The 6 Systems Every $1M Agent Has and You Don't

Let’s get something straight…

Winners don’t work harder. They scale smarter.

If you’re stuck in the chaos—working 60+ hours a week, juggling deals, losing leads, and still not breaking through six figures—it’s not your fault… but it is your responsibility to fix it.

In this episode, Mike and Rachael Novak drop the hammer on the 6 proven systems that seven-figure real estate agents have locked in—and the exact ones you're likely missing.

We break down:

• The Proven Buyer System – streamline the buyer journey and stop playing tour guide
• The Proven Listing System – 19 steps that turn “maybe” sellers into raving fans and full-price contracts
• The Proven Assistant System – multiply yourself and free up your time for money-making moves
• The Proven Lead Flow System – a machine that feeds your pipeline 24/7
• The Proven PCSOI System – build a repeat + referral engine with clients who never forget you
• The Proven Leverage System – buy back your time at home so you can dominate at work

You don’t need to burn out to break through.
But you do need structure, systems, and execution.

This is the tactical blueprint to go from scrambling... to scaling.

Plug in now. Audit your systems. And start playing like a winner.

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Transcript

Mike Novak:
[0:33] All right, so today we're talking about the six systems that every million-dollar agent has that
you don't.
Introduction to Million-Dollar Agent Systems
Mike Novak:
[0:40] So this is going to be a good one. It's going to be very tactical. Like a lot of times you're
talking about like theoretical stuff and touchy feel-good things. This one's just like super tactical
operations. This is what you need, build a badass business. But the difference between six-figure
income earners in real estate and seven-figure income earners in real estate is systems and
processes. There's almost no question about that, right? And in our coaching company, Warrior
Agent, we really focus on three different components of transformation. And these three are like the
big levers, right? And so systems is one of these. World-class sales skills is another one. The last
one is personal transformation. Like it's a lot more than just selling houses, right? It's about you and
your growth because obviously your growth limits your potential to make money as well, right so i
mean rachel as you like see people like you know lots of agents that make six figures very few that
make seven what do you see before we jump in and share our notes.
Rachael Novak:
[1:36] Yeah i mean obviously the the biggest difference is the consistent utilization of systems within
their business a lot of real estate agents that i know make great money make multiple six figures
and they work 90 hours a week, and they are hardly ever present at home or other places because
they're always fielding phone calls and always having to have client or agent conversations
everywhere they go. And then there just isn't a consistent use of any sort of system in place where

they can fall back on day to day. So it becomes, yes, it's a lifestyle, but it becomes almost a prison
for people.

The Proven Buyer System
Rachael Novak:
[2:17] And because you make so much money, it kind of justifies that for a lot of people.
Mike Novak:
[2:21] Yeah, for sure. Well, let's jump into the six systems, and we can just kind of briefly touch on
these. We're not going to go super deep on them because this would be like a two-hour podcast.
We'll just spend a couple minutes kind of giving you an idea of what each of these look like. So the
first one is a proven buyer system. And when I say a proven buyer system, most agents think that
they have a buyer system, but most do not, actually. Most buyer agents just typically run around
showing people houses, right? So when we say proven buyer system, what do we mean, Rachel?
What are the components of that?
Rachael Novak:
[2:49] The proven buyer system means that there's an actual process, like a roadmap that you're
walking people through on the way to home ownership. So the proven buyer system obviously
starts with the consultation, the setting of expectations, with making sure they understand the
process and what all it takes, what it entails, what it costs to actually get into and purchase a
property. Then setting the stage, of course, for the next phase, which is touring properties and
looking at them. So, again, setting the expectation, making sure they understand what we're
looking for, justifying the price with comps. There's all sorts of things within each of these phases of
this proven buyer system that are essential to setting the expectations and delivering an outcome
consistently each time when you're working with these people.
Mike Novak:
[3:35] Yeah. So, basically, a proven buyer system would handle from the first time you talk to a
buyer lead all the way until you hand that buyer keys. Exactly. Right? Right. And having a proven
process to get people from point A to point Z, basically. Right. Like there's so many steps to go
through the buyer's buyer journey. Like, do you have these mapped out? Do people know what to
expect? Do you know what you're going to do at each one of these twists and turns along the way?
And is there some kind of like standard in place?
Rachael Novak:
[4:04] Exactly. Well, and I think that there's a, you know, this has become a prominent part of the
real estate agent community conversation since the NAR settlement in 2024. So because now
people are forced to sign buyer brokerage agreements and actually ask people to be loyal and sign
a contract saying that they're going to work with you as a buyer and as their agent, you now have
this system where some people are following the process and they are creating systems to
consistently do this and other people are still kind of winging it and getting it signed just for the

liability and because they're supposed to. So having and employing the proven buyer system will
absolutely change the game

The Proven Listing System
Rachael Novak:
[4:49] when it comes to the consistency of outcome for the clients.
Mike Novak:
[4:53] Clients can have a much smoother experience, right? Every client wants to know what's the
next step, right? Your job is to tell them to map that all out. Okay, how about proven listing system?
Like what comes to mind when I say that?
Rachael Novak:
[5:05] Yeah, I mean, same exact thing, right? Like we have 19-point marketing plan. We have a
roadmap with the different four phases broken down in the listing side, just exactly like we do on
the buy side. And so being able to articulate what each of those phases mean, the responsibilities
of the client in each of those phases, as well as what we do as agents in each of those phases,
sets the stage for such a better transaction and sets expectations for communication and clarity
and decision making moving forward, that you can literally put people through the same system
every single time and get a similar or same outcome, right? The only variables, of course, would be
market conditions, inventory, things that we can't control. But if you have a proven listing system
and you are constantly controlling the variables that are within your actual control, you can build a
track record on having these proven systems.
Mike Novak:
[6:03] Yeah. Okay. So some of the systems we use on the list side, like we send people a whole
listing presentation to view before we even get to their house with high notes, right? We ask them
to watch a couple of videos to pre-frame the meeting. Listing, we have kind of a process we go
through for the listing appointment, we have a process on what happens once we sign the listing,
like what happens next, while the listing coordinator steps in. We have a process for pre-listing, that
period from when you've signed to when you actually go on the market. We have a process for
pricing the house, right? We have a process for active seller, like what happens when they're just
sitting on the market, what kind of information are we giving them, what kind of follow-ups are we
making? How often? Right. And then what do we do when we get an offer and what do we do from
offer to close? those are all part of the system right.
Rachael Novak:
[6:46] Exactly and i mean think you know the way that i explain i know you have used this as well
when you're explaining that you have a system to a client and especially on the listing side when
you talk about the proven system we refer to it as a formula like a recipe right and these are the
steps that we suggest that you take the two take advantage of this proven listing system this
proven sold process is what we call it and anybody who goes outside of the suggestions or who
goes outside of the process, we can no longer guarantee those results. Similarly to if I'm making a

batch of cookies and I decided to go off recipe and I don't include all the salt or I use a completely
different kind of sugar, there's no guarantees that those cookies are going to turn out the, So
having a system, being able to plug people into it, utilizing, like Michael said, every single step of
the way, we've got a system, we've got a process for each of those steps so the client knows
what's coming next is such a key, key part in having consistency with the results that you're getting
for your clients.

The Proven Assistant System
Mike Novak:
[7:45] Yeah. So that's the buyer system. That's the listing system. Next up, I add down the proven
assistant system. You should talk about this. A lot of people, I think, underutilize their assistants. I
think that there's a lot of things that you can do to get maximum mileage out of your assistant. But I
think it starts from how do you hire this person? How do you compensate this person? I see a lot of
mistakes in compensation, like doing profile bonuses and stuff like that in your assistants, things
that don't scale. But like, what are the rhythms? What do they own? You know what I mean? What
do they do for you? Like with my assistant, I expect her to drive projects. She's not just like a task
doer, but she's going to actually produce outcomes. So she's like an extension of me. But I think
one of the best parts of the assistant system is the Dan Martell process. If you've read Buy Back
Your Time, his morning meeting process with your assistant is a very good one. Gives you a touch
point to talk through what things you need to hand off to your assistant, what your calendar looks
like for the next week or two, things that she needs to close loops on for you, things that you need
to do that she needs you to take care of, email, like what did she respond to, what do you still need
to respond to, all of those kind of things. Mm-hmm.
Rachael Novak:
[8:53] And you mentioned the book, but it's Dan Martell's Buy Back Your Time. Total game changer
when it comes to this list, the proven assistant system.
Mike Novak:
[9:02] And for some reason, there's a lot of reluctance from agents to hire assistants just because
they can do it better or they like doing task-driven work. And if that's the way you think, you'll never
get to seven figures of income, that's for sure. It's not about you doing it better. It's not about you
having the ability to do all these different things. It's getting singularity in your focus to do what you
do exceptionally well that makes you the most amount of money, which typically for seven-figure
agents is setting appointments and going on appointments and negotiating. So anything other than
those three things, you'd want to consider having an assistant or somebody else take over.
Rachael Novak:
[9:35] 100%. Yeah, I mean, I think it's, you know, a lot of people's, like you kind of mentioned, egos
get in the way of themselves when they think that they can do it better. They know that they'll do it
right the first time. There's all these excuses as to why they're not going to bring an assistant in
where, like, an assistant is a partner in your business, right? They are there to support you, help
you, keep you in the lane of activities and revenue generation that you need to be in to continue to

build the business. So if you have an assistant and you're giving them work and you're plopping
things on their desk for them to do, and then you're getting back 50, 60, 70% of that work because
you're not empowering them to make decisions, you need to have a checkup from the neck up and
really look and say,

The Proven Lead Flow System
Rachael Novak:
[10:20] am I empowering this person enough or is this the right person in this role?
Mike Novak:
[10:25] Yeah, the right person should be able to produce outcomes and not just check boxes, right?
I'm not looking for a box checker. So the proven lead flow system. When I say that, what comes to
mind?
Rachael Novak:
[10:37] Oh, I think about the follow-up system. What do you have in place automated and
standards-wise when new leads are coming into your business, whether those are referrals,
whether those are pay-per-click leads, whether those are Zillow leads? What is the process of
communication? What is the cadence of outreach? What is the messaging that's going out to them
consistently? What kind of system do you have to nurture these leads? and what kind of standards
do you maintain, especially if you're running a team or you have people that you're leading or

mentoring? What kind of, What kind of processes do you have in place that can make it dummy-
proof, essentially, to follow up with people and to get in conversation with these people that you're

probably paying for these leads for?
Mike Novak:
[11:26] Yeah. How do you organize your database? What do follow-up cadences look like? What do
stages look like? What do tags look like? What do searches look like? What is the expectation and
process for all of these things? I think that our CRM SOP is like 15 pages long.
Rachael Novak:
[11:40] Yes, it's a significant process to accurately and thoroughly follow up with leads. So having
that lead flow system. And it's a constant thing. We've had to change some of the outreach and
some of the attempts with the lead flow system. And we've had to evolve that as the markets
change. Right. So there was a time where there was hardly any outreach. There was hardly any
nurturing because people could buy within a month or two of thinking about buying a home
because of interest rates or because of cost and affordability. And now it's it's definitely become a
different market where it's more relational. You have to build those relationships. You have to
nurture those people. You have to give them value. You have to continue to follow up. You have to
make sure they know that you have their best interest in mind and have that rapport with them
through the lead flow system in order to actually turn it into a transaction for them.
Mike Novak:
[12:35] Right. And if you have follow up boss like we have, they've updated their automations very

recently. It's still in beta testing, but now you can basically change one thing and everything else
can change for you. And we use stage triggers in our team as like, that's the thing that kicks off

The Proven PCSOI System
Mike Novak:
[12:50] everything else. Creates consistency in how you organize your CRM. All right. Number five,
the proven PCSOI system stands for past clients and sphere of influence. Like what are some
signatures of that system, Rach?
Rachael Novak:
[13:02] Again, the consistent outreach for like the cadence of communication with past clients. So
like a quarterly touch. So part of our system includes a quarterly gift, newsletter, small token item
that is a fun household or a useful item, client events, having recurring client events year after year
that people are invited to is part of that system. And then, of course, the outreach itself, the calls,
the texts, emails. We also do the birthdays, home anniversaries. We're connecting with another
software to utilize sending them a gift card. Sending them a handwritten card from us on their
birthdays and anniversaries just to have a touch point with them.
Mike Novak:
[13:46] I think it's send cards that integrates with follow-up boss that can do it automatically for you.
Rachael Novak:
[13:50] AM cards.
Mike Novak:
[13:51] AM cards. Okay. Yeah. That's it. Send cards is the old one. Yeah. It's all about just knowing
what you're going to do and when you're going to do it. So it's consistent. A lot of people, like they
talk about wanting more sphere business, but they take absolutely no action in any organized way
to actually cultivate their sphere business. They think it's just going to drop on their lap and that's
not the way it works.
Rachael Novak:
[14:08] Exactly. Yeah. Yeah. That's absolutely true. I think people assume that posting on social
media and look at all these sales that I'm doing or look at these closings I'm having, and here's my
cute Canva infographic, that that is PCSOI reach out. And to be clear, y'all, that is absolutely not
PCSOI reach out. PCSOI reach out, a past client or a sphere reach out, is getting in relationship
with somebody. It's connecting with them where they are at. So if you want to use social media, we
do for sure, but get into communication with them, respond to their stories, text them something
that you saw an update in their life that they posted, like get into their life. Don't expect them to
jump into yours.

The Proven Leverage System

Rachael Novak:
[14:51] It's not going to be relatable until you actually want to relate with them.
Mike Novak:
[14:54] Totally and then the last one the proven leverage system so i mean obviously a system is
part of that leverage but what are some other things that we like to use for leverage that would be
part of like an overall structure and system personally and professionally.
Rachael Novak:
[15:06] Yeah so i mean let's start professionally professionally you know we've we've run the
showing partner model for many many years six or seven years now and it is it's a proven leverage
system it allows us to again stay in our lanes as agents be the ones driving revenue be the ones
having hard conversations converting clients negotiating deals but it frees us up from the more
time-consuming aspects of the real estate industry which is showing houses gathering information
making phone calls to to get HOA documents and asking questions of listing agents on different
listings. So a showing partner is a huge piece of leverage, especially as an agent who works with a
lot of buyers, right? That's an essential piece. Other things in our world that we utilize are a listing
coordinator and a runner. So we have a couple of people in our world who their entire job, their
entire role revolves around taking clients from now we've signed this listing and then nurturing
them, providing them value, getting them contractors.
Rachael Novak:
[16:09] Helping coordinate timelines, helping solve problems through that entire pre-listing process,
all the way to when we're about to hit the market. Agent jumps back in, has a price conversation,
sets expectations on the market climate, and takes over. So having that piece of leverage is huge
as well. There's a lot of real estate agents that think they need to do it all. They need to be the ones
who are staging it. They need to be the ones who are calling the contractors and meeting the
contractors out there. Meeting contractors or even sometimes staging properties is not a revenue
generating activity. That is a fulfillment activity. And anything that is fulfillment, that is fulfilling on a
promise that you as an agent have made, should be taken over by your leverage in your business.
Mike Novak:

[16:54] Yeah, that's where the mindset of being a seven-figure income earner is different than a six-
figure income earner. We look at ways to have other people do things so we can stay in our lane.

Rachael Novak:
[17:03] Exactly. On the personal side, when it comes to leverage, and this affects both professional
and personal, But having somebody come into our home, house clean, laundry, food prep, that has
been a complete game changer for our family. So we bring somebody in. She's wonderful. She only
works 15 to 20 hours a week. So it's incredibly affordable. But she takes the weight of all of our
laundry. She takes all of our, you know, gets the Instacart, puts all the groceries away, turns the
fridges, does food prep for us. So she she cooks up bulk proteins or slices proteins, makes rice,
does the things that we whatever we need her to do, tidies up the house, walks the dogs like it's an
all encompassing role in our life. But what that does is that allows us to be super, super present at
the office and at work. And so that we're not having to stress about I've got to get my laundry done

because I need this shirt for tomorrow or I've got to I'm out of gym clothes. So I need to go do a
load. Like we don't have that other, that stress, that underlying stress that a lot of people live their
entire life with not realizing that how much that actually takes away your brain space from getting a
bunch of shit done at work. So when you're able to pass that, that stuff off at home, know it's going
to be done, trust that person. It is worth a couple hundred bucks a week in order to be able to be
really present at work and be even more productive for sure.
Mike Novak:
[18:32] Yeah, maybe like some child care for your kids like we have a nanny Yeah, or an au pair and
then little things like Instacart we use as well So don't ever go shopping, So but as you can see like
this is not only just systems But it's also mindset like the mindset shift and growth to go from six to
seven figure income earner is absolutely massive And it's gonna require you letting go of a lot of
things you're holding on to really tight right now. So but if you're interested in more systems
obviously reach out to us these are things that we have systems on that we teach in our coaching
company to real estate agents so you're not just like left to wonder what to do for these things
we've got step-by-step SOPs for each and every one that we coach people to so that's it for this
week we will see you next week see you then.