The Ultimate Lead Follow Up System: A Step by Step Guide




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1. Clarify your definition of a Lead.

2. Create 3 “Lead” Folders

    • Hot Leads Folder
    • Warm Leads Folder
    • Appointments Folder

3. Every lead should be on a Seller Sheet or Buyer Sheet so you have a consistent system for tracking and following up on every lead.

4. Hot Leads

    • Put every lead that you need to call in one week or less in this folder
    • Go through every lead in your “Hot Leads” Folder every day.
    • With every lead you are either calling them or seeing their sheet so they are on your mental radar.

5. Warm Leads.

  • Choose your “Warm Lead” day (preferably Monday or Tuesday each week).
  • Each week on your Warm Lead Day, go through every warm lead.
  • When you go through your Warm Leads Folder, you will either:
    1. Call them.
    2. Move them to the “Hot Lead” folder if the call back date is less than a week away.
    3. Leave them in the Warm Lead folder for next week (if your scheduled follow up date is still a week or more out).
  • Put any leads here that you do not need to call again for a week or more.

6. Appointments.

    • When you set an appointment, move them to this folder.
    • Once you have pre-qualified the appointment, move it to its own folder.

7. Integrate Future Leads into Your Personal Circle (PC).

    • Once you clarify that the lead is not going to buy or sell for a month or more, move them into your PC.
    • If they are a future lead that is planning to buy or sell within the next year, keep them in your A-Team so that you are talking to them every month and staying in close communication with them.
    • If they are not going to do anything for the foreseeable future, move them into your PC and treat them as valuable, future clients.

8. Trash Can – The lead disposal program is for people who: 

    • Tell you to never contact them again.
    • You can’t get in touch with them at all.
    • You decide you don’t like nor want to work with now or in the future.

The 3 Magic Words to Get More Listing Appointments

This approach works in almost any situation with any type of lead whether it’s a Seller or a Buyer. It is especially powerful at breaking through the initial resistance with FSBO’s and EXPIRED LISTINGS.

Your information will not be shared with any third party

The 3 Magic Words to Get More Listing Appointments

This approach works in almost any situation with any type of lead whether it’s a Seller or a Buyer. It is especially powerful at breaking through the initial resistance with FSBO’s and EXPIRED LISTINGS.

Your information will not be shared with any third party