Buyer Agent understands that his attitude, appearance, service and skills reflect upon the Team; therefore any deficiency of the above will result in the termination of this agreement.

Contract continued… BUYER AGENT SPECIFIC RESPONSIBILITIES

Buyer Agent understands he is responsible for any and all fees levied upon Buyer Agent by RE/MAX Suburban and RE/MAX International, including but not limited to: Annual RE/MAX dues, annual SAC charges, and Errors & Omissions Insurance.

Buyer Agents warrants he is a licensed Realtor in the State of Illinois and that RE/MAX Suburban, a licensed Broker in the State of Illinois, currently holds said license.

Buyer agent warrants he is a member in good standing with the Realtor Association of Northwest Chicago land (RANWC), the Illinois Association of Realtors, and the National Association of Realtors, and will continue to remain so at his expense including possession of necessary lockbox accessories, annual dues, and MLS fees. It is the responsibility of the Buyer Agent to comply with laws, rules, regulations, and conditions governing Real Estate Agents in the State of Illinois, the RANWC, the Illinois Association of Realtors, and the National Association of Realtors and it’s Code of Ethics.

Buyer Agent understands that the Team maintains a high standard of performance and teamwork and agrees to adhere to the best of her ability to that level. Buyer agent understands that she will be given minimum performance requirements by the Team and that her job performance relative to these requirements will be reviewed on a period basis by Leslie. Buyer agent agrees that the review period may be on a weekly or bi-weekly basis. Minimum number of sales for the first year is 18

Buyer Agent agrees that all leads generated are the sole property of the Team.

Buyer Agent agrees to submit all leads to the team.

Buyer Agent agrees to clearly inform all buyers he is a member of the Team and that, as necessary, another team member will participate in negotiations.

Contract continued… Buyer Agent understands that leads will be assigned on a rotation basis (providing there is more than one buyer’s agent). Leads will be comprised of potential buyers obtained from the Team sources, including but not limited to: Internet, advertising, direct mailing, sign calls, up-calls, open-houses, past clients, past client referrals, and relocation referrals. Leads generated by the Buyer Agent through his personal prospecting or sphere of influence will not be on rotation. Buyer Agent understands that Leslie will continue to work with select clients.

Buyer Agent agrees to preview the new listings of the Team within 2 business days after the listing date. No leads will be give to the Buyers Agent on a listing until the property has been previewed.

Buyer Agent agrees that any unhappy or dissatisfied clients shall be immediately referred to Leslie for reassignment. Likewise, if Buyer’s Agent feels he is incompatible with the clients, discussion and possible reassignment will be discussed with Leslie.

Buyer Agent will be responsible for qualifying leads, securing a Buyers agency disclosure/dual agency disclosure, performing property searches in the MLS, showing property, writing and negotiating the purchase contract.

Upon ratification of the purchase contract, Buyer agent will: Schedule and attend all inspections, walk-throughs, and closing. All necessary paperwork is to be submitted to the closing coordinator.

Buyer Agent will participate in setting team and personal goals and work towards achieving these goals. Buyer agent will attend all team meetings, review progress towards goals on a bi-weekly basis and complete weekly progress reports.

Buyer agent will maintain cellular phone contact and shall be responsible for paying the bill and maintaining the phone.

Team part of Buyer Agent contract:

TEAM SPECIFIC RESPONSIBILITIES

The team agrees to provide, for Buyer Agent, RE/MAX Suburban shared office expense & management fees, desk, office computer, computer programs, printers, digital camera for Team, all real estate office supplies, office phone and voice mailbox, copier, fax machine, and business cards, Team website and Internet maintenance.

The team agrees to provide support staff to assist with the majority of the closing details and follow up as well as run the basic office operations.

The Team agrees to provide a stream of leads generated through the Team’s advertising programs and lead generation systems.

The Team agrees to provide training tools including: Howard Brinton audio/video tapes, hands-on training with Leslie, and access to the RE/MAX Satellite Network and provide Buyer packets for Buyer Agent’s clients.

Compensation Buyer Agent understands that Net Commission is Gross Commission minus any referral fees and MLS fees. The Leslie McDonnell Team split will be based on Net Commission prior to RE/MAX Northern Illinois contract split rate of XX% Buyer Agent understands that he will receive a ___ split up to $75,000 of her total net commission for the calendar year based on the closing date.

Buyer Agent understands that she will receive a ___ split from $75,001 to $100,000 of her net commission for the calendar year based on the closing date.

Buyer Agent understand that she will receive a ___ split over $100,001 of her net commission for the calendar year based on the closing date.

Buyer Agent will receive a 20% referral fee for listings generated through her prospecting or sphere of influence.

Competitive Clause Buyer Agent understands that any and all databases are a trade secret developed over time by the Team and are the sole property of the Team and any attempt to use such databases after termination of this agreement would be considered a violation of Federal Law.

It is understood that all clients referred to the Buyer Agent are, and always will be, Team clients with members of the Buyer Agent’s immediate family being an exception. The Buyer Agent promises not to conduct a transaction with these clients after the termination of this agreement and for a minimum period of 24 months after termination of this agreement. If for any reason the Buyer Agent conducts a transaction with any of the Team’s clients, a 50% referral fee will be paid to Leslie McDonnell and RE/MAX Suburban on the close of any of these transactions.

Buyer Agent acknowledges that she is operating under a non-compete agreement. In the event that the Buyer Agent should cease to be affiliated with the Team and continues to practice real estate, that Buyer Agent will not practice Real Estate within a 15 mile radius of the RE/MAX Suburban office

Buyer Agent Final It is also agreed that any and all material utilized within the role of BA as a buyers agent is the sole property of the Leslie McDonnell team and may not be reproduced or used in any way without the express written permission of Leslie McDonnell. Andy agrees to this for an indefinite period of time.

Leslie McDonnell agrees that any inquiries for BA at the office will be forwarded to him at his new brokerage firm.

Termination Clause By the Team for Cause. In the event Buyer Agent defaults or otherwise fails to conduct his business in accordance with the terms of this agreement, the team may terminate this Agreement immediately and without notice.

By Either Party Without Cause. Either party, without cause may terminated this Agreement at any time upon the giving of 60 days advance written notice to the other.

Commissions/referrals from transactions under contract at the time of Buyer Agent’s Termination will be paid at a 25% split of the net commission.

All terms and conditions set forth in this agreement are hereby agreed to on this ___ day of ___________, 20__

Exit Agreement (a MUST!) It is agreed between Leslie McDonnell and BA that the following will apply with respect to the termination of Buyer Specialist position within the Leslie McDonnell team:

All leads closed through the Leslie McDonnell team will remain the sole property of the team, unless these leads were originated by BA as his personal clients. BA and Leslie McDonnell agree to this provision. In the event one of these clients should attempt to utilize the services of BA than a non compete clause would be in effect for those clients for a period of 2 years, or a 50% referral will be paid to the Leslie McDonnell Team. This shall supersede the initial agreement in the Buyers agreement dated ___________, which states Buyer Agent shall not practice real estate within a 15 mile radius of Re/Max Suburban, Libertyville and Leslie agrees to waive the non-compete clause with respect to the employment radius. Leslie agrees also that current listings of clients that were previously BA’S past customers will remain with BA, or if preferred, part of the team and a 25% referral will be paid upon closing to Leslie. BA agrees that should any of these clients terminate their agreement with the team, he will pay a 25% referral to Leslie to help defray costs of marketing and termination expenses upon closing (2 months office bill, etc).

Exit Agreement (continued) Any current clients that are being shown property by BA will continue to be the clients of BA, and in the event they purchase a home, a 50% referral will be paid to Leslie McDonnell/Re/Max Suburban. This will be in effect for a 24 month period.

Clients are referred to as any lead generated by the Leslie McDonnell team and listed on the Lead Tracking sheets that both BA and Leslie have copies of, or any lead sent via email since the beginning of BA’s position as a buyer’s agent.

With respect to any pending transactions, the same 50/50 split will be in effect, which also shall supersede any original agreement and BA shall be paid 50% of the commission upon closing.

It is also agreed that all of BA’s past clients that were previously his prior to joining the team will be removed from our mailing list and database and shall remain the contacts of BA. BA ’s contacts that were generated by the team shall remain the property of the team.

Systems & Accountability for Buyer Agents

Call-in forms for buyers

Buyer books with personalized cover pages

Agent Office or Top Producer for plans and contact Management

Vendor List signed by every buyer

Weekly Preview Chart- Given to team leader by Listing Coordinator

Bi-weekly General Leads Report- Also given to team leader by Listing Coordinator. Summarized all incoming leads and sources, who they are given to, and information about them.

◦ All incoming leads are sent via email to Leslie and are then forwarded to Buyer Agent (with Listing Coordinator copied)

◦ Listing Coordinator then creates excel spread sheet with information and turns them into Team Leader every two weeks.

◦ Buyer Agents receive from Listing Coordinator bi-weekly reports to be turned in to Team Leader showing status of leads

Office Meetings

Call-in Forms for Buyers: Buyer Agents can utilize a Lead Tracking Document to organize incoming leads.

Agent Office or Top Producer Plans Detailed plans provide a step-by-step guide through all real estate processes

Buyer Books Given to new buyers upon first meeting. Personalized cover page including specific Buyer Agent contact information.

Agent Office or Top Producer Plans Detailed plans tell the specific agent when and how to be in contact with the clients.

Vendor Lists Should be signed by all buyers.

Weekly Preview Chart All Buyer Agents should preview each of the Team listings.

Lead Tracking Spreadsheet Bi-weekly report given to Team Leader includes lead information, assignment and source data.

Lead Tracking Report Bi-weekly report given to Buyer Agents to turn into Team Leader. Shows status of leads.

Family Birthdays & Anniversaries No checks given to Buyer Agents without clients complete follow up information on file.

“Meet the Team” Team Member descriptions should be included in all Buyer Books and Listing Packets

Team Systems & Operations CLOSING COORDINATOR T H I S W I L L B E YO U R M A I N A D M I N I S T R AT I V E S U P P O R T A N D YO U R C LO S I N G C O O R D I N ATO R , O F F I C E M A N A G E R , I T D E PA R T M E N T, O P E R AT I O N S M A N A G E R , PAY R O L L D E PA R T M E N T, E TC .

Systems & Plans for Closing Coordinator

Template emails for sending offers to Team Leader & sellers

Utilize DocuSign for contract signing or templates for sellers

Agent Office or Top Producer plans coupled with Template emails ◦ Plans for both buyers and sellers from contract signing to closing

◦ Plans for renters

◦ Post-closing plans

Maintaining team statistics

Sending Offer Details Have Closing Coordinator review all offers and send you the details via email.

Sending Offers to Sellers A 2nd email is sent to the sellers with the offer attached.

Have a template so that the specific details can be copied from the main email and input into the seller email.

Contract Signing Use an electronic signing program like DocuSign for clarity and client ease of access.

Otherwise, have a detailed email directing how to sign.

Database Plans

Use Agent Office or Top Producer to have plans in place for buyers, sellers, renters, etc.

Intro to Closing Coordinator Email Have an email sent to the co-op agent explaining the Closing Coordinator’s role and emphasizing that they will be the main point of contract moving forward.

Intro Email for Sellers

Intro Email for Buyers

Helpful Hint Emails

Plans include when to send Helpful Hint emails throughout the process.

Post Closing Plans Closing coordinator gets follow up information prior to closing and launches post-closing contact plans to keep in touch.

Sale Tracking Document sale information after closing

Sale Tracking Keep statistics on all sales and sources through the years

Payroll Time Sheets Track, report, maintain employee hours & records. Use payroll service like ADP.

Other Responsibilities of the Closing Coordinator Payroll administration

General office management ◦ Inventory and supply ordering

◦ Office machine management- new computers, printers, etc.

◦ Bill paying and invoice management

◦ IT support (coordinating with IT tech when necessary)

Team Systems & Operations LISTING COORDINATOR T H I S P E R S O N S H O U L D B E T Y P E S , B U T A L S O H AV E C C H A R A C T E R I S T I C S ( A N O N LY “ S ” P E R S O N W O U L D N OT B E O R G A N I Z E D E N O U G H TO H A N D L E T H E PA P E R W O R K A N D D E TA I L S I D E O F T H E P O S I T I O N ) .

Systems & Plans for Listing Coordinator

Preparation of Listing Presentation ◦ Team Leader prepares CMA

◦ Listing Coordinator supplements with personalized reports

◦ Listing Paperwork

Agent Office or Top Producer plans coupled with Template emails ◦ Plans for Sellers from listing to offer acceptance

◦ Plans for listing changes/amendments

◦ Weekly feedback reports

Preparation of Listing Presentation Team Leader prepares the CMA in the MLS and sends to Listing Coordinator

Listing Coordinator proof reads the report ◦ Cross references information with the tax database to ensure

accuracy

◦ Reorders pages according to status, price, etc.

◦ Highlights square footages, market times and the like for emphasis

Compiles personalized market data, reports, listing agreement and tax sheets to add to the file

Finished product is uploaded to DropBox and emailed to Team Leader for presentation

Listing Paperwork Have clear, written instructions that can be left with the seller to help guide them through signing the listing paperwork. Listing paperwork is pre-filled in at the time of Listing Presentation preparation.

Property Information Sheet

Showing Instructions

Database Plans

Use Agent Office or Top Producer to have plans in place for prospective sellers and active sellers.

Photo Appointment Confirmation Email The first point of contact from the Listing Coordinator will be via phone to schedule the photo appointment. After that call, have a recap email sent.

Home Feature Sheet Use a feature sheet form when taking photos in order to keep accurate notes on the property.

Introduction Email

Have an email sent to new sellers explaining the Listing Coordinator’s role and responsibilities.

MLS Data Verification

Use a form email to have sellers verify the accuracy of all information input into the MLS listing. They should sign off or give their approval via email before the listing is activated.

Reminder Email After listing, remind sellers about the top home inspection issues and encourage them to look into these items as soon as possible.

Feedback Reports Send weekly feedback reports to all active sellers.

Other Responsibilities of the Listing Coordinator

Maintaining Agent Preview tracking sheets given to Team Lead on a weekly basis (see slide #33)

Lead Tracking (see slide #34)- responsible for maintaining lead reports given to Team Lead on bi-weekly basis.

Preparation of Buyer Agent’s Lead Reports (see slide #35) given to Team Lead on bi-weekly basis.

Seller Prospecting- helps team lead maintain a schedule of keeping in contact with prospective clients

◦ Expired Listings

◦ Seller Prospects

◦ Past Rental Clients (checking tax database for sales after lease dates)

Team Systems & Operations MARKETING COORDINATOR T H I S P E R S O N S H O U L D B E T Y P E C , B U T A L S O H AV E I C H A R A C T E R I S T I C S TO O. YO U WA N T S O M EO N E D E TA I L E D B U T A L S O T R E N D Y A N D I N T H E K N O W W I T H C U R R E N T M A R K E T I N G T R E N D S .

Systems & Plans for Marketing Coordinator

Monthly past customer giveaways

Farming campaign

Seller marketing reports

Responsible for creating and/or changing branding materials

Updating of office materials ◦ Buyer books

◦ Listing presentations

◦ Marketing strategy presentation

◦ Greeting cards, etc.

Maintain a social media presence

Past Customer Giveaways Have a 12 month plan in place for email blasting past customers with special promotions.

Orphans should receive the same promotions via snail mail.

8.5 x 5.5 UV Coated Postcard 1,000 printed and mailed for $.67 per piece by www.MailBoxDirectPostcards.com

Artwork is produced in-house using Microsoft Publisher or Adobe Illustrator and cards are professionally printed and mailed for quantities over 600. MailboxDirectPostcards.com offers standard 24-hour turnaround with very competitive pricing. An email version is sent using an emailing service like RealPro or Constant Contact.

Farming Campaigns

Artwork is produced in-house using Microsoft Publisher or Adobe Illustrator and cards are printed on pre-cut postcard paper.

Bulk mail discounts are available for quantities over 200 through services like MyPostageRateSaver.com

EDDM Postcards Every Door Direct Mail (EDDM) postcards are delivered to every residential address in a zip code or carrier route. Companies like EDDMExperts.com can print and prepare the mailings for delivery. Cards hit mailboxes approximately 2 weeks after ordering.

Cost is approximately $1,100 for 3,000 cards. Volume discounts are available

at 10K and 25K.

Seller Marketing Campaign Send a weekly touch-base to all actively listed sellers. It can be an email through Constant Contact or snail mail.

Branding Materials The Marketing Coordinator should keep all branding and marketing materials (Buyer Books, Listing Presentations, brochures etc.) up to date and current with the times.

Maintain a Social Media Presence

Post as often as possible ◦ New listings

◦ Awards and achievements

◦ Closings

◦ Market Stats

◦ Keep cover photo current with what is going on NOW

Team Systems & Operations TEAM ASSISTANT T H I S P E R S O N S H O U L D B E A T Y P E S A N D W I L L B E YO U R T E A M A S S I S TA N T. T H E Y W I L L B E T H E R E R U N N E R A N D T H E C ATC H A L L P E R S O N . T H E Y S H O U L D B E G O O D W I T H C O M P U T E R S , TA K E O R D E R S W E L L A N D B E A G O O D T E A M P L AY E R O V E R A L L .

Systems & Plans for Team Assistant

Provides support to the Listing Coordinator

◦ Tracks showings on active listings

◦ Assembles & delivers brochures

Provides support to the Closing Coordinator

◦ Prepares virtual tours for buyers

◦ Creates keepsake photos for buyers, sellers & orphans

◦ Prepares buyer closing packages

◦ Prepares post-closing keepsake packages for buyers, sellers & orphans

Maintains constant contact with past customers ◦ Agent Office or Top Producer for past customer plans

◦ Touch base cards

◦ Birthday & Anniversary cards

Keepsake Photos for Buyers, Sellers and Orphans!

Package in a custom printed frame that reads:

Treasured Memories

Compliments of the:

Leslie McDonnell Team

888-LESLIE-9

www.ListingsByLeslie.com

The photo is then wrapped in a cellophane bag, tied with ribbon and

hung on the door of the home.

What We Used:

Software to prepare photos:

www.BeFunky.com (Internet based & FREE)

Custom printed cards/frames:

www.Archivalusa.com

10x8 Deluxe Photo Folders

Wrapping Materials:

www.PaperMart.com

12”x20” Poly Bags & Ribbon

Custom Birthday Cards

Custom Touch Base Cards

Have you had clients that make you feel like this?

Having a team creates organization and more communication than you can accomplish on your own. In turn, this creates happier clients that feel like all their needs are being fulfilled.

SELLER AGENT

Taking Orders

Having a team allows for more “YOU” time

Hire a weekend person to answer the phones and send messages.

STOP listening to voicemails. Have someone else do it and email you the messages.

Do NOT give out your cell phone, record a message that says to leave all messages at the office number.

Have ALL staff correspondence take place via email.

Follow up all counters (verbal) with emails for a good record of what has transpired.

Do NOT give out your home phone number.

Explain your hours to clients.

Use your voicemail to your advantage.

Having a team allows more time for…

Having a team also helps to create raving fans!

Presented by:

Leslie McDonnell

Make sure all of your Illinois referrals go to:

The Leslie McDonnell Team We service: Libertyville, Vernon Hills, Gurnee, Lincolnshire, Mundelein, Lindenhurst, Lake Villa, Grayslake, Long Grove, Deerfield, Northbrook and more!

To download a copy of this presentation and the materials featured within it, visit:

www.LakeCountyILHomes.com/TeamSystems

How to Build a Team - soldsignblog.com · CMA presentations for listing appointments and the stats...

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Transcript of How to Build a Team - soldsignblog.com · CMA presentations for listing appointments and the stats...