Rate your Systems, Processes and Staff/VAs for a 7 Figure REI Business without You 1Systems Team2Direct Mail Team3Mailing List Team4Mail Services Team (Fulfiillment)5PPC/SEO Team (Google Ads)6Phone Systems Team7VAs / Phone Lead Processors (24/7)8"No Seller Left Behind" Follow Up Team9Metrics/Reporting/KPIs/Dashboards Team10Training and Support Team My CRM system is setup and in place today and working efficiently 1 2 3 4 5 My CRM system is capturing, tracking, following up on all my Seller and Buyer Leads and Deals 1 2 3 4 5 I have robust workflow processes to automate my lead and deal flow 1 2 3 4 5 My CRM system is tightly integrated to my phone system, my direct mail, text messaging, buyer system, etc and working well 1 2 3 4 5 My team is trained on the system and working efficiently 1 2 3 4 5 I can add new team members or VAs quickly without having to train them 1 2 3 4 5 I can easily add new features or processes with ease and without me doing the work 1 2 3 4 5 If there is a problem with my system I have someone who can fix it at zero to low cost 1 2 3 4 5 My system is fully integrated to my direct mail which automatically keeps it going daily, weekly, monthly without me doing the work 1 2 3 4 5 My system automatically text messages sellers who hangup or I want to text message to sell their house 1 2 3 4 5 My system automatically prints and email offers and follow up letters, emails, text messages and voice broadcasts 1 2 3 4 5 My system allows me to track all my activity, seller and buyer notes and keeps me on track and making money 1 2 3 4 5 Copy (Postcards, Letters, Offer Packages, Follow Up)I have direct mail pieces that are producing high response rates and deals 1 2 3 4 3 I know exactly what to mail which sellers or buyers to get the highest response rate and deal 1 2 3 4 3 My direct mail is setup as a campaign to mail repetitively over and over again on a schedule 1 2 3 4 3 My proven direct mail pieces have variable data that is specific to the seller or buyer to increase the response rate 1 2 3 4 3 I have different types of direct mail based on the list or the follow up process 1 2 3 4 3 I have automated Offer Packages that get opened and close deals that require no work from me 1 2 3 4 3 I am able to split test different mail pieces in my market to maximize the response rate and converted deals 1 2 3 4 3 I am able to tap into or create new direct mail pieces as the market changes 1 2 3 4 3 I have access to the best mailing lists in my market:Inherited Absentee F&C 1 2 3 4 3 Code Violations 1 2 3 4 3 Divorce 1 2 3 4 3 Recently Deceased 1 2 3 4 3 Judgments 1 2 3 4 3 FSBO/FLBO/FRBO 1 2 3 4 3 Foreclosures 1 2 3 4 3 Bankruptcies 1 2 3 4 3 Tax Liens 1 2 3 4 3 Vacants 1 2 3 4 3 Probate (Executor names and addresses) 1 2 3 4 3 Probate (Attorney names and addresses) 1 2 3 4 3 Cash Buyers 1 2 3 4 3 Tenant Buyers 1 2 3 4 3 Multi-Family / Commercial 1 2 3 4 3 Private Lenders 1 2 3 4 3 I am able to get my lists with the correct CLTV (equity/no equity) 1 2 3 4 3 Cleanup of the List ("Nasty 19")I have located the best data providers and easily and consistently pull all my best lists (without me preferred) 1 2 3 4 3 I have negotiated the best possible rates for the data 1 2 3 4 3 I am able to refresh or get updates of all my mailing lists regularly 1 2 3 4 3 I don't have to deal with the spreadsheet management and manipulation 1 2 3 4 3 I score my data for vacants, deed changes, sale dates, divorce/death/trusts, absentee or owner occupants, and other demographics and economic score indicators 1 2 3 4 3 I am able to verify a property exists for the owner before wasting money on mailings and postage 1 2 3 4 3 My list is always cleaned up specifically for the owner names so that I'm not wasting money 1 2 3 4 3 My list is always cleaned up to put the names and addresses in "Proper" format which means not all CAPS 1 2 3 4 3 My list is always cleaned up to remove duplicates which is wasting money on mailings and reduce my response rate from irritated sellers or buyers 1 2 3 4 3 My list is always cleaned up when a seller has multiple properties so I'm only mailing one time which is a waste of money and reduces my response rate from irritated sellers who would otherwise sell to me 1 2 3 4 3 My list is always run against 5 NCOA USPS databases (National Change of Address) for accuracy and for capturing a change of address 1 2 3 4 3 All the above is done for each mailing list every time I get it without me having to do the work 1 2 3 4 3 My list is always segmented to drop weekly mail drops on a schedule that is automated without me 1 2 3 4 3 I am able to easily remove addresses from my mailing lists to reduce at least 30% of my mail cost over time (Returned Mail, deals I get under contract, dead leads, angry sellers who want to be removed from my list 1 2 3 4 3 I've negotiated the best possible price for mailing to save money and increase my profits 1 2 3 4 3 I know that my mail goes out and not thrown in the garbage which would be a disaster 1 2 3 4 3 My mailings are always 100% accurate vs. sending with incorrect names and address and mistakes that will result in no leads or deals 1 2 3 4 3 My mailings go out daily, weekly and monthly and automatically repeat to a schedule and frequency without me 1 2 3 4 3 My fulfillment team mails multiple mailing lists each with its own schedule and phone number so I know where my leads are coming 1 2 3 4 3 I am able to "Pause" my mailings when I'm on vacation or when I have too many leads without effort 1 2 3 4 3 I have Landing Pages that are converting high conversion rates 1 2 3 4 3 I have Google Ad Words setup in my local market that are providing high conversion rates and deals 1 2 3 4 3 I have Google Negative Ad Words setup in my local market that are providing me good returns and lower costs per lead 1 2 3 4 3 I have a media buyer providing me good lead and deal flow 1 2 3 4 3 My Landing Pages and Ads are being split tested for continuous improvement for leads and deals 1 2 3 4 3 My Leads are integrated into my CRM efficiently so that we are able to work the leads and convert deals 1 2 3 4 3 I have continous and accurate metrics and reports providing me insight into my conversion rates, costs and profits against my spend 1 2 3 4 3 I have a good social media strategy getting me buyers, leads, referrals, etc. from Facebook, YouTube, etc. 1 2 3 4 3 I have a phone system to setup and track all my marketing campaigns (e.g. CallRail) 1 2 3 4 3 I have pre-recorded messages setup for sellers and buyers that provide a high conversion rate into leads and deals 1 2 3 4 3 I have a Live Answer / Operator setup and trained to take all the live calls 24/7 without me 1 2 3 4 3 I have all the Call Routing Setup to bring all my seller and buyer phone calls into my CRM and can track by Campaign 1 2 3 4 3 My Landing Pages and Ads are being split tested for continuous improvement for leads and deals 1 2 3 4 3 I have negotiated the best price for phone numbers, phone minutes, transcription of messages, etc 1 2 3 4 3 I have all my voice mail messages transcribed to save me time and the transcriptions available in my CRM 1 2 3 4 3 I have automated text messaging setup and working to instantly text message a hangup. My text messages convert into leads and deals 1 2 3 4 3 I have a platform to manage text messaging that is nearly free/free without me using my own phone 1 2 3 4 3 I have a webform with a proven script for my phone team to take inbound live calls, as necessary 1 2 3 4 3 I have a proven phone script for my phone team to screen and qualify my leads and schedule appointments for me 1 2 3 4 3 Technical / Grunt WorkI have low cost/free VAs who process 100% of all my inbound leads fast 1 2 3 4 3 My VAs transcribe calls and pull out the Seller/Buyer name, phone number and address quickly 1 2 3 4 3 My VAs or system pull pictures and Google Street View so I can see the house before calling back the seller 1 2 3 4 3 My VAs pull the Property Profile, Comparables and MLS Reports for me on all good/viable leads without me 1 2 3 4 3 My VAs or system pull Zillow Value, Zillow Rent and Zillow Links for me on all leads without me 1 2 3 4 3 My VAs sift and soft through all my leads to determine the Good Viable Leads, the Not Interested and the Remove from Mail leads so that I can work the best ones fast 1 2 3 4 3 My VAs manage the mailing lists to remove all the sellers that should no longer be mailed to saving me at least 25-30% on mailing 1 2 3 4 3 My VAs manage all the tedius, laborious tasks and grunt work to free me up to close sellers and focus on money making activity 1 2 3 4 3 Skilled Phone Leads ProcessorsI have a skilled phone sales team who I can have take inbound seller and buyer calls 1 2 3 4 3 I have a skilled phone sales team who can screen and qualify leads and schedule appointments for me 1 2 3 4 3 I have a skilled phone sales team who can call the hangups back to increase my conversion rates and profits 1 2 3 4 3 I have a skilled phone sales team who can continue to follow up on all my leads over many months to increase my conversion rates and profits 1 2 3 4 3 My skilled phone sales team has been trained, certified or proven in the art and science of selling in the real estate niche 1 2 3 4 3 My system automatically identifies Hangups and instantly text messages these sellers without me 1 2 3 4 3 I am able to click a button to take someone off a postcard campaign and move them to handwritten follow up letters that go out monthly 1 2 3 4 3 I am able to schedule a follow up letter process at some future date (e.g. 3 months from today) that will automatically happen without me 1 2 3 4 3 I can send out a professional FedEx looking offer package, complete with signed contracts and a return envelope with a click of a button 1 2 3 4 3 I have a system that automatcally generates follow up tasks for me or my team to follow up with a seller at a defined date/time 1 2 3 4 3 I am able to remove sellers from future mailings if I get the property into contract or determine the lead is no longer valid 1 2 3 4 3 I am able to add seller or buyer leads to a long term text message and voice broadcasting campaign without me 1 2 3 4 3 I am able to text message a seller directly from my system to increase my conversion rates 1 2 3 4 3 I am able to quickly identify my top leads and deals and know exactly where I'm at with all my leads and deals 1 2 3 4 3 I have a Sales & Marketing Plan in place that I can track my business, my marketing, my sales activities and my staff 1 2 3 4 3 I have metrics on my business that provide me full insight to my marketing and sales activities 1 2 3 4 3 I am able to track all my direct mail and marketing campaign response rates to make business business decisions about my marketing 1 2 3 4 3 I am able to track my cost per deal and profits per deal by specific campaign 1 2 3 4 3 I am able to make decisions about my marketing spend and business easily and efficiently 1 2 3 4 3 Sales PerformanceI am able to track my sales team via Costs per Qualified Lead and Appointment Scheduled against an industry 'Benchmark' 1 2 3 4 3 I am able to track my sales team via Profits per Qualified Lead and Appointment Scheduled against an industry 'Benchmark' 1 2 3 4 3 I am able to track my sales team via their Live Seller and Buyer Conversations per day, per week and per month 1 2 3 4 3 I am able to track my sales team via the number of Offers Sent and Follow Up Letters sent to Sellers 1 2 3 4 3 Business PerformanceI am able to see my overall costs and profits and make important business decisions quickly and efficiently 1 2 3 4 3 I am able to make decisions about my business based on the accurate metrics and reports I have on my marketing and sales functions 1 2 3 4 3 I have simple to use and understand training videos and how to guides for myself and my team to run our systems and business 1 2 3 4 3 I can easily train a new team member or VA on our systems and processes without me 1 2 3 4 3 I have access to a support team to help me when I run into a technical issue 1 2 3 4 3 I have a reliable to team who can address questions and/or issues 1 2 3 4 3
