LEADS21 – AgentLocator – The Daily Routine

Time Blocking & Routine Scheduling

  • Daily Commitment: Set aside at least one dedicated hour every day to work leads and manage the CRM. Consistent lead conversion requires dedicated daily attention.
  • Varying Contact Windows: Avoid calling during the exact same time window every day (e.g., exclusively 10:00 AM–11:00 AM), as leads may be at work, the gym, or with family. Rotate outreach across mornings, afternoons, evenings, and weekend slots to match lead availability.
  • Call Time Preferences: Tag leads by their preferred availability (e.g., Morning calls, Day calls, Night calls) so outreach occurs when they are most likely to answer.

Pinned Filter Setup (Dashboard Bar)

Configure and pin six core saved filters across the top of the dashboard by clicking Apply Saved Filters and pinning the presets. These can be reordered by clicking and dragging:
[ 1st Priority ]  [ 2nd Priority ]  [ 3rd Priority ]  [ Hot Leads ]  [ Warm Leads ]  [ Cold Leads ]

Daily Sequential Outreach Pipeline

Process leads daily in the following order:
Pipeline Stage Target Lead Criteria Follow-Up Action & Objective
1st Priority
Fresh leads; Calls = 0; valid or unknown phone number; default pipeline status (New Lead, Tried to Contact, Nonresponsive).
Call immediately. These are new prospects who have not yet received an initial call attempt.
2nd Priority
Leads called exactly 1 time; not yet classified into Hot, Warm, or Cold; not contacted today.
Call to make live contact and discover purchasing timeline/intent.
3rd Priority
Re-engaged prospects; attempted calls made; unassigned pipeline status; no contact in the last 7+ days, but showing new site activity.
Reconnect with reactivated prospects who returned to browse homes after going cold.
Hot Leads
Actively looking to buy right now; high market interest.
Review daily. Check viewed/favorited homes and reach out with relevant updates or showing opportunities.
Warm Leads
Active searchers who are not ready to purchase immediately; no contact in the last 7 days.
Contact at least once per week with market updates or tailored listing suggestions.
Cold Leads
Longer-term buyers (12+ months out); no contact in the last 90 days (default setting).
Touch base every few months to maintain rapport and check for timeline shifts.

Pre-Call Context & Call Execution

  • Pre-Call Intelligence Gathering: Before placing a call, open the lead profile and review past notes, personal milestones (e.g., honeymoon, wedding, kids), and recently viewed properties under More Details to establish immediate rapport.
  • In-Browser Calling: Click the phone number and select Dial Lead to call through the browser and record the conversation.
  • Immediate Note Taking: Log call outcomes (connected, no answer) immediately after the call. If you struggle to take notes while talking, listen back to the call recording on the timeline to capture key real estate and personal details. Never leave voicemail messages on unanswered calls.

Post-Contact Account Maintenance

Once live two-way contact is established:
  1. Update Pipeline Status: Move the lead out of the Priority tiers by setting their status to Hot & Ready, Warm & Nurturing, or Cold & Not Ready.
  2. Halt Automated E-Campaigns: Navigate to the E-Campaigns tab and click Stop. Drip campaigns are designed solely to convert non-responsive leads into active conversations; once contact is made, continuing them can result in awkward or duplicate messaging.
  3. Refine Saved Searches: Adjust search parameters (areas like Oshawa, price bands, home styles) to match what the lead discussed on the call.
  4. Log Property & Seller Info: Fill in secondary contact fields, current address, and whether they have a home to sell.
  5. Apply Contextual Tags: Click the + button to attach descriptive tags for future segmenting.

Task Management vs. Saved Filters

  • Avoid Overtasking: Do not schedule tasks for routine daily follow-ups; rely on the pinned filter pipeline (Hot, Warm, Cold, and Priority tiers) to drive daily workflows.
  • When to Set a Task: Reserve specific tasks strictly for time-sensitive, mandatory commitments (e.g., “Call to determine time for showings” or following up after a lender meeting).
  • Calendar & Alerts: Due tasks trigger daily morning email reminders. In the CRM calendar, upcoming tasks display in yellow, while overdue items display in red.
  • Clearing Tasks: Access tasks via the top-right notification icon, click Quick Open Lead, and mark tasks as Complete, reschedule them, or delete them once addressed.