In Systems 2, we talk a lot about how to organize your database.

But what about auditing it?

How do you know that everyone is where they’re supposed to be?

In FUB, I set up some audit lists for our admin team to stay on top of.

Here are the lists:

RAIYA Replies — because we use CallAction and Ylopo, these are people who have replied

Getting Prequalified — people who are in the referred to lender stage and have been there for longer than 2 days

Appt Set, Not A Client — people who had an appt set but aren’t a client and don’t have a condition stopping them but aren’t a client yet

Needs Action — people who have a tag that requires action

Ponds In Stages — In FUB, I created “ponds” for old lead categories that I didn’t have an update for and wanted to re-classify. As we call through the list to get updates, we update their stage and then one of us “claim the lead” since the list is fair game til someone connects with them.

Lease Stage, No Expiration Date — we have an automation with CallAction that starts texting them 4 months before their lease expires. If they’re on a lease but we haven’t identified the expiration date so we can trigger the automation, they get added to this list.

These lists make sure that the system actually works and no one falls through the cracks.

So whatever system you build, there needs to be a contingency built in to ensure that nothing calls through the cracks.

This list will continually evolve as we find new holes to fill and monitor.

This is what it means to “inspect what you expect”.

Super proud of the systems we are running and how smooth everything has been running.