New System – Follow up Boss

So as many of you know, I made the switch to Follow Up Boss and have been pushing the limits on what is possible.

The system I’m going to walk you through today is my offer system.

I’ve also built a robust referral system, lender update system, lead follow up, and a few others which has been a lot of fun which run similarly to this but it’s been really cool to see how it’s all come together.

Each of these systems is based on adding tags and my focus has been on making everything scalable and keeping in mind that agents that will work with us love people and are great at what they do but don’t want to have to do a lot with tech.

THE CHALLENGE

– My showing agent wanted to stay in the loop when a buyer’s offer went out.

– Streamlining communication at scale when we bring in more agents

– Making sure we have a continuous record of all interactions with the client

CONSIDERATIONS

– It needed to be scalable so that when future agents come in, they will be able to run this system with minimal learning curve

– The system had to be entirely automated

SOLUTION

– Showing Agent Updates 1 field with the address and adds MAKE OFFER tag which then notifies my VA to draft the offer in Dotloop and my email

– Once the offer is drafted, my VA adds the OFFER DRAFTED tag which notifies me (or the agent) that the offer is ready for them and to run the comps and submit the offer

– The system then asks for an update every 24 by looking for the following tags: NO UPDATE, IN NEGOTIATIONS or reminds the agent to update the deal stage to UNDER CONTRACT or moves them back to SHOPPING which then triggers the appropriate follow-up plan.

If there’s no update, it’ll notify the client (for example: hey, still working on this. We don’t have an update yet but we will update you when we do have one) and notifies all collaborators (VA/SA) that there’s no update and will check again for an update in 24 hours.

If you’re still in negotiations, it’ll notify everyone and then ask again for an update in 48 hours.

Once you go under contract, there is a whole separate action plan running.

These are screenshots of the notes that are attached to the contact’s record in FUB and is emailed to all appropriate parties as part of the action plans.

One of the things I continue to keep top of mind as I grow my business is that the value an agent will get by partnering with us is that we can automate pretty much everything that doesn’t require their face, voice or signature which frees them to do more production without all the “stuff”.

As we push into expansion, the fact that we get to partner with agents who are amazing at what they do while we run the backend of their businesses has me sooooo excited.