Lead Management Process for Real Estate Agents

Monitor Emails (GGC)

Prioritize transaction-related emails first thing in the morning, followed by checking for lead-related emails, and handling other email traffic last. GGC will continue monitoring email traffic throughout the day to ensure timely responses and updates

Step 1: (GGC)

Monitor Lead Sources and Add to the Master Database-GGC will consistently track and review incoming leads from various sources, including your CRM, website, social media platforms, and referrals. As new leads are received, GGC will promptly input their details into your lead-tracking database or spreadsheet to ensure accurate organization and follow-up.

Step 2: (GGC)

Respond to New Inquiries Within 24 Hours-GGC will ensure timely engagement with all new inquiries by responding within 24 hours, maintaining professionalism and building rapport with potential clients.

Step 3: (GGC)

Monitor CRM Activity and Engage Leads-GGC will monitor client activity within the CRM. If a lead is actively viewing the properties sent, GGC will continue sending follow-up messages to re-engage the lead and encourage responses.

Step 4: (Agent) Call Leads for Direct Engagement

The agent will make follow-up phone calls to leads on a weekly or bi-weekly basis to establish a personal connection and gather more detailed information

Step 5: (GGC)

Continuous CRM Monitoring and Engagement-GGC will continue to monitor CRM activity and regularly engage with leads through follow-up messages. If the client is actively browsing properties, GGC will inquire about any specific details they need or offer additional information about the properties they are viewing.

Step 6: (Agent) Receive Pre-Approval Letter

The agent will ensure that the client is pre-approved for a mortgage. The agent will request and collect the client’s pre-approval letter, confirming their ability to proceed with a purchase.

Step 7: (GGC)

Send Required Contracts-GGC will send the following necessary contracts to the client for review and signature

Step 8: (GGC)

Create a GDRIVE Folder for the Client-GGC will create a GDRIVE folder to store all documents related to the client. This includes contracts, disclosures, and other important documentation.

Step 9: (GGC)

Receive Signed Contracts-Once the contracts are signed by the client, GGC will add them to the client’s GDRIVE folder for easy access and organization.

Step 10: (GGC) Schedule Initial Consultation

GGC will schedule an initial consultation with the client to discuss their needs, expectations, and preferences regarding their home purchase.

Step 11: (GGC)

Regularly Update the Client with New Listings-GGC will monitor the market and regularly update the client with new property listings that meet their criteria.

Step 12: (GGC) Schedule Property Showings

GGC will schedule property showings and provide detailed information to the client for each property viewed.

Step 13: (GGC) Gather Client Feedback and Refine the Search

After showings, the GGC will gather feedback from the client and adjust the property search criteria as needed to better match their preferences.

Making an Offer & Negotiation

Step 14:

Step 15: (Agent) Negotiation Process

Step 16: (Agent) Keep the Client Informed

Transaction Management

Step 17: (GGC)

Open Escrow and Submit Documents-GGC will assist in opening escrow and ensure that all necessary documents are submitted to the escrow officer.

Step 18: (GGC)

Coordinate Inspections and Appraisals-GGC will coordinate with inspectors, appraisers, and title companies to schedule inspections and appraisals, keeping the client updated throughout the process.

Step 19: (GGC)

Track Deadlines and Contingencies-GGC will monitor all transaction deadlines, ensuring contingencies are met or waived in a timely manner.

Closing Preperation

Step 20: (Agent) Review Closing Documents

The agent will review the closing documents to confirm that all terms are correct and explain the final steps to the client.

Step 21: (Agent) Schedule Final Walk-Through

The agent will schedule a final walk-through of the property with the buyer to ensure the home is in the agreed-upon condition before closing.

Step 22: (Agent) Coordinate Transfer of Funds

The agent will work with the closing attorney and lender to ensure all closing costs are paid and funds are transferred appropriately.

Step 23: (Agent) Attend the Final Walk-Through

The agent will accompany the buyer during the final walk-through to confirm the property’s condition.

Step 24: (Agent) Arrange Document Signing and Title Transfer

The agent will attend closing to ensure that all necessary closing documents are signed and that the title transfer is completed.

Step 25: (Agent) Key Exchange

The agent will arrange for the buyer to receive the keys to the property after closing.

Step 26: (GGC)

File Closing Documents-GGC will upload the Closing Disclosure (CD) and all signed documents to the client’s GDRIVE folder and the transaction management system (e.g., SkySlope).

Post-Closing Follow-Up

Step 27: (GGC)

Send Thank-You Note or Gift-GGC will send a thank-you note or gift to the client as a token of appreciation for their business.

Step 28: (Agent) Follow-Up Call for Client Satisfaction

The agent will call the client to ensure they are satisfied with the transaction and to address any lingering concerns.

Step 29: (GGC)

Request Testimonial or Review (GGC) will send a request for a testimonial or online review from the client to help build future business.

Step 30: (GGC)

Update CRM with Transaction Details (GGC) will update the CRM with all transaction details, including client notes and important dates for future reference.

Ongoing Client Relationship Management

Step 31: (GGC)

Add Client to Newsletter (GGC) will add the client to your newsletter list to keep them informed about market updates and tips.

Step 32: (Agent) Periodic Check-Ins
The agent will periodically check in with past clients to maintain the relationship and offer value through property updates or local market insights.

Step 33: (GGC)

Send Holiday Greetings and Anniversary Cards

Step 34: (Agent & GGC) Request Referrals
The agent will reach out to satisfied clients to request referrals, offering incentives if applicable.

KPIs for Buyer Services:

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