The Blueprint for Lead Mastery

Struggling to keep up with leads from Zillow, Realtor.com, or referrals? In this episode of the Unstoppable Real Estate Agents Podcast, we break down how to build a lead management system that balances cutting-edge AI technology with authentic human connection. 

Key Takeaways:

• Train Your AI Assistant: Spend time letting programs like Claude or ChatGPT "interview" you. By sharing your strengths, weaknesses, and business history, the AI can generate content that actually sounds like you. 
• The "Two-Hour" Rule: Speed to lead is critical. Aim to respond within one to two hours, even if it's a quick text from a showing to let them know you'll call them back shortly. 
• Automate Your Sequences: Use AI to build specific email sequences (0–12 months) tailored to where the lead came from, ensuring no one falls through the cracks. 
• Social Media Nurturing: Connect with leads on social media and engage with their lives authentically—commenting on a beautiful yard or a recent vacation—to build a real relationship. 
• The Power of a Hand-Written Note: Keep a box of cards and stamps in your car. Use "idle time" during inspections or delays to write quick thank-you notes to stand out from the competition. 

Resources & Links:
Real Estate Systems Snapshot https://www.kimhughes.com/systems-snapshot/

Read the Blog: https://www.kimhughes.com/the-blueprint-for-lead-mastery/

Watch the Video: https://youtu.be/4ATFTj5R72k

Additional Resources:

📩 FREE RESOURCE: Download my Complete Checklist – 72 To-Do’s to Dominate Success in Real Estate to supercharge your strategy! https://www.kimhughes.com/72-to-dos/

Visit my website for FREE Templates: https://www.kimhughes.com/resources/free-downloads/

Power Strategy Call – Best 30 minutes you will ever spend discussing the struggles in your business as we create solutions that will set you up for unbelievable success! Go to http://www.TalkwithKimHughes.com

_____________________________________________________________________

Let’s Connect:

Facebook: https://www.facebook.com/KimHughesRealEstateVirtualAssistant
Instagram: https://www.instagram.com/kim_hughes_real_estate_va/
LinkedIn: https://www.linkedin.com/in/kimhughes-real-estate-marketing-and-business-expert/
Pinterest: https://www.pinterest.com/kim_hughes/ 

Like & Subscribe for more real estate tips, marketing strategies, and industry insights!

Transcript

SPEAKER_00 0:00

Hi everybody, it's Kim Hughes, and today we're going to talk about how you manage your leads. So Welcome to the Unstoppable Real Estate Agents Podcast. I'm your host and real estate productivity expert, Kim Hughes. Join me as we focus on real strategies and implement real solutions designed for you to achieve major success in your business and life while getting you organized. So if you're the agent who receives you get leads from, you know, Zillow, Realtor.com, Homes.com, you might receive leads from past clients, business associates. So you have all of these areas where you generate a lead. And it could be a buyer lead, a seller lead. But you need to make sure that you follow that through because what happens is if I'm going to refer someone to you, then that means that I trust you to take care of this person and their real estate needs, right? So if you don't follow up with that lead, that makes you look bad, but it's also going to make me look bad. And then I'm not going to refer anybody to you because I don't want to look bad either. And I don't want that person coming to me saying, Well, that agent never called me. And so let's put together a strategy that works for you as well as stays on top of what your leads are up to. Okay. So the first thing I'm going to recommend is that maybe you go into your AI program, whether this is a Chat GPT or your Claude, whatever you're using, and tell it to interview you. Now, I don't know if you've heard of this technique, but when I did it, I was blown away. So the first thing you want to do is open up your AI, and I'm going to just use Claude as my reference because that's what I use. I use ChatGPT as well, but Claude I like better because I like Claude for the privacy. And Claude is a little bit more aggressive, in my opinion. So when I started my Claude account, I went in and told Claude everything about me. I told it who I am, how long I've been married, how many kids, grandkids, what my personal life is all about. And then I started talking to it about my education, you know, um, what have I learned over the years and what got me to build the business that I have and how is my business after 25 years, you know? And I would tell it my struggles, my strengths. I would put in there, you know, if I was ADD, I would definitely tell AI, because then AI is going to know how to work with you through a, you know, the ADD. Or maybe your OCD, you know, always say I'm a little of both, um, which is can be a very dangerous combination because I can't stop creating because I want it to be perfection. And so I have to really sometimes just stop and say, that's good. I just don't need to keep spending my time on it when it's already good, right? So when you're telling chat GPD or Claude, um, you know, tell it everything about you, you know. Um, tell it how you like to work, how what your frustrations are, what gives you anxiety, what makes you happy in your work, everything about it. This will take a little bit of time. It took me probably about two hours, if not more. And I, because I wanted it to dial in so that I didn't have to keep correcting AI when it was working for me. So one of the things that I did was after I did that, then I gave it examples of my work. So I would upload um conversations. I uploaded, you know, analytics, I gave it my website link and told it to go review my website so it could know more about me. And then I had it do information on real estate agents so that it would understand the mind of a real estate agent. So this could be where you do the mind of a seller, the mind of a buyer. And that's going to help you put together a better system for your business. So when I did that, then I told Claude, I said, interview me, ask me questions to get to know me better and dive deep. Go deep. Don't feel like you're gonna hurt my feelings because I can always say no. I don't want to answer that. So when I finished everything, I went in and had, you know, Claude interview me. When it got finished, it was, I was shocked at how well it understood what I was trying to accomplish. So I do have Claude for my business and I have another AI for my personal. So that way I can keep them separate. But each, but my Claude knows my personal life because it has to know my personality, right? I mean, it has to know what I get frustrated with, what I don't, what I lack, you know, where I'm weak, where I'm strong, and go for, you know, all of that. So once I got that all set up, you know, and it did take a little time, I'm not gonna kid you, but it's worth every minute because of what the output is going to give you. Because you have to remember AI is only as good as you teach it, right? It's not gonna have feelings, it's not going to dive deeper into something that maybe it doesn't know to. So be very strategic with how you structure this. But then I want you to tell it, these are all the areas that I generate leads. And then you tell it everywhere you're generating a lead and then have it create for you a system of what happens when that lead comes in. It comes in, you identify it, you immediately want to respond at least within two hours, right? One hour is the best. But, you know, if you have, if you're in a closing or you're showing property, you can just, you know, when they're looking at a room in the house and you can kind of just step around the corner and send a text and go, hey, you know, hey, Kim, I got your text. I'm in a showing, I will reach out to you as soon as I get out. Is there anything that you need from me right this minute? Now, what's going to happen is when you say right this minute, they're gonna say, oh no, just call me or text me when you get done. Most people will do that because when you are introduced to a lead or a lead comes in, there's not urgency at that moment. Okay. So now that you've got the lead, the first thing you do, the minute you are free, is to sit down and call them or text them and say, Hey, is it a good I this is what I would do. I would text them and say, Hey, Kim, now is it I am now that I've gotten through my showing, I'm more than happy to give you a real quick call. Are you available? If not, what's a good time that I can call you back? And so then let's just say they go, Oh, you know, I'm tied up. I'm at the grocery store, call me back in 30 minutes. Okay, great. So 30 minutes, I always wait for 40. I give them an extra 10 because you know everybody's running behind. And then when I call them, that's when I'm getting all of their information. And then after I get off the phone with them, I'm going to immediately go into my CRM. I'm going to create a lead. If my system hasn't already done so, I'm going to feed it all the information. And then I'm going to tell ChatGPT or Claude, hey, I have a lead and I need to create an email sequence for this lead. So you can do a broader email sequence, which could be zero to three months, three to six, six to twelve, and so forth. When you do that and you set up your email sequences, then Claude is going to feed you that sequence. And then all you have to do is review it. Does it sound like me? Did it get it right? Do I need to add anything? Do I need to tweak it? You know, because what you're doing is you're having Claude work for you. Just like if you had an on-site assistant sitting right in front of you and you said, Hey, hey, Kim, I need an email sequence for a six to 12-month buyer. Create that for me, would you? Sure. I'll do that and I'll have it to you in a couple of days. AI is gonna do it right now. So then when you get it done, you've tweaked it, then go set it up into your CRM system. This literally would probably take you maybe an hour, if the most, and I'm giving you lead way. So here's a couple of things that you can do when these leads come in. You can tell Claude or your AI that you need an email sequence for leads that come in from Zillow. I need an email sequence that comes when I have leads from realtor.com. Then another one from Homes when I have a referral from a past client. So all of these ways that you're creating lead generation, you now have an email sequence that accommodates that particular client, right? So then when you put them in your CRM, you just click the button and you say, put them on my newsletter, put them on this email sequence, and then it goes out. Now, hopefully, in your email sequence for buyers, you're giving them the link to set themselves up on an email listing alert. Now, this has been around for years, so you should be able to go into your MLS and get that link. And you need to put into your email sequences, you know, maybe even the first one. Here is the link to my to set you yourself up on an email, uh, email listing alerts. This is where they can tell you exactly what they're looking for and where, and then their timeline. Now you have really generated a relationship, right? So, what I want to do from here is confirm that you have seen them in the system. So, you know, every day you're checking your system to see who has signed up for email listing alerts. So when they do that, then you see it. Then you want to send them a real quick text and just say, hey, Kim, saw that you set up your email listing alerts. I really appreciate you doing that. I'm gonna look at it, see if I can't help you kind of um find what's out actually out on the market. Sometimes I know about homes coming up before they actually hit, you know, something along that line to kind of make you the authority. So you could say something else, such as, hey, hey Kim, I saw that you signed up for my email listing alerts. I'm really excited to help you in this process. And here's the link to the market stats because I think it's very important for you to know what's going on into the in the market now that you are actively looking. You know, that kind of, you know, I'm paraphrasing. So, you know, take what you what works for you. So once you've done that and you've identified them and making sure that they're set up correctly in your CRM, then you don't have to do it again. You don't have to think about it, you don't have to put it on your to-do list or anything because you've done it. You've taken that moment and you've put them on there because that is money in the bank, right? So now you've got all these leads coming in, you've got them on your newsletter, you've got them on your email sequence. Now you're gonna go out to social media and you're gonna find them on social media and you're going to follow them. And when you do that, you're going to write a message on their profile, on their timeline that just basically says, Hi Kim, I'm so excited to find you here on Facebook, Instagram, LinkedIn, whatever. And then make a little comment about something. Maybe you go and look at what they've been posting to see if there's something that you can reply to, congratulate them on, you know, whatever. You know, maybe they posted pretty flowers from their yard. You know, you could talk about that. So always when you connect with someone on social media, don't just say, hey, it's great to connect. It's, hey, hey, Kim, great to connect here on whatever platform. I saw that you were just showing pictures of your yard with all the beautiful flowers. Oh my gosh, are you for hire? You know, that kind of thing, you know, and it breaks the ice with people and it makes them because people love to be loved on, right? So find something that you can love on them. You know, pretty yard, bought a brand new car, their kid just graduated, they went on a nice vacation, you know, whatever. They had their sister came in uh for a week, you know, whatever that is that you can enhance on, you know, and talk about with them and make them feel like you really did take a minute to get to know them. And that's what it's all about. It's about engagement, nurturing relationships. I mean, just think if you, your friends, your family, you love on them. So now let's just expand it to another, another level, right? Okay. So these are the tips that I hope that you can implement right away and give you something to think about. Because when you have a really strong lead generation program or a system in place, then your business is going to flourish because you're getting the leads, you're nurturing the leads, and you're taking care of them. So you're not just saying, oh, I'll get to them tomorrow. You cannot do that when they come in. You know, you've got to move as quickly as you possibly can to reach out to that lead to let them know, hey, I'm here, I'm just not available at the moment. And believe it or not, people will appreciate that instead of waiting two or three hours for you to reach out to them. So when you are thinking of creative ways to stay on top of your lead generation, you know, one way is to get your anniversary cards, your birthday cards, just thinking of you cards, you know, and you can go to the Dollar General, the Dollar Tree, and you can buy these cards in packages or individuals. So what I would recommend is you stock up on your birthday cards, your home anniversaries, thank you cards, and just because, and keep them where you can access them quickly. So, what I would do is put them in a box, get my stamps, put those in a box with a pen and all the things that I need. So, if I am sitting in my car um waiting for someone to show up for a showing and I have 10 minutes, I can write a card. If I'm sitting in inspection, I can write a card. Um, if I am at a lunch date and I'm there before they are and they're, you know, gonna be five or ten more minutes, grab them out of my bag and write a card. So this is what I would recommend to you because this is going to be such a huge benefit for your business, and it is received so well by your audience, but yet people and agents lack taking the time to do it. So make it convenient for you. Put a stack in your car. If you have a tote bag that you carry around, put some in that, keep some at home, keep some at the office, you know, wherever you are, put a stack, you know, maybe 10, maybe five, and make sure you have everything together. So you can go to the Dollar Tree and find some little organizational, you know, box to put everything in and then store them at different places in the home. I know I'm kind of diving deep on this, but I'm telling you how well it works. And if you've ever done it, you know it works. And if you kind of slacked off, come on back, we're gonna get it going again. That's all you got to do is just pick it up and keep moving. All right. So the tips that I've given you for lead generation will work. You just got to make time to strategize on how you're going to make that, how to implement that into your business. So I hope that you will take a minute, think about what we've discussed today and how you can use that to move the needle in your business and start building that pipeline of leads. Okay. So thank you so much for joining me today, and we will talk to you next time. Thank you so much for tuning in. And if you know someone, and I bet you do, who would appreciate this podcast, please share it with them. As a reminder, this podcast can be delivered directly to your favorite device by using the subscribe links you can find in the show notes below or over at unstoppable realestateagents.com. Remember, it takes as much energy to wish as it does to plan. Have a great day.