Follow Up Boss Tips for Leadership
Coaching
🤫 Want an Easy Button for Better Sales Meetings?
Putting together a sales meeting twice a month or even weekly can be a challenge! Including a brief training is something that will really help your team get a lot of value from the session together, but it often takes time to research and prepare.
Set aside the time within your meeting for this training, and then let us do the heavy lifting! Use our Follow Up Boss Playlist for agents to supply you with a short training video to watch as a group and discuss during your meeting.
Choose one video from the playlist to cover each meeting and revisit often as we will be continually adding to this to help support you in your quest for building the perfect real estate team.
You might also want to check out our full list of offerings for more in-depth training sessions.
🛳️ Guide to Nailing Your Onboarding
Onboarding your new agents smoothly is not only a key piece of your recruiting puzzle, it’s crucial to create a healthy, growing team or brokerage.
This process is the agent’s first impression of how the organization works and you want to do everything you can for it to go smoothly to show them what a professional, organized, and committed-to-their-success place this is.
In a lot of cases, those new agents are scared. They’ve left salaried positions with benefits or a brokerage that they know inside-and-out and have taken a leap of faith to try something new. Especially those who are new to a commission-only pay structure, this can be a really intimidating thing.
The goal with onboarding is to have them land with you confidently on their feet. If they were to show up on that first day and you say, “Oh, great! Uhh…I didn’t know that you were starting today! Uh…here’s some information for you to read, here’s the wifi password, and here’s some things to read that I just slapped together just now,” that’s going to cause your new rockstar agent to have some immediate job-change remorse. Worse, if mistakes happen down the line, they will say, “I knew it from the first day that this was a bad decision!”
So how do you accomplish this soft yet ready-to-go landing for your new agents? Give yourself a runway of time to prepare. 48 business hours should be sufficient, depending on your process. This way, you and anyone else assisting you with onboarding has plenty of time to get everything prepared before they walk in the door. Agents are READY. TO. GO. and they will become frustrated in having to wait on their basic needs to work.
Create an onboarding checklist to ensure that each item you have identified that an agent needs when they begin is prepared for them. Similar to the results of having a transaction or closing checklist for your clients, you want the process of working with you to be the same for your agents: consistent, thorough, and positive.
Use our guide below (make a copy and save it to edit,) and add every single thing that you do when you onboard someone new. Yes, even the small stuff. As you grow and bring on multiple people at once it will be harder and harder to remember each detail.
Once you’re done, save another copy and name it “Exit Checklist” and update it so that you are turning off and performing all the tasks needed when an agent leaves and nothing is missed on that end as well.
This is all about consistency. If you need to do something to onboard or exit one agent, you will likely need to do it for all of them. Building systems around the regular actions that you take means that nothing will be forgotten, the organization is working efficiently, and there are fewer items to remember and decisions to be made around recurring events, freeing you up to spend time and energy on the business building activities instead.
Guide to Creating a Team Business Plan
If you’re going to run your team (or brokerage!) and get results, you need a plan. Setting aside time to think about and map out our businesses is something that we all need to do more often rather than getting stuck doing the work and caught up in the weeds of everyday happenings.
Blocking off time regularly with no distractions to think about ways to improve your business is a great first step, but creating a clear actionable plan is the key to seeing results.
Watch our guide to creating a team (or brokerage!) business plan and use the accompanying workbook to make a plan that you can execute and take your business to the next level.
The Missing Element of Your Recruiting Strategy
It’s retention. How’s that for cutting right to the chase?
I’ve heard my entire real estate career that agents only stay at a brokerage for an average of three years. And while that is certainly true in some cases, I have had the pleasure to work closely with and see under the hood of brokerages all over the US and Canada and I’m here to tell you…it definitely doesn’t have to be that way.
Retaining your existing agents is not only a heck of a lot easier than recruiting, it saves you money and time as well. And aren’t they really one in the same? According to the website edume.com (I don’t know, it looked legit…) the average cost per hire is around $4,000 between the actual cost, HR time, and training efforts. That’s also not including the cost of your recruiting efforts per hire. A lack of effort on your part to retain, nurture, and grow this investment would be just poor business sense.
Your success as a team hinges on your ability to acquire top talent but also to retain it. A stable, committed team will boost productivity across the entire organization while also enhancing the reputation and profitability of the entire team and brokerage. Retaining experienced agents ensures that your client relationships have continuity, as clients often seek the guidance of familiar faces when it comes to large transactions like buying or selling a home. Longer-term relationships build trust, which also generates repeat business and referrals.
When agents work together for an extended period of time, they develop a deep understanding of each other’s strengths to work as a team and create a synergy that significantly impacts your overall team performance. They’ll know that Mike may not be the best at social media, but he’s going to win at the listing table every. single. time. and he’s willing to coach you up before your appointment. And they will know to go to Amber because she’s the social media guru and loves to give you tips on how to grow your audience.
Now, retention isn’t easy. It takes a lot of effort to maintain a long-term relationship and you can’t be everything to everyone. Yes, despite your best efforts, life will take some agents elsewhere or out of the industry completely. But by giving taking care of your people a good honest try, you will be well on your way to developing a team that wants to stick around and grow together.
Here are some suggestions to consider as you work to improve your agent retention efforts:
👩🏫 Invest in Professional Development
Provide ongoing training and development opportunities to keep your team engaged and motivated. Encourage them to grow and expand their skill set, stay updated on industry trends, and pursue certifications that can help them grow their book of business.
😊 Establish a Positive Work Environment
Foster a positive and inclusive workplace culture where agents feel valued and supported. Establish regular team-building activities, open communication channels, and recognition of achievements and things done right to contribute to a sense of belonging.
🏃♂️ Competitive Compensation and Incentives
Your compensation structure should be competitive within the industry and consider implementing performance-based incentives to reward your top performers as well. If you create an environment where it’s easy to sell a lot of houses but your agents HAVE to sell a lot of houses in order to make a decent living, retention will remain a challenge for your organization. Recognizing and appreciating your team’s hard work help them to feel acknowledged and motivated to continue delivering exceptional results for both the team and your clients. Take care to show them this appreciation year-round, not just at the end-of-year awards ceremony!
🏡 Flexible Work Arrangements
Life-work balance isn’t a myth and by leading with flexibility to allow agents to perform their duties well at work and at home will make it easier for people to stay and not have to leave for family reasons. Offering flexible work arrangements and staying in tune to the needs of your team will demonstrate that you understand and respect their individual circumstances and responsibilities outside of real estate.
👔 Help Your Team Identify Career Pathways
Assist your agents in creating a business plan for this year and a five year plan so that they have a clear understanding of their advancement opportunities both within the team and as a real estate professional. This gives your team a sense of direction and purpose which motivates them to stay committed to their roles. Taking the time to know and understand the motivation and goals of your agents will help you support them in reaching those goals. Not everyone wants to create their own team or brokerage, for some making a great living and having more time with their family is the driver.
📚 Provide Training and Support Systems
None of this works if the internal systems of your business are not strong and in place. Strong onboarding, training systems, support during transactions, mentorship opportunities, SOPs for how to work leads, hold open houses and all other real estate activities are all things that you should have in place and easily accessible to your agents. Reviewing these resources regularly at your team meetings and pouring into your folks to teach them everything you can will also result in higher retention rates.
Other companies are recruiting your people as you read this, making a concerted effort to retain or re-recruit your own agents will create an environment and culture so strong and nurturing that they won’t even entertain the conversation. You can do it, just get started and chip away at the things you need to do and the systems you need to create. Keep going, continuity is the secret to success!
Using Follow Up Boss to Hold Your Team Accountable
Your Follow Up Boss account can be used for so much more than connecting with your leads. Its capability to collect information and provide insights on what is working and what isn’t along with WHO is working and who isn’t will help you to hold your team accountable as well as make decisions to lead your business in the right direction.
Watch the recording of our webinar below to learn more about these easy-to-use tools that are already in your database that will help you make accountability a part of your business and cultivate a culture of production and success!
1. Aligning your team around using Follow Up Boss Properly
2. Leaderboard
3. Agent Goals
4. Smart Lists
5. Filtering your database
6. Call recordings
7. Lead Routing
8. Reporting
9. Plans for each type of contact
10. Automations
⏳ 10 Ways to Find More Time in Your Week
If your to-do list has items that have carried over for weeks…or months (you know who you are!) then it’s time to give your schedule a good overhaul. In our fast-paced industry, effective time management isn’t a skill, it’s an absolute necessity, and we often feel like there’s not enough time to get things done. Juggling meetings, admin work, showings, marketing, and networking events on top of your responsibilities at home, family, and social life can seem impossible and overwhelming. Use our guide to find more time in your week and take back control of your schedule!
🚨 Prioritize
Identify and schedule the high-priority items that contribute directly to your business goals. It can wait if it isn’t a big lever in moving the needle forward for you. Schedule and knock out your most important and urgent items first like prospecting, following up with potential clients, working with active buyers, and promoting your active listings. By making sure these items are done first, it ensures that you are propelling your business forward even on days when the whirlwind takes you off course as the day goes on. Using time blocks is a great tool here to reserve those AM hours for the most important items.
🚫 Eliminate Unnecessary Meetings
Look, just because you’ve always had that meeting every Wednesday at 10 AM, doesn’t mean that you ALWAYS have to have it. Take an honest look at your recurring meetings and determine which ones can be shorter, less frequent, or (gasp!) just an email to communicate.
🗣️ Delegate
You can still be that hands-on, there-for-you-every-step agent and have help. When you go to the doctor the woman who is wearing the white coat performing the exam isn’t the same person checking you in, filing your paperwork, and collecting your co-pay and you don’t respect her any less, do you? Sort out which items absolutely need your voice and your brain and create a system to delegate the other items. If you aren’t in a position to hire someone to delegate to, team up with others to create a position and share the cost!
📱 Embrace Technology
Leverage your CRM software (cough, Follow Up Boss,) scheduling tools like Calendly, and task management apps to help you streamline your workflow and focus on building relationships and closing transactions. Ensure that your system is simple and there are no redundancies. For example, I didn’t realize that I was attempting to keep up with both a digital AND a paper calendar for a while (DOH!) and found time when I just committed to the digital one. Commit to one source of information and share it with those who also need that information.
📅 Set Realistic Goals and Deadlines
If you’re finding that you are pressed for time, STOP telling people that you can have that to them by tomorrow and painting yourself into a corner. If you are scrambling to get things done, change your auto-response to be “I’ll have that to you next week” or “I’ll have that to you in two weeks.” Your clients won’t balk at a clear timeline, even if it’s out of your comfort zone, and will let you know if they need something sooner.
🚧 Establish Boundaries
As a recovering people-pleaser, I appreciate how hard it is to say no. What if they stop inviting me to hang out?! What if they find another agent?! As difficult as it is to start saying no, it’s equally empowering to keep promises that you’ve made to yourself. Determine which boundaries are going to help you find more time and more ease in your week and stick to them. It’ll feel so good and they will still want to hang out with you, I promise.
📏 Use Some Rules to Help You Build a Practice
This helped me a lot and I use these regularly, first up is The Two Minute Rule is that if you can accomplish the task in two minutes or less, go ahead and do it. I love this because it sometimes took longer to pull up my to-do list and add the task and the date it was due than to actually knock out what needed to be done. The next one is always running through my head: Don’t Put It Down, Put It Away. Instead of putting something down on your catch-all counter or where it doesn’t belong, walk over to where it belongs and put it away so you don’t have to touch it twice.
🍑 Whole-A** One Thing
This one took a while for me to embrace because I just KNEW that I was being more productive by doing ten things at once. But by slowing down and giving things my full attention to complete them one at a time, I’m actually way more productive than I ever was and I feel so much better about my workday since my brain isn’t trying to do multiple things at once. I still catch myself doing three things simultaneously, but after about a year of practice those momentary lapses are brief and I get myself back on track quickly. Whole-A** one thing instead of half-a**ing multiples and see how your clients (and loved ones!) respond when they finally have your full attention.
🚬 Scrolling is the New Smoking
This probably should have been the first one on the list as it’s likely the most obvious. As much as I hate to say this because it means I need to take my own advice, but you can easily find hours and hours in your week if you ditch your scrolling habit. Take stock of exactly how long you are spending on social media each day vs how long you actually need to be on social media to promote your business and take measures to break your habit. Turn on the time limit and stick to it to use your newly found time to accomplish more of your important items with ease. This also helps you with whole-a**ing one thing at a time AND keeping those promises you make to yourself as you build firm boundaries.
🤔 Regularly Evaluate and Adjust
Overhauling your schedule is something that should be done regularly and I’d recommend at least twice a year to stay ahead of feeling rushed and overwhelmed. Set yourself a reminder and trim the fat regularly to stay in control of your schedule and time.
Last, some of these items may be harder to implement than others. Old habits can be difficult to change so give yourself some grace when you slip back into something you are attempting to stop. Progress isn’t a straight line, just get yourself back on track and do better moving forward.
🎁 Give Your Agents the Gift of a Business Plan
The most successful agents have an executable plan for their business. As leaders, we often overlook that an agent’s livelihood is a business inside a business or, in most cases, a brokerage. Just because we have a plan for the overall business and assist them in setting goals, that doesn’t mean that they know how to achieve those goals.
By helping your agents to develop their own personal business plan it not only helps them take ownership of their work and efforts, it aids them in having clarity on exactly how to accomplish the goals they need to hit in order to reach their personal success and maintain the overall health of the team or brokerage.
Set up a workshop with your agents with a clear outline on how to develop a business plan and watch them flourish as they achieve their goals with ease in the new year.
Below is our guide to creating a business plan for your real estate business for you to add your own tools and inspiration to!
🎁 Step One: Use a goal calculator like this one from our pals at SISU to help you determine exactly the effort needed on a daily, weekly, and monthly basis in order to reach your goals.
🎁 Step Two: Map out the specifics as to how you want to go about doing the things prescribed on the calculator and break it down by each month and week. Remember, there are many ways to achieve your goals and using a variety of tools will help you get there!
Questions to ask yourself to aid you in completing Step Two:
- How many hours do I need to set aside for prospecting each day? Each week?
- How much vacation time will I take this year? Factor this into your plan.
- How many open houses do I want to commit to doing each month?
- What is my social media strategy?
- Where will I post my content and how often?
- You can utilize a Social Media Calendar to pre-plan your posts
- Where will I post my content and how often?
- How many listings vs buyers do I want to work with?
- What is my niche and what are the necessary steps to improve my visibility with this audience?
- What community events should I plan to attend or sponsor this year?
- What networking events do I need to attend?
- What promotional materials should I be utilizing?
- How often do I send them and how much do I budget for them?
- Where are my boundaries going to be for my personal and family time?
- Where does my self-care fit into my business?
- Exercise, rest, and play should all be factored in
🎁 Step Three: Put your plan down on paper by mapping out in writing what is necessary for you to do each quarter, month, and week in order for you to reach your goals.
Do this in such a way that your actions are specific and measurable so that you can hold yourself accountable and your mentor or coach can assist you.
Be sure to break everything down into as small of pieces as possible. We all know that quote about eating an elephant! (And where the heck did that come from?!) If you are just looking at “I need to sell 25 homes next year” without small steps in between, your plan will not motivate you or help hold you accountable for the items you need to accomplish.
🎁 Step Four: Don’t put this plan away! Creating the plan is to use it regularly, not to think about it once. Revisit this weekly to ensure that you are following the steps that you laid out in order to reach your goals. Add to your task lists and calendars the items that you have prescribed yourself so that you are setting yourself up for success in actually accomplishing them.
Below are additional resources that aid in making business plans for you to use. This is YOUR business and there’s not a one-size-fits-all recipe for success, so take the information above, from the links below, and anything else you can find and put together what works best for you and your real estate business.
You’ve got this!
Follow Up Boss Goal Setting and Reporting
Tom Ferry’s Business Plan Writing Workbook
NAR’s Guidance on Writing Business Plans for Realtors
Brian Icenhower’s Real Estate Plan Template
⚖️ Five Ways to Improve Your Life and Work Balance During the Holidays
‘Tis the season to be jolly, but for real estate professionals, the holiday season often brings a flurry of activity that can make achieving work-life balance seem like a distant dream. Fear not, though, as we’ve curated a list of five ways for you to navigate this festive season without sacrificing your well-deserved downtime.
📆 Prioritize and Plan Ahead
The holiday season can be unpredictable as there are events popping up from all corners of your life, but with careful planning, you can stay one step ahead. By taking the time to create a detailed schedule of the season you can better prepare for your events and reduce scrambling for last-minute gifts and pot-luck contributions. Make sure you add personal and downtime during this season, if you push too hard it could lead to exhaustion or illness!
Take stock of your projects and tasks due during this time and make sure that you have prioritized them properly to ensure that you aren’t waiting until the last minute as staying on schedule will reduce your stress.
⚠️ Set Boundaries and Communicate
Communicating effectively is going to be on any list of helpful tips we send to you, but this is especially important for setting clear boundaries with clients and team members about your availability during the holidays. Make it known when you’ll be taking time off and establish expectations for response times. This proactive communication not only manages expectations but also fosters understanding, which promotes a healthier work environment, encouraging others to do the same.
💻 Leverage Technology to Streamline Processes
Make the most of technology to streamline your processes and save time during the holidays. Shore up your Follow Up Boss Systems (have you taken our FREE Building FUB Course yet?), automate email responses and as many routine tasks as you can. By embracing technology, you can maintain a strong online presence and keep your business running smoothly, allowing more time for holiday festivities and rest after a long year.
🤝 Delegate and Collaborate
You don’t have to do it all alone and attempting to do so is a sure-fire way to lead to burnout. Delegate tasks where you can or hire additional support during peak periods during busy seasons or times when you’re taking time off. By collaborating with others to share the workload you can divide and conquer to ensure everyone gets some well-deserved time off. A collaborative approach not only lightens the load but also creates a supportive network within your organization.
💆♀️ Practice Self-Care and Enjoy the Festivities
Yes, this is the season of giving to others, but by prioritizing your well-being during the holidays you will not only feel better, but you will have the foundation to show up in better ways for those you love…and your clients too! Schedule regular breaks throughout the week to recharge, whether it’s a short walk, meditation, or a festive coffee break. Take advantage of downtime to immerse yourself in the holiday spirit by attending local events, spending quality time with loved ones, and embracing the joy of the season as time away from your business, even in short bursts, allows you to come back with fresh ideas and the energy to tackle the next big thing.
🔏 Strategies for Teams to Create a Killer Closing Process
Setting up a closing process can be transformative to your business. It will help you retain agents, be able to handle more transactions, and increase repeat clients due to the ease of the process. This week, we held a webinar with the Closing Wizards over at Open to Close where Andrew and I discussed the mindset and strategies to use to create a closing process, and below are some of the takeaways. The full recording is below for your viewing pleasure.
🧐 Assess your Current Closing Process
- Take stock of what you are currently doing to establish a baseline.
- Using feedback from your clients, agents, and Transaction Coordinators (if you have them) take stock of where your friction points are.
- Questions to ask might be: Where does the work pile up? At which points do your clients have lots of questions? What are items that are regularly missed? Are there any commonalities for transactions that fall out of contract? And can we be proactive in preventing them during the closing process?
- Another great source of information is your closing attorney. Meet with them regularly to discuss how the closings are going with your clients and get information about ways you can improve the process or coach your agents to approach the closing process or contract differently.
📐 Solve for Friction
- Take the answers to the questions above and begin solving each one and documenting the new SOP for which the process should be executed.
- If your clients are sending in questions at a certain point, send a proactive email educating them on what to expect at that point in the process and why it is important.
- If items are regularly missed, set automatic reminders for that item to be completed or the information gathered from the client.
- Coach your agents at a high level on the contract and any other items that your closing attorney recommends based on their experience with them.
- Introduce your newly licensed agents to the closing process so that they understand their role along with what the Transaction Coordinator and Attorney’s office are responsible for.
📋 Establish Clear Lines on Who Does What
- Having a written checklist that denotes what the agent is responsible for and what the Transaction Coordinator’s responsibilities is going to be a great resource for you. It will create a repeatable process and each person will know their role and feel secure that the other is doing their part.
- Remind your agents that, even though they have assistance, as the license holder they are ultimately responsible for the collection of those items and the satisfaction of the client. They still need to be very involved with the process and communicate with all parties at a high level.
🤝 Create a Team Culture
- Be proactive in cultivating a team culture between your agents and operations staff. Ensure that each role understands the experience of the other parties to create empathy so that you can avoid any Us vs Them mentalities.
- Coach your agents and staff on how best to interact with different personalities. Often we find that those crush it in an admin role communicate and like to receive information differently than those who excel in outside sales. The more we learn about how one another operate, the smoother the behind-the-scenes transactions will go.
- Offer opportunities for Sales and Operations to have social interactions with one another. The more we see one another with similar items of interest and cultivate relationships between the different legs of the organization, the better our systems will run.
- Ensure that the each party is on the same playing field. A Transaction Coordinator is not above the Agent on the organizational chart and vice versa. The agent could not produce as much as they do without the operational support and the operations staff wouldn’t have a career without the agent. Seeing this as a partnership also helps to foster strong positive relationships.
🧰 Utilize Tools to Create Efficiencies
- Use software (cough, Follow Up Boss, cough,) and other tools that will allow you to communicate at a very high level internally which will both save time and create a seamless experience for everyone involved: Transaction Coordinator, Agent, and Client.
- Utilize Custom Fields within your CRM so that you can scale to other types of business and other geographic areas with ease.
- Automate, but keep the human element. There are certain points in the process where it is acceptable to have an automated email and those that require a phone call or other personal communication. Determine which are which and automate what you can so that you can focus on serving the client at a high level.