Webinars

Bulletproofing Sales Systems - A Webinar with The Whissel Team

Zac Muir
June 19, 2021

If you missed the webinar check out it below. Learn how top teams simplify robust sales systems to do more, but require less—and let your agents stay focussed on selling.

The average real estate team uses 1-3 spreadsheets to report on key data in their business. Business plans and goal setting. Forecasting. Conversion ratios and lead source ROI.

The list goes on. The problem is, most of that data is already inside your CRM. The spreadsheets create duplicate data entry—or worse, the data starts going into spreadsheets and not into the CRM. In this webinar, we'll talk about how you can tie Sisu to FUB CRM to:

- Sum EVERYTHING an agent needs to do into one simple data entry point that drives all kinds of crazy automation in your CRM

- Drive super in-depth ISA metrics

- Build and manage ISA comp plans

- Gamify activity and conversion ratios for both your inside and outside sales teams

- Keep your team in the CRM and drive a "if it didn't happen in the CRM, it didn't happen" mentality

- Use gamification and visual dashboards to drive a 30% boost in productivity and upwards of 50% increased CRM adoption

Chris: What's up, guys?

Zac: How's it going?

Daniel: Got an awesome

Zac: Go. Well, I got a little if I'm a little jittery, a little bit of an adrenaline rush, not just from the 11:00 hour. I always get these on the 11:00 hour, but I've got this dog, this guy right here. And see, that little guy gets a four pound dog like five minutes from up. And on this webinar, he runs out of our door and there is this horse in our backyard, like this dog that is big enough to be a horse. And my dog only has one one instinct, which is attack. So my four pound dog is chasing this horse all round and he's like nipping at it. And this this dog is about ready to turn around and just open up a new one on my dog and I'm chasing after him. And I finally just dove on my dog and just like he's freaking out and I get him and then throw him in his cage came up and half an hour. So here we are. That's my start of a lion. But I'm

Chris: Seven. So I. Along with your dog.

Zac: I'm super excited about this webinar. We're going over some really cool stuff. So for anyone that doesn't know Chris, maybe give yourself a little introduction

Chris: That's working with WHISTLE Real T for two years, been CEO for about six months. My background in real estate world was an inside sales for about two and a half, three years, was an agent for about two years and then with Kyle now for the last two. So that's my background. It's a lot of heavy being in the inside sales model. A lot of my focus is obviously focused on data and conversion rates because then the inside sales world, that's all that really matters and I value millions and converting them. So kind of applying that into my role here with Kyle's team and just really and Daniel yourself and just getting the data tuned up, it's kind of a big focus right now for them.

Zac: What kind of what kind of volume in units is muscle team doing these days?

Chris: Yeah, so we're we're going for 600 units this year. That's the that's the goal. So we're trapped right now. We're at about one hundred and fifty closed. And we have a big recruiting push right now due to we're looking to bring on about 20 agents in the next two months. So big push. We have a lot of leads to feed them, a lot of appointments to feed them. And then from there, we'll kind of have a bigger Q2, Q3 and Q4 to go into that. Six hundred units,

Zac: Big, big A.S.A. push. Right. That's really become a core thing of what you guys are doing.

Chris: I'd say it's our hub and it's all of our leads and all of our business go through them and then give it to our agents on the bottom. And so, yeah, we have currently four ISA's and we're looking to start two new ones on June 1st. So we'll have six.

Zac: We kind of have the same sickness. We've found a couple Zoome calls before where we're working with Systems and Zappia and like APIs and all the stuff. And I told Chris one time I said I got this sick part of me that kind of likes this stuff as much of a pain in the butt as it can be. Sometimes it's it's fun to see the data move. And I get a lot of gratification out of just a clean dashboard. I'm sure you do.

Chris: Yeah. It's it's fulfilling it definitely knowing it's right. It's fulfilling it when it's wrong and aggravating. So, yeah. But let us to start to work with Daniel to get that cleaned up.

Zac: Daniel, I talk about you all the time and for some people it's like, oh, I finally get to meet this Daniel guy that Zach's always talking about. But tell us a little bit about what you're doing.

Daniel: I actually started my career as a real estate agent. I was a commercial agent selling multifamily properties in the Los Angeles area. That was back in two thousand seven twenty eight. Absolute best time to get into real estate. So the market collapsed. I ended up playing online poker professionally for several years down on the beach in Mexico, which was awesome. And that kind of led me into what I'm doing now, which is like data science and data analytics. I started working with a real estate team in San Diego, actually, and kind of started building some of the stuff and then started my own company, Real Estate Data Help, and we just build cool stuff for real estate teams.

Zac: I asked and once I was going to play poker with somebody said, dude, give me a taxi. I said, there can be two tips. They were raised often and don't call. Was that was that what it was? You gave me two tips. I can't remember.

Daniel: Yeah. Poker is much better to be aggressive because if you're bad. And raising and you can win by having the best hand or by people folding and you want to rarely call it calling is not a profitable strategy in poker.

Chris: But I know what I'm doing now in Mexico and sitting on the beach, that sounds like my next call.

Daniel: It was a pretty awesome couple of years.

Zac: It's awesome. So let's let's talk about this cell system. And I just got, like, complete transparency here, Daniel, and the system that you've built and specifically what you're doing it to help Daniel. It's so cool that I went and ripped it off and recreated it for the Sisu sales team said this is absolutely genius. It doesn't exist for like a software sales team. And I was like kind of started working that way. So what I love so much about what you're doing is it's a it's a system that's not like, hey, if you click all the right buttons and do everything perfectly, everything goes good. Right? Because we all know and so many people design our system that way. And it's like if you do everything right and of course everything goes the right way. Right. But this system is really designed around how can you make it so you can't screw it up one by one and do one thing? And that bulletproofing your system because there's just so much less that can go wrong. Right?

Daniel: So, yeah, it's just agents agents have so much going on, like they're never going to remember to do everything they're supposed to do. So you have to make this point.

Chris: I mean, I was talking to Zach and the other one, that is McDaniel, but it was half of our coaching was upset with our agents for not doing the little things. You know, it wasn't that they weren't closing enough deals. I mean, sure, we always as leaders want them to close more deals. But truthfully, the biggest frustration was, is they weren't reporting the numbers. They didn't log their calls. They didn't do. This is like half of our arguments were about tracking things that we needed them to track. And all we want to do as leaders is give relevant coaching back to the agents. But we can't give anything but topical theme of the day type training unless we have good data to support what we're seeing. And so that's really how this whole thing started, was it's very exhausting to train. And, you know, you hired the right people and, you know, they're bought in and you're representing some of them got into a business because they wanted unlimited freedom, freedom of schedule. You know, the average agent got into the business for a certain thing, not to be a data scientist or to do a lot of spreadsheets and tracking. And so I think what we just realized is that we were asking for something that we were never going to be able to get. And even if everyone had the best of intentions and we were running and gunning, we were still going to have stuff slip through the cracks. So it all started with how do we take one source of truth, which is our CRM and should be everyone CRM and make that.

Chris: And I say source of truth, meaning Sisu feeds from follow basketball action, feeds from follow everything feeds from Balbus for us. So that is the one data record we need to have one hundred percent accurate. And if that's accurate, the way that we started I went to use that was now how do I make if that's accurate, everything else should be and not have to transpose it to a new spot. And at the time we were using forms and Sisu which was doing a really great job for us, getting things where they want. But the hardest part for leads was tracking. We were having as an agent would put Boomtown as the lead source because that was our CRM and really the lead source was Zillow. But in their mind, when they're filling out and submitting their new spending, they're just submitting their new pending and they're going ahead and they're saying, oh, I did it, boomtown source, done this one, get paid and move to the next client. And I don't think that's anything to question. So then that's where we started work on these forms. And the whole thing, just to kind of give a high level review is to extrapolate what's already in the lead record of of us as true and only ask the agent questions that they can't we can't already see that's in the CRM. And that way the forms are shorter. So they're not, you know, rushing through them. And it's only the relevant information that we need to go into all of our systems

Daniel: Exactly

Zac: What I like. And we'll actually get into some screen sharing here, Chris. Right. And show what this is, but making it extremely easy for the agent because in reality, they should be focused on selling, not doing what you want them to do so that your dashboard looks pretty right. Although that's important to sell first. Right. But the most, in my opinion, the most critical part of the sales funnel where you can lose the most money and more training matters the most is when you get a hotly need and you set an appointment. And so did that appointment happened. If not, we need to go figure out and reschedule it. Right. If it was a no show and if it did happen, what was the result that we win the business there or not? Or do we need to apply an action plan? So a lot of cultlike. Very coaches always talk about this, set that aside, if you have really solid processes right there around what happens with appointments, how do you handle appointments and how you make sure you're not having no shots? How do you make sure you can train agents and improve their win rates on those appointments? In my opinion, that's probably the most important that most of your processes should revolve probably around that. And that's what you've done with these forms. Right.

Chris: And a lot of times we're missing in the example I gave before we submit the wrong lead source. That was just one of the 30 frustrations we were having. But another one is why would an agent fill out an appointment set for herself? Generally for speare? They're just going to go meet him at the coffee shop or at the bar at their house. And they're just going to they're not going to put that in there. So now I don't even know that they're productive. I'm coaching them to be busier and they're in meetings, but they're not tracking it because there's no reason for them to go into Sisu or go into it. At least for us. They weren't doing it. We knew that only 50 percent or less of the time they were uploading, set, met, signed, unless it was a listing, we'd get a but even our VIP buyers, which is our unique buyers agreement that we have with our reward system, no one was filling them out. So we had no idea to those metrics we needed to coach. They look to us that everyone was just really good at clothes. We had like two hundred percent closing rates on our site on most of our categories historically, meaning we were closing deals that had no prior pipeline in the Sisu.

Daniel: Yeah, yeah. Because it's challenging enough to get agents to go into their CRM, but asking them to go in their CRM and some other place or multiple places just becomes impossible. So ideally you want everything within their CRM for agents.

Zac: Let's let's pull up an example here and just show like if I'm an agent on whistle team or I'm I say on whistle team and I set an appointment, like, what do I do and what all is happening? And I love how you've simplified it. It's been a lot of work on your end. I know you've spent a lot of time working on it. Daniel spent a lot of time working on it. But now for your agents, it's simple stuff.

Chris: So, yeah, let's go see if I can figure out how to share a screen here. When they make it super easy.

Zac: Ahead, this is strange, we're still trying to follow up, this is going to connect to Sisu, but let's let's focus on part first.

Chris: Yes. So this is just a simple lead record inside of all of us for us in our you of custom fields. So what I like and why I work with all of us is the ability to customize everything. If I can customize everything, I can partner with Sisu, dannion these types of software and make it work the way I need to work. So that's why we use that. And then we just embed the links right in here. So we're a little bit unique. We have more so our ops department goes. But when our agent goes ahead and takes a new equipment or I say they go ahead and click this appointment link right there in the Sierra and they fill it out normally record they're going to answer lead type. So we want to know if it's a buyer, seller or buyer seller. So when they fill out buyer seller or buy or sell or if it's both, this will create two transactions and Sisu a buyer and seller one if they choose buyer seller and it will choose obviously just buyer seller if they only do one of those two. And then the lead ID is just magically in there from Daniel.

Chris: And then we put in was an essay or an OSA site appointment. So that's been getting back to tracking. I want to know the appointment rates for who's setting appointments for who. Now that's trackable because it's in a static form here. Like there's a lot of further down the road stuff I can get from just knowing that. But it also marks that in Sisu as this appointment set by Issei. So now this makes all of our I dashboards and Sisu accurate. Oh, it's the same thing we choose which appointment, which agents going on that appointment right here from the form. It was not ISA's that appointment. They also put their name. So it goes in Sisu then they'll fill out appointment date. So when it's going to be what's nice about this, if it was historical in the past, they need to catch it up. It logs it and Sisu Sisu stays accurate still, but it doesn't send a calendar invite. But if it's in the future, what it'll go ahead and do is it actually sends out a Google calendar invite from follow up boss automatically and I'll get to that.

Zac: That is that it's so critical. I think you're going to go into that a

Chris: Little more and go into the automation side of it and just try to slow down the spark. Gets me excited is the hardest part. I was really good on the phone. I know to talk to five, six people. If I talked to five, six people, one of them were going to be a signed agreement. I knew that when I was to call it. The problem is that had so much other stuff to do that I wasn't on the phone enough to get the results. I wanted to hit all the time. And so it was like eight, nine, ten click process just to set an appointment in that system. And what our system was before this, we preset our appointment locations with static places that we often meet our buyers at, and then it can also pull from the lead record if they have a seller address or the inquiry address and follow up boss, that's going to go ahead and be on the property they actually requested or Zuman phone that's there. Then just as a Google calendar, we put in a normal copy. Look forward to meeting you. Was great talking with you. Look forward to meeting our agent Louis, whatever there. And then they fill out the just thing in additional notes.

Chris: Now, I didn't fill out buyer. This isn't actually showing a buyer section. There's actually more info so you can create the deal. So for us, we put in what's their home search range. And if you're using Sisu to track transactions in your pipeline, this actually goes ahead and puts in there that deal value so we can start to estimate each of our agents pipelines. Again, those are little things and Sisu that are great that we never used because who are appointments, let's put it, filling out forty lines of stuff. But if we can ask for in a different way, we can scrape that information and start to build the things and Sisu that we like to have and look at. So once they fill that out, it goes ahead and goes here right in the lead record. This is my test lead. So you see a lot of them here and you'll see right here. So actually agreement, appointment form. So it's very simple on the appointment form, it'll put the notes that they have and this is actually a bad test because they don't have the notes in there. There's no one any notes they put.

Chris: We have a templated one and Daniel's actually about to roll out. This is just ours. We're actually going to add some more fields so it's more standardized for our agents. That's one recent improvement we noticed is, hey, this note section begins to be a little bit of a free for all. And really, if we have forty, fifty, sixty agents in six different ISA's setting, we want our agents to see the same thing every time. Not when I say does it this way or the other that way. So we're actually revamping this right now. But when that form fills out, it goes ahead and creates a deal right here. And actually, let me just fill it up. I just do a quick one so you can actually see what it does. Notice deals is empty right now and appointments is empty. And then stage, let's put it C and we'll put the agent as Rachel right now, which is one of my essays, actually show you fully what this does and collaborators is being right now. So those are things. Notice we're going to fill this one out real quick, and that's. The real automation side of it, to speed the workflow, not just tracking.

Zac: I talked to a lot of people and they say, oh, man, this is another thing for my agents to do is fill out this form. It's not it's the only thing that they do.

Chris: It reduces it gets better tracking and reduces the amount of work, which is kind of you wouldn't expect that

Daniel: You can essentially consolidate everything to the form because the form can trigger anything and follow a boss and then any system outside of follow a boss. So the data only needs to be injured on the phone.

Zac: Like it. Like even if I set an appointment with somebody, I was the bare minimum I was probably going to do before, was at least put it into my Google calendar. So I don't forget about it. Right. So just that. Right. That was something I had to do before where now I'm just putting into this form. This is the this is nice because it's the path of least resistance. Right. Is just once you learn how to use these forms, they're so simple. The other thing I love about this is the headache of training goes down so much because let's look, let's say you wanted to change something like you wanted to go to your team and say, hey, when we set an appointment, we're going to add this tag instead of that tag, rather than going in training 50 agents on this new tag that they have to add, you just switch the automation and process things exactly the same thing. You have to try to do anything except fill out this form.

Chris: It's so I can't emphasize enough what you just said. It's in that's for anything that I say. And Dan Beer in his conference said that I was that, as I say, mastermind is it's a model changer for your split model because it really is. You're taking all your leads will see about splits or older splits and you want to kind of bring them back in. The same model allows you to control the lead flow, the ISA's convert them and the agents convert those leads. And now you're kind of on a more controlled split and you can control that in the same way with processes. It's the exact if we have this is our main staple. You just fill this out. It's streamlined. You can't deviate. There's no off ramp that you can get lost, fill it out and fill it up wrong. It won't let you submit it. So it's very black and white and then whatever you want to tie to it, unlimited, quite literally unlimited. What you can connect it to because he uses wufu forms, which is the largest. What does it survey? Monkey is the owner, so they're very integrated with everything. Zappia is our kind of main thing we like to start out on. But even inside of five, if you're not good at that, you don't need to. It's still very slow. You'll see the deals just popped in here. So now I want my deals and reporting how there's no way you can ask your agents, you Sisu and this, but reporting inside of FUB has its own unique abilities with deals. So now that stays active for us. You'll see down here Rachels, the NSA, who used to be the agent, she got moved to the collaborator.

Chris: Now the agent who it was set for automatically became the agent here. It wasn't CI stage, but appointments for us are always hot. So now my stages are not getting updated, which that's another just a little detail that always gets missed. The full forms right here so the agent knows how to prep and the appointments right here, which means it's on Kiles Google calendar right now. Already for him, the NSA was able to literally with Firebase Throat on. So if I go to his Google calendar right now, we have an appointment tomorrow on it and I'm already invited and it's in my inbox right now as well as the client. So that's all automated. No, I don't have to train my Tunis's. I don't have to train them on the appointment setting process, adding it to the Google calendar, inviting the client like all these little steps that are very important to the client experience, which I think you look at Zello, that's one of their big staples of what they're focused on is that client experience. So that's we're kind of mirroring that and like how do we create a better client experience? But it's always to what you said, Zach, asking agents to do this thing, oh, change this. We'll go add that tag so we can send out the bonbon video or whatever it is now. It's just based off of a form. And we get to create in the back end to make it very much easy for the agents not miss anything. It also updates the address here on the cellar and goes ahead and adds the address up here for them as well.

Zac: You code. It's physically impossible to train on all this stuff, even you as the person who designed the system. If you are trying to do all of these updates and add all of this data and manually without the automation, you will forget it or you would just say, screw it, I have to make my next call. Right.

Chris: And then that's really the leadership conundrum. But I do I tell my you know, my best AUSA is doing over fifty percent more output than any of the other essays. But he's also hide is shit. But he has no tolerance for this. If I asked him, he would literally say no and he'll go to the next one because he's here to make money. Yeah, we need him to keep it accurate, but it's kind of an oxymoron if I am. Hey, do a bunch of data, make less money. But also I need you to ramp it up and make more and do more calls and do that. So you're kind of saying two things for this completely eliminates that friction, says, hey, just run fast, try to break it and. Good luck.

Zac: I'm telling you, this is brilliant. I want to build something for our sales team because I need this and it doesn't exist for software yet. But you will see it. Yeah, let's not let's keep going here

Chris: And I'll show you the disposition that's the main to really everything else is pretty like standardized for us, but we'll still go into them. So if I go there, I actually didn't delete one of the ones that I had created before I had a test, one in here. So one thing I want to note with Daniel's thing also is I can control what goes into Sisu Sisu. You guys make it really great that you can add custom fields similar to how far I can add custom fields if you guys don't know and you can do the same thing. One of those fields that we find is a customer by making that leap day is a custom.

Daniel: I don't think it's custom.

Chris: Zachy would know it's not. No, no. There's some other ones. We definitely had customers, but lead dates, something we push from the forms to know when the created date, when the lead actually got great, this would be it from the CRM and adding it. And the reason that's important is there's a lot of great reports on here, but a lot of them depend on that lead date and we weren't pushing it in there before. So a lot of our reporting in here wasn't as expansive as we want it to be. But you'll see they're all it does add the automatic appointments that date, which now marks that status, puts the icey there, puts the property address for the seller side. Biocide doesn't have an address, so his forms intuitively know how to set this up. Exactly precisely how we need it to for our buyer and seller Sisu format and leaves the rest is blank and adds that transaction amount based off of that appointment form. So that's that is it. Four point four. And that's what does it techne goes into our transaction management system that's not needed and that's extra stuff that we just do.

Zac: Outside of a couple of questions here and want to knock out real quick on the on the buyer are using the low value or the high value

Daniel: Average of the two. So if you only enter one value, it will take that value. But if you enter a value in the high and the low, it'll average the two

Zac: Year start of everything you can is asking, are you manually adding? So I'm assuming he's moving from the custom fill that that's pre populated, right?

Daniel: Yeah. Every time a new league gets added in the system, it automatically generates those links.

Chris: This stuff is super custom, like all the links are automatically generated and you'll see in the disposition form it's pulling from the appointment form that we previously filled out. So that's what's nice about the subsequent forms, is that stacked and it's eliminating as many fields as possible not to duplicate entry.

Daniel: So so like to put the source in, the source is extracted from follow us. The lead data is extracted. Anything we can extract from Phobos, we extract from Phobos. You don't have to insure that data into the form.

Zac: Like you say here,

Chris: The address, all of that was scraped. I didn't put any of that into the form. All that was scraped out of here.

Zac: I love it.

Chris: Now the real AQ really becomes keeping FUB accurate. Back to what I said in the source of truth, if you keep this accurate, that pulls from it. You keep one thing accurate all the time and everything else will follow

Zac: You up there except he needs this. That is exactly what I said when I saw this. Jeff is asking, can trigger tasser action plans, can

Daniel: Trigger literally anything and follow up an action plan so we can we can trigger action plans, tasks you want to add. Besides, we could put any of the form data into custom fields. We could populate the background with the content from the forum entry, pretty much anything, and all of us could be triggered.

Zac: Let's keep it going. I'm sure we'll get more questions, but we can we can tackle those later appointments. That is such a critical part, the biggest

Chris: The biggest step for us,

Zac: In my opinion, to

Chris: Especially the sales model. We ask a lot more questions. They perform for them and agents. We actually it's dynamic. So our agents that they say it's a set up limit. We don't ask a lot of the questions just because we know they're not going. I want to fill it out and they're not going to fill it out. So we eliminate some of it. And we are really focused on this for our inside sales as the expansive field as far as expansive fields go nice. So disposition form, if you want to switch that.

Zac: Yeah, let's do it. Just as important as process around setting appointments is like what happens with appointments. Right. And that's now now you're asking for data from the person when on the appointment, which is the agent who's out in the field, their car taking calls like how do you know of.

Chris: They call that person to get information, but I say to do prospecting great new business, not chase business that's already been created and handed to the agent. So I have big problems with chasing a bunch when I say chasing five, 10 different agents down. So what's nice about what they did here is it automatically sends a text to the agent an hour or two hours, two hours after the appointment time of the event that was already triggered in the appointment set. So they'll get a text to their phone with a unique link to this disposition form. So even if they don't come in here and do it, they're triggered and they're sent that link into there. And you'll see right here and we know that it happened. It gives a note. So the admin know, hey, you've got that link now we're going to hold you to going ahead and doing it. When they get that link, whether they do it on their cell phone or they come in here manually after, this is our disposition for we're actually updating this right now to have a reschedule option. But that's not there today.

Daniel: Yeah, that should be coming out on Friday, actually tomorrow.

Chris: So then that allow us to if we already know what needs to be rescheduled, we can go ahead and do that and trigger again any of the automation's we want, such as the calendar appointment, all of those things, appointment decision to happen. If it's yes, it's going to ask for the date and we'll say it was six 1/2 in the future. Did they sign it by our listing agreement? This doesn't actually trigger anything for Sisu. But the way we have a triggered is we have an email go out to all of our key leadership that it was a matter of women had this. Now we have an automation to go hunt them down and ask them to fill out the next form. So even if they're delayed, we get that because

Zac: You're kicking off a transaction at this point and it's a list and you know, you've just gone into your pre listing phase right now

Chris: And then they'll just recap and give our agents notes. And then what are the next steps? We're revamping our disposition form right now to be a lot more focused on is it qualified, not qualified. And then we're going to build a lot of automations in our decision for but this is how it is now, how we've been using it for four months and super happy and it lets us skew it. So when I do that same thing, it's going to put it in the lead record. It's going to update update Sisu. And actually, that disposition form, Daniel, I think I screwed up, I did it in the future. Yeah, let me fix that. That's why I didn't trigger. Can outsmart it, so then you go, it's met, met, leaves the they name now in our process, if it didn't meet, we go ahead and back to the automation's. If we didn't meet, it will actually go ahead and put the agent as the exact because and follow up for us. The notifications only go to whoever is the agent, not the collaborator. So if it didn't meet for our process, the Issei actually owns that relationship still because the agents never met them. So we switch those relationships back. Nice. And then you'll see Sisu now shows that's a met appointment. So it met, not met. Very simple, this one. But then we have automations the back it for us because we can pull all now because we have that form record, we have the data. I want to look up all people that have not met that said no as an answer that we're set this month and now I can go put all of those people on a trip to reengage them. So even if you are ISA's are busy, that's something they will do anyway in their past. They're going through things. But now at a high level, I can have our marketing team and other resources help really bring the next opportunity to the top of the service for them. And that's what it's worth.

Zac: Can you give a quick, quick view of your dashboard at high level? Are you saving that for the end? Let's go. So visualizing this data and this is like, in my opinion, the holy grail of reporting is setting that side. So notice how Chris can set a date range. He can look at exactly how many conversations are being had. That's for fall, what percent of those conversations, that little four point eight percent. So he knows if my team calls one hundred leads, gets on the phone, one hundred leads, we're going to set five appointments. Right. And you can see the breakdown of fire versus listing appointments. The next ratios are the the show rate. So so far, what's the show rate on buyer appointments and listing appointments and all the way down through the cycle. So win rate on the listings, all that stuff is right there for you to see and then you click on it. Right.

Chris: So I'd say that's my favorite part

Zac: Is click on click on the six, eight, six hundred and eighty five appointments set over this date range. Right now let's filter, let's say, how many of those are now closed or how many of them are ISA's set appointments. Right. So you've got that filter in the top, right. That you could literally filter this for whatever you want. You could say show me which of these are yet at. Do any or just one of your ISA's maybe. How many of those six hundred and eight appointments were set by this specific FISA, OK, 50 of them were right and there's a whole nother dashboard for ISA's. But this data, like how many people could say, show me how many appointments we set with Zellick Flex leads and what the what the win rate was like. That's that's a big so.

Chris: Yeah, we use all all of these things within Sisu, and that's the whole thing, and Sisu is such a good tool for us, but it was just we were just using this and it really this wasn't even that I was really using just to motivate and go in individual, but we weren't using it at high level. We were just using a basic. But, you know, from leaderboards, we use that a lot now because that actually, you know, that information is accurate. There's actually a couple of things that didn't stick up for this that actually will help the automatic reporting. You Daniel, do you want to talk about that a little bit? So we track all of our all of our conversations and everything like that in this dashboard that is pulled over from data help as well. So that's in real time and as well as end of day aggregated numbers for our conversations. And I think our favorite part is, is we can actually tell Sisu what I consider a conversation, which I think is the forever long argument and real estate is what is the conversation we get to go ahead and identify that. And then there's also connections as well. Which Sisu tracks are these?

Zac: You have your other metrics that are being pulled in, which we

Daniel: Call as log and follow postictal automatically log it and see to email all of us automatically logs and Sisu texts and these sources of contact comes in that also pulls over and Sisu and that's just using the CRM. You don't have to do any additional work other than what you're supposed to do and follow boss to get that data flowing over.

Chris: It lets us hold accountable accountability. I can't since this is went up, I mean, we're on and I'll show that actually there's a lot of things I think, that are attributing to our upward trends,

Zac: But that

Chris: Need to go to snapshot here. So this is real numbers, so this is year over year trends favorite. This is my favorite Bordin Sisu all together. But if you look at our appointments set Inmet, here's our twenty, twenty and twenty nineteen numbers. I don't believe we're up two hundred percent plus three hundred percent from twenty nineteen more. Five hundred percent from twenty eighteen. We have the same number of agents, same thing with appointments. Now we are seeing that are closed and pending is on a straight shot. But really. This is what stands out to me from the forum's tracking is they weren't doing it before.

Zac: Well, it's so hard to do for all the reasons that we had already gone over. Like, there's so many ways that it could go wrong. Yeah.

Chris: And it's the year over year trends that speaks to I mean, we're on a straight shot, but I would say from all in all accounts and you can also measure out what we're projections are, we're really good about putting those in here and adjusting monthly so we can see where we need to be based. We miss January, February for our growth goal. So we have to take care of that the rest of the year. And but the form lets us have the relevant conversations, the agents. And now I can go into that dashboard. You just said that can really show the agent at an individual level as well as the team level, because we kind of do team competitions and stuff like that. And you can pull it by those scopes and really see or an individual agent level. How are they doing individually at their personal show rates inside? Right now, our coaches are going in there a broad

Zac: Top, total numbers to extremes. We're all like, this is so cool. And anyone in

Chris: Aged care, man, they don't. And I don't expect them to. So it's like, how do we get to the same result without being contentious with the highest value people in our team? How do we support them and and the staff as a solution for us?

Zac: So how has it been received by by the agents? I mean, today they just love the farms or was there any pushback initially? Just how did that whole process go?

Chris: It was really easy. What we didn't give a choice. The only way to submit your listing. So are the two forms of you're listing your agreement signed and your new depending. So the forms, we made sure that all of our forms were based that way. So you can submit a transaction without it. So it was a little bit forced, but I think better because we were already asking them to do it. It's not anything new. We already had a new listing form because we have a listing management team that handles our listings for our team agents and then our transaction coordinator handles there pending. So already we had a job form, cognito form type set up. The task was easy. We want you to fill out the best fields in your forms because the data is already there. When you set a new agreement form our new pending form. Didn't care that you submitted that before it. Ask you the same damn stuff again. And now the agreement form you put lead sources, follow up our boomtown and then on the pending, you put lead sources, sphere notes. Now my transaction coordinator is bugging management, asking questions of what to close it as, and the whole thing's dysfunctional. So it was an easy ask because I'm asking to do less work into one click button Amazon style experience within your CRM. You don't have to go anywhere. You have to look for anything. You have to search anything.

Chris: So it was easily received and easily adapted and then we intensified it. That was for the last half. The first half the appointment and the disposition form. The ISO appointments reinforced it for the disposition form because they bajram like, hey, it's my appointment. You have to do disposition or you're not eligible for appointments. So there's consequences to not doing it. So that reinforced it. But the biggest thing that got adaption, we did competitions and Sisu does a really great job of letting us create custom competitions. So that's what we did, is we did so many points for appointments, set appointments. Matt signed and yeah, just signed, set, met and signed. So we did a competition. We included our ISA's, we did four regions. So we did our Northeast, South and West Group because we cover all San Diego and then we put an estate with each group because those are kind of our administrative salespeople, as I call them. There are internal they know all the stuff we want. So now they're kind of influencing the agents and selling them on this better than I could myself. And so I think all those little elements added to it. But competition would be the number one. Everyone wants to be a winner in sales. And so we pick the overall team that had the largest amount of points based on sentiment and sign. So if you're filling out the forms, you're getting points. Therefore, you're getting the reward.

Zac: Can you like a full on contest and Sisu with the point system, everything or how to run?

Chris: We kind of did. I had to trust we had to back out because we did so many overlaid metrics. We just did each metric as its own competition. And then we took all of those three competitions out and overlaid them.

Zac: I love I love that I've been talking. A lot of people use Sisu at a high level. They like it because it's so much fun. It's every age in a free for all. You're going to have your your your typical two, three rock stars that are going to dominate. Yes.

Chris: But that Robin Roberts and this thing is Sisu is this allows you to give a transparent dashboard for your engines to rally them and get them rallied around the right things. And competition just adds to that excitement for them. So now the data's fun.

Zac: Yeah, good stuff. Daniel, you want to add anything that your mastermind behind this stuff? So what do you have to say?

Daniel: Yeah, I mean, well, our main goal is to just make work disappear for the agents, like I used to be an agent. So I stuff to fill out this stuff and do the reporting. And, you know, when you're when you're in a sales role, all you want to do is talk to the next person, the next. Do you know what to do with the stuff? So. I mean, I are easy because they immediately see the benefit, is there a little more challenging disease or just challenging in general? But once they start using it and realize that it makes their lives easier, then it becomes easier and easier. And then as I get feedback from agents on what to update, to make it even easier than the system just gets better and better. So, yeah, I mean, so far we've got a lot of good feedback.

Zac: Talk to us about the embedded app, because I know you're working on some stuff there. What's the thought process there and what are you thinking it'll do?

Daniel: Yeah, so we're working on an embedded app. There's two different things we're going to use that for. One is kind of a scaled down version of the form. So, you know, if you're like a single agent and you don't feel like you need the series of forms, we're going to have an embedded app that just has the bare minimum of questions, which would be a little bit less expensive. And the other thing we're going to use it for is to kind of combine with the form. So instead of putting the form links in custom fields, the form links will be in the embedded app. So you'll click on the link from there. And that opens up some additional possibilities because now we're limited. We don't want a million different custom fields using, you know, we don't want to use a million different custom fields for these links. So it limits the number of deals we can put for each record. But once we have the embedded app, we can put as many different links as we want in there. So it'll open up the possibilities in order to populate a lot more of the fields that way to stay that way. When you pull up the form, when you thought the appointment form and put the address in, then when you go to the agreement signed form, the address is there in the form so you can see what's been filled out previously. So that'll simplify things as well.

Zac: Stuff cool. I'm just trying to make sure I

Chris: Want to talk about the transaction management.

Zac: Yeah. So talk us through your process.

Chris: I think it's really important back to being our source of truth that you can bolt on anything us personally, we have a pretty complex situation. So we actually get money, but we're actually moving off a Monday and moving over to open to close. And Daniel's connecting that for us directly with them. So that'll be live in the next several weeks to months. We'll be able to actually connect these forums. But it doesn't matter is the real answer is the forms are basically the house, the information you need and the forms have the ability to connect to whatever you want. So whether you manage a transaction on a Google sheet, you can push it there or you manage it. And Sisu Sisu is great API. You can push it into your actions. Speak before I know the API for transaction management for you guys already do. We can see what's your right to that or Monday or whatever it is that you want to do. It has the ability, it's just hosting the information and it's about it's a matter of partnering with the company for the transaction management that allows you to put your information in through an API like that.

Daniel: Yeah, and we can use the forms easily connect to Xabier. So any app that zikr connects to, we can push data and do. And then even if the app does it connect to Xavier, we can build integrations on Amazon Web Services. So pretty much any app that has API, we can push the data into insight.

Zac: It's awesome when you see all this come together, it's it's it's actually pretty easy to set up like you just got it. Daniel, you out. You tell them what what you want in the form of what you want the phone to do and they get to work on building it. Right. So you don't have to even know how to do a damn thing and tap here to get the set up. If you're working with Daniëlle now, you are you're basically building a Ferrari for yourself system, right? So you're not just looking about him like you're it does take a little more thought and a little more planning out. So, for example, you start thinking through scenarios like if a disposition plan comes back and it's a no show, what do I want to happen? And you can log on that with. Right. So that would be my advice to anyone who is looking to do something like this is the technical stuff. But Daniel's team. But you've really got to be ready to put that dedication into your sales process to say, OK, we're going to build this thing out exactly how it should be and it's going to save you a lot of time going forward.

Daniel: This can it can evolve to you don't need to know exactly what your what you want your sales process to be day one. So if you know right now, I need this action plan triggered when the appointment is set and I need this action plan triggered when an appointment is met and you have some of the stuff but you don't know everything that's going to need to happen. We can implement this stuff now and then as you use the forms and a couple of months go by and you come up with new ideas of what needs to be automated and triggered, and you just shoot me an email and say, hey, can we add this to the forms in this automation and push the data here and then we'll update it and dial it in.

Zac: What if what if I'm like, man whistle stuff? Stuff looks pretty awesome. Can I just start there? Is that a possibility?

Daniel: Yeah, yeah. I mean, that's a it's a bit of a process to implement that. There's a little bit like most

Zac: Teams build a lot

Chris: Of our own stuff too, on top of it.

Daniel: So most teams we have a transaction form that covers the agreement signed pending in closed stages with the little team. We split that into three separate forms because they're asking so many questions from their agents that they just didn't fit on that on the forms. But yeah, most teams you probably want to build up to that. That makes sense. If you're doing four hundred five hundred transactions a year and you have someone like Chris there to ensure everything gets done. But it's probably better for most teams to to gradually get to that point.

Zac: Yeah, I think if you start off with data help, you get just the core forms in there and that's feeding into Sisu better report than 90 percent of people in the industry. You're going to eliminate your headache because you've just you've just basically eliminated training agents on the system. All you have to do is show them how to use a form and have to train them on really anything else. Right. Because you control everything that happens after that form. So you're going to simplify your life tonn you're probably going to kill some spreadsheets while you're at it and you're going to use your CRM the way that you always wanted it to be used. And there are so many studies out there that show a I think it was like a one percent increase in engagement with your CRM. It's going to lead to like half a percent increase and just straight up revenue. Right. So there is tons of value in using your CRM right way. It's just it's hard to make it happen. You have to put this kind of effort in to make it happen, in my opinion.

Chris: I think the one thing I just add and I'm thinking about as we're doing is I think about how many times I go looking for trouble in the CRM just as a leader. I'm like I'm just looking for issues to point out to people in the free time. But because I think everyone does that, like where's the opportunity at what's going on in here? Maybe I'm alone in that, but I think that's pretty normal. But our hourly rate, when you're in or your managers that you pay your director of sales, like if they're looking for the issue to coach, that's their time, compounded with the loss of efficiency of the agent. It's a compounding effect. Your leadership can go in and just see these numbers in the Sisu dashboard. Now you're just looking for things that stand outside that median average if everyone else is out of a 70 percent show rate. And now all of a sudden I see and I'm looking at these weekly I see there's a big downtick. I go through the agents. I see oh, someone has, you know, oh, four, four and they're dragging the whole thing down.

Chris: Let's go have a talk now. I know exactly. I don't have to go prove to the CRM to find that information. The other part of it that's helped us is that you're partnered with Opportunity Homelike Parsecs or any of these referral based companies. They're one requirement, Zillow, XIAFLEX. They want updates from the CRM, but they don't integrate with the CRM so that you're asking your agents to go and update the notes and the status and all those things. Now we can pull a report from Sisu once a week and have our VA and our manager go through and update all of those portals based off of the new staged activity within the Sisu because you guys use unique data when the activity happened. So now all those reports and it's it's got us our unfair share of these portal referral leads because we just look better because it looks like our agents are are one hundred percent updating everything. We're in reality, we're just able to automate it so our agents can just go sell real estate.

Zac: Cool. We're running up on time here. So thanks. I mean, we covered a lot, but I think that's like on the reporting side, like really scratch the surface. Yeah, we got a lot on the sideline conversion and all that stuff, but

Chris: This is the most out of Sisu and everything you guys are doing. This is allowed us to get all of those are. To be what we wanted them to be,

Zac: I'm going to drop some links here. If you're looking at Setsu, you want to go to CEO, slash Demel Data, help with the data, help dial. Right.

Daniel: Daniel did help that I picked.

Zac: And Chris, how do we follow along? Like, I know you guys have some mastermind groups and different things or like the way to go.

Chris: We have a YouTube series coming out for some of the stuff as well. And our media, Amaia, which is a little off. This is a series that starts this week. Actually, Brian Tyler wrote into

Zac: A Love Love following along with you guys. And I think this is just an amazing system that you fill out and make your life easier and make your life easier. And I mean, it's pretty damn good reporting. So, yeah. All right. Anything else before I hang up here? No, it's all part

Chris: Of the

Zac: Article. Make sure this dog of mine Stayin Alive. So we'll call again. And thanks, everyone for dropping off.

Daniel: And so I guess goodbye.

About the Author

Zac Muir
Director of Marketing and Sales

Zac was one of our first hires. Outside of waging war on spreadsheets and time-killing systems, Zac loves to push the boundaries of what's "safe" on a wakeboard, spend time on the golf course or tennis courts, and more than anything, live life with his beautiful wife and 4-pound dog, Twix. 🦮