How Successful Agents Organize Their Real Estate Leads - Smart Sales Coaching
calendar February 21, 2022

How Successful Agents Organize Their Real Estate Leads

guy looking at real estate leads

Whether you’re brand new to the industry or a seasoned agent, and no matter your current production level, effectively organizing your leads is a crucial part of your success. Most likely, you have real estate leads coming in from multiple sources and platforms, who are at various points in the sales process and should be categorized differently to keep your head from spinning.

Organizing your contacts will help you with lead conversion because you can group them together by priority and source, and send certain types of messaging to particular groups. A disorganized contact list will make lead conversion and generation much more difficult, because you may not know where the lead is in your process, and as it gets messier and messier, the harder your list is to organize.

Wait, Doesn’t My CRM Organize Real Estate Leads?

Yes and no. Although most CRMs have the capability and functionality to categorize and organize your real estate leads, you still have to tell it what to do. C-R-M stands for “customer relationship management” and helps you track leads and prospects, nurture and communicate with your leads, and even book and manage your appointments.

But even the best CRM can quickly become disorganized if you don’t set it up and manage it the right way. The first organizational step is ensuring all of your leads are in one spot, flowing from your lead generation sources to a central storage center, your CRM. But once there, how the CRM organizes them depends on the parameters you set.

Once set up, your management system should automatically route leads to the proper category that makes sense for your business.

How to Organize My Real Estate Leads

There are many different ways to organize real estate leads; it really just depends on the specific person and what their style and needs are. A good place to begin is to think about your relationship to the lead in question. Using several broad categories can make it a little bit easier to get started:

  • Seller leads
  • Buyer leads
  • Past clients
  • Current clients

Once you implement those categories, the next step could be to divide the groups further based on the level of contact you’ve had with them. Here are some example categories:

  • Referral leads
  • Leads that are new to your list
  • Leads you’ve met with
  • Leads you haven’t met with
  • Leads you just met with

Categorize Leads Based on Lead Behavior and Actions

After your leads are separated into their type and your level of contact you’ve had with them, ideally you want to track actions that they take and that you take with them. You want to know how many of your emails they are opening and clicking on, if and where they are clicking on your website (i.e. listings, home valuation page, etc.), and if they are responsive to your texts. That way, you can know if you should reach out to them and what sort of messaging you should use.

This is where having an effective CRM comes in.

For example, Follow Up Boss will indicate and notify you if a lead in their system responds to one of your voicemails, texts, or emails. It also uses a feature call “Smart Lists” to instantly filters and organizes leads so you know which ones are the highest priority that you need to contact first.

If you have questions about how to effectively organize and categorize your real estate leads to boost your conversion rate, then reach out to the Smart Inside Sales team today!


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