In most markets across the country we are in the peak buying season. More people looking, listing, offering, and putting together transactions than at any other point in the year. With graduations, schools letting out, and vacations on the way, it is really important that you are clear about your process and your timeline. The more people you have to handle, the more important it is that you have consistent and clear process. You and your team need to have great communication and set proper expectations for everyone you need to manage, because each client and every transaction is important.
We have spent a great deal of time talking here about how your systems and your process act as filters for the clients and referral partners you want to work with. At the very peak of the season, when you have the maximum number of pre-approvals looking, and transactions working through your system, if you and your team are not really clear, you are going to disappoint people and lose business. So take a moment and really drill down on the details and the timeline.
I have shared many success stories about clients who have learned to master their workflow. Since no two people or companies function exactly alike, it is important that regardless of how you are set up, you tie certain actions and activities to your timeline and certain times of the week to review and make adjustments. I don’t want you having meetings every day for the sake of managing your pipeline or to just have a meeting; but I do want everyone focused on the process and clear about turnaround times!
Everyone on the team needs to be a “check and balance” for the other members of the team. As a team member, it is your job to “own” your work and your part of the transaction. It is also important that you don’t interfere with the other team members while they are trying to do their job. Just like in baseball, two fielders can’t catch the same ball. Know and respect each other’s schedule and blackout times. Don’t overload team members with call after call or email after email. And yes, remove the “reply all” thought from your brain. Nothing is worse than being bogged down clear fifty versions of the same email.
Originators, be clear about setting specific times of the week to carry out specific actions. Things like referral partner visits can be put on a “route” and run each week so that you develop consistency in your prospecting. Funny how it is generally prospecting that becomes the first victim of improved production. People get a few transactions racing through the system and right away they become too busy to get out and prospect for new business. So sad; people work hard to generate some momentum and the first thing they do is cut off the very activities that created the opportunities.
Take a few minutes and be clear about your process. Make sure your prospecting is consistent and that you are keeping connected with your pre-approvals to be sure they are looking at property and to show them that you still want their business. Out of sight is out of mind. You disconnect and they will too!
So be grateful we are in our peak season, interest rates are reasonable and people want to buy homes. Purchase inventory is stretched thin, so be sure you work the plan with your agents to help generate a few new listings! Be certain you work your full document pre-approvals so that when they do find that special property, they have a competitive advantage over someone with just a quick online pre-qualification.
Use your tools to be the expert in your market. Set proper expectations and be sure you communicate the way the client wants!