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Broker Best Practices: Down to a System

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By Maria Patterson

How many leads can realistically be managed at once?
The key to handling a high volume of leads is establishing the best possible system and then making sure you embrace that system. We deal with 400–500 leads per month. There is no way an agent can respond to such a high volume of leads without a systemized program. Top Producer provides our contact management and our drip campaign. I’ve used Top Producer since I started in the business and every lead is entered there. We also use it for follow-up campaigns for all past clients and all our listing clients. There’s no way to manage a high volume of listings or buyer leads if you don’t have some sort of contact management system that reminds you to make the phone call, send the letter, take off the lock box, etc.

How much of your time is spent prospecting?
I time block prospecting for four mornings a week and two evenings a week—an hour at a time. I use the Top Producer mobile app and do it all from my iPhone. I have all my prospects categorized, I pull them up, hit call, and then the app allows me to add notes about how the call went.

What advice would you give to new, inexperienced agents?
I encourage anyone to seek all the education they can. Participate in webinars that help train you on how to use the products you’ve invested in. You should never get to the point in your career where you think you know everything, because as soon as you do, things will start changing.

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