Are you tired of sifting through your client database, unsure of who to reach out to next? You know there are valuable clients in your database somewhere. But working them? That’s another story.

Many agents find themselves in this predicament. While it may feel daunting, it’s manageable if you focus on a few key actions. You just need organization and a tight plan.

Before you send another client email, text, or DM, take some time to declutter your client database and transition to a well-oiled, lead-gen machine. We’ll show you how in the following article.

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In this article, you'll learn:

1. How to segment your leads
2. How to create touchpoints that profit
3. How to measure the effectiveness of your outreach
4. How to create a path to predictability

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Let’s dive in.

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Step 1: Segment your leads

It all starts with segmentation. By segmenting your database, you’ll be able to identify and target specific groups of people with tailored messages rather than sending the same generic message to everyone. And once you know who you’re talking to, you can craft a relevant message and engage effectively.

Leads generally fit into one of four categories: Icebox, Active Sales Pipeline, SOI/Past Clients, and New Leads.

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What are Icebox leads?

Icebox leads are those in your pipeline who know about you but are not hot enough to work. They’ll likely be outside the 12-month mark when buying or selling property.

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How do I identify clients in my sphere of influence (SOI)?

Clients in your sphere of influence know your name and what you do. Consider clients who actively engage with your social media posts, clients you’ve worked with in the past, or clients who have referred others to you.

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What is my Active Sales Pipeline (ASP)?

If you know someone actively buying, selling, or investing within the next 12 months, they’ll fall into your Active Sales Pipeline. These clients should get your deliberate attention.

Clients within your ASP will be further classified as either “hot,” “warm,” or “cold” leads. 

• What are “hot” leads? Hot leads are any clients looking to buy, sell, or invest within 90 days.
• What are “warm” leads? Warm leads are any clients who want to buy, sell, or invest within the next three to six months. Think about new parents who need to upgrade or recent retirees who need to downsize.
• What are “cold” leads? Cold leads are clients buying, selling, or investing within the next 12 months.

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Which clients count as New Leads? 

Did you recently host an open house? Run a marketing campaign? Make a connection at a happy hour? Those are New Leads.

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Once you’ve identified which clients in your database fit into which category, label them in your CRM for easy sorting and identification. Additionally, as a general rule, keep your Active Sales Pipeline within 100 leads at a time.

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Step 2: Create touchpoints

Now that you’ve segmented your CRM, it’s time to create your touchpoints. Here’s the kicker: every one should get at least one touch (email, text, social post, etc.) from you within the next 30 days. (Yes, even your “Icebox” clients.)

Start with an action plan within your CRM. One study found you’re 42% more likely to achieve your goals if you write them down. An action plan will ensure you’re on track and always working towards your next lead. 

Review your current (and previous) efforts. Take a trip down memory lane. Can you host a happy hour like no other? Got a penchant for postcards? Think about your strengths and lean into those as you begin building your action plan.

Here’s a framework for how often you should be reaching out to your leads:

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Create a “10-Day Plan” for New Leads. If you’ve ever watched a true crime show, you know the first 48 hours are crucial. It’s like that when working with New Leads, too. 

A “10-Day Plan” is an intense outreach plan for — you guessed it — the first ten days. Making contact with your newest contacts fast is crucial. You need to stay top of mind and begin building a foundation with them. Doing so will build trust and help you better understand your lead’s real estate goals. Invite them to happy hour, take them to lunch, shoot them a text — whatever it takes to make that initial connection.

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Step 3: Measure your effectiveness

There’s no time to waste in today’s market. Home prices, buyer and seller sentiment, and interest rates can shift on a dime. That’s why it’s so important to have milestones that can help you predict the success and strength of your database.

Write down your goals. Before you make a call, figure out what you want. Write those down. Is it more transactions? More clients in your “hot” pipeline? Your goals help you stay focused and know when to activate specific leads. 

Track your progress. After 30 days of outreach, review your inputs and outputs. Were clients picking up your phone calls? Were texts going unanswered? Count them up, and use these successes and misses to create an “accuracy percentage.”

Refine your strategy. Once you know how successful your efforts were, you’ll be able to create more predictability in your pipeline. You may discover that open houses lead to more clients or that your phone scripting needs work. Tracking your efforts will give you the most transparent picture and help you pivot.

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Create the path to predictability

The goal of segmenting your database, building an outreach plan, and creating an accuracy percentage is to create predictability. You can’t control the market but you can control how you react to it. The more organized and deliberate you are in your outreach, the better you can manage any wave of change within the market and build a strong moat.

Remember, real estate is typically a 90-day cycle, and consistent effort is the key to creating more favorable outcomes.

Consider these questions:

• If I am to segment my database, what do the next 0-90 days look like if my accuracy percentage is 100%? How often am I 100% right?
• In the next 90 days, if I did ___ transactions, am I on the path to where I want to be financially?

Keep going — and remember, Homeward is always here to help you win more business with powerful products, marketing campaigns, and client support.

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The content of this blog post was inspired by a recent Homeward webinar, “Turn Your Database into a Lead Generation Powerhouse.” If you’d like to watch a recording of the webinar, click here.