My Follow Up Process

I use the bot (Lofty AI Assistant) to qualify new leads and follow up with website opportunities. They are automatically sorted into prospect pipelines as they are qualified. Smart plans nurture from there. It’s the same process I’ve been running for five years and it works great. Through the different conditions starting in late 2019, I have experienced between 8%-14% conversion to appointment using this process. If details bore you, just read that paragraph and again and figure it out on your own. If you like details, keep reading.

• Pipelines are simple: Hot, Warm, Cold, No AI Response. You could use the Attempting Contact as your “No AI Response”  and “Nurturing/Cold” as your Cold if you want the defaults.

• Triage (sorting or prioritizing) is based on the AI tags. I focus on the New Leads pipeline, but also triage from the No AI Response pipeline because sometimes people ignore the bot for a while, but respond later. I won’t map out the tag triage here, but figure out what you think should be prioritized how. Keep in mind, this is just an initial sorting, not the gospel being written. For example, AI: Needs Financing tag… is it a motivated or unmotivated tag? You need to decide for yourself and your market. 

• Let’s dive into pipelines a bit more. I like the temperatures (Hot, Warm, Cold) because they are simple and they can be interpreted different ways which is helpful for teams and brokerages. Hot, Warm, Cold (hereafter “HWC”) can be thought of as Ready, Getting Ready, Not Ready. It can also be thought of as timing. I use to do 1, 2, 3 months from taking action (setting appointment to meet in person). In the past 18-24 months I stretched it out. Currently I use it as HWC = 0-3, 4-6, 7-12 months away and I dump +12mo in the pond as a Reassignment Group via smart plan step. 
  • Ready is proof of pre-approval or cash on hand, actively on the website nearly every day, as soon as they see what they like, we are meeting in person. 
  • Getting ready is active on the site several times per month, getting proof of money together, and still consistently responding. Once the have everything in order, they will be ready.
  • Not Ready is maybe once or twice a month on the site and/or responding. Low motivation, but still at least staying in touch. 
  • Someone that is working with you in person isn’t a prospect, they are a client and should be in the client pipeline.
  • Agents on a team or in a brokerage account can use these variations as they see fit, which is the beauty of my process. It’s very flexible. 

• HWC are prospect pipelines. Leads are only New Leads, but sometimes the terms are used interchangeably. A prospect is “a potential customer who has been qualified as meeting specific criteria that indicate an ability and likelihood to buy within a reasonable commitment”. Someone signing up on your site isn’t that.

• This bullet point will make the previous pair make more sense. Your goal is to take the new leads and separate them into problems and prospects. Is the person going to be a problem that will make you lose money or a prospect you can mine for gold (profit)? The method doesn’t matter you still have to do it. Problems can be put in the lead pond or deleted. You may give them a chance via separate pipeline if they give goofy information for contact.

• So, lead comes in, bot qualifies as a prospect and it gets sorted into HWC. Then the nurturing plans take over. The automations built in cascade the lead to the next coldest pipeline when it ends which starts the next smart plan. HWC means three different types of conversations. 
  • Let’s talk about this “speed to lead” stuff. I don’t care about it. With online business your website is your retail shop/store selling your services to consumers who “walk in”. The principle is the same. Most of us in real estate lived to go to Best Buy in the 1990s. I call it my Blue Shirt Army concept. I’ve been teaching this for over 5 years. 
  • You walked into Best Buy and got rushed by the employees in blue shirts telling you they can help, they don’t work on commission, etc about their monthly sales. What did you tell them? “Nope, just looking” and you wanted to be left ALONE. Home buyers and sellers think the same way. And no Zillow didn’t influence them. They have been like that for decades. Zillow knew this, so why don’t most agents?
  • Greet, Give, Get. Greet them professionally and politely. Give valuable information they find relevant. Get out of their way. 
• My registration form explains the value of registering on my site and why it’s different than others. I introduce my AI bot, it even has a profile on my site. I let them know why and when they will be reaching out. I treat it like a human being. 
• Seven minutes after registration I send a text giving valuable information.
• Four minutes later, the bot kicks off the process. 
• Smart Plans are nurturing, not smothering. 
• The bot picks up on the website opportunities and capitalizes on them. Depending on tags and behaviors, the referral form is sent to the referral partner (I use Lofty to run my outbound referral business model) and it includes a buyer agreement per the recent NAR settlement via Zapier and Docusign. There are internal automations that take place as well regarding that, but for a different post. 
• Speed to lead is about the opportunities of a lead, not the opportunity of a lead. That is very important to understand the difference. 

I use this process to run my outbound lead referral business and have been hired to set this process up for other agents and brokers. 

A user posed a question they had a text message smart plan between 8am and 10pm and didn’t want anything going out after 10pm because the first message was set to immediately. So how to prevent this and run these messages only during a specified window of time. There is a simple solution to do this right in the action step of the smart plan.  

All right, so I set up a test smart plan just to show you visually what you can do. Again, you can do this right in Lofty. It’s super simple to do. So put your plan name, you put your buyer (your lead type), pick your scope. If you’re on a team or Enterprise account, make sure you select the My Plan Library, set your trigger newly created in the new lead pipeline.

Here are the actions. So in the immediate option, then 10 minutes, two minutes, 30 minutes. The auto text immediately between 8 AM to 10 PM. Second one, you’re going to wait 10 minutes and again, fire between 8 AM and 10 PM.

Wait two minutes after that again, fire between eight and 10. And lastly, wait 30 minutes fire between eight and 10. Put the timing to whatever it is. It doesn’t matter what it is. Eight to eight, 10 to 10, whatever you want. What’ll happen here in the logic is when the lead registers, if it is between these hours here, you set 8 a.m. and 10 p. m. It’s in YOUR time, not the lead’s time, this will fire out. So let’s say somebody registers at like 9:55pm. This text message will go out, because it’s still within that window.

So 9:55pm registration, immediate text goes out. This second one will not fire until 8 o’clock the next morning. Then the rest of the campaign will fire on that same day, basically on day two. So you’re not going to get anything after 10 p. m. It will wait until this previous step is compliant with these settings here.

So if somebody registers at 9 55 p. m. This goes out immediately. This is going to be past 10. Now we’re at 10. 05. This is set to go up between 8 and 10. So this step will not fire until 8 a. m. The next day. And then the campaign will continue. So when this, when step two fires, then the timing will start for step three.

So two minutes after this is sent, it’ll fire between these hours. That’s all you got to do. It’s really simple. The immediately step and the wait step both have this within the window. Just use that window, set your timing and you’re fine.

If you have any questions on this topic, comment below and I’ll be happy to answer. 

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A user posed a question they had a text message smart plan between 8am and 10pm and didn’t want anything going out after 10pm because the first message was set to immediately. So how to prevent this and run these messages only during a specified window of time. There is a simple solution to do this right in the action step of the smart plan.  

All right, so I set up a test smart plan just to show you visually what you can do. Again, you can do this right in Lofty. It’s super simple to do. So put your plan name, you put your buyer (your lead type), pick your scope. If you’re on a team or Enterprise account, make sure you select the My Plan Library, set your trigger newly created in the new lead pipeline.

Here are the actions. So in the immediate option, then 10 minutes, two minutes, 30 minutes. The auto text immediately between 8 AM to 10 PM. Second one, you’re going to wait 10 minutes and again, fire between 8 AM and 10 PM.

Wait two minutes after that again, fire between eight and 10. And lastly, wait 30 minutes fire between eight and 10. Put the timing to whatever it is. It doesn’t matter what it is. Eight to eight, 10 to 10, whatever you want. What’ll happen here in the logic is when the lead registers, if it is between these hours here, you set 8 a.m. and 10 p. m. It’s in YOUR time, not the lead’s time, this will fire out. So let’s say somebody registers at like 9:55pm. This text message will go out, because it’s still within that window.

So 9:55pm registration, immediate text goes out. This second one will not fire until 8 o’clock the next morning. Then the rest of the campaign will fire on that same day, basically on day two. So you’re not going to get anything after 10 p. m. It will wait until this previous step is compliant with these settings here.

So if somebody registers at 9 55 p. m. This goes out immediately. This is going to be past 10. Now we’re at 10. 05. This is set to go up between 8 and 10. So this step will not fire until 8 a. m. The next day. And then the campaign will continue. So when this, when step two fires, then the timing will start for step three.

So two minutes after this is sent, it’ll fire between these hours. That’s all you got to do. It’s really simple. The immediately step and the wait step both have this within the window. Just use that window, set your timing and you’re fine.

If you have any questions on this topic, comment below and I’ll be happy to answer. 

​ 

A user posed a question they had a text message smart plan between 8am and 10pm and didn’t want anything going out after 10pm because the first message was set to immediately. So how to prevent this and run these messages only during a specified window of time. There is a simple solution to do this right in the action step of the smart plan.  

All right, so I set up a test smart plan just to show you visually what you can do. Again, you can do this right in Lofty. It’s super simple to do. So put your plan name, you put your buyer (your lead type), pick your scope. If you’re on a team or Enterprise account, make sure you select the My Plan Library, set your trigger newly created in the new lead pipeline.

Here are the actions. So in the immediate option, then 10 minutes, two minutes, 30 minutes. The auto text immediately between 8 AM to 10 PM. Second one, you’re going to wait 10 minutes and again, fire between 8 AM and 10 PM.

Wait two minutes after that again, fire between eight and 10. And lastly, wait 30 minutes fire between eight and 10. Put the timing to whatever it is. It doesn’t matter what it is. Eight to eight, 10 to 10, whatever you want. What’ll happen here in the logic is when the lead registers, if it is between these hours here, you set 8 a.m. and 10 p. m. It’s in YOUR time, not the lead’s time, this will fire out. So let’s say somebody registers at like 9:55pm. This text message will go out, because it’s still within that window.

So 9:55pm registration, immediate text goes out. This second one will not fire until 8 o’clock the next morning. Then the rest of the campaign will fire on that same day, basically on day two. So you’re not going to get anything after 10 p. m. It will wait until this previous step is compliant with these settings here.

So if somebody registers at 9 55 p. m. This goes out immediately. This is going to be past 10. Now we’re at 10. 05. This is set to go up between 8 and 10. So this step will not fire until 8 a. m. The next day. And then the campaign will continue. So when this, when step two fires, then the timing will start for step three.

So two minutes after this is sent, it’ll fire between these hours. That’s all you got to do. It’s really simple. The immediately step and the wait step both have this within the window. Just use that window, set your timing and you’re fine.

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