26. How I transformed my call routine with Smart Lists

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Have you ever found yourself sitting in front of a seemingly endless list of contacts, unsure of where to start? This morning's episode of The Work From Anywhere Agent dives into the art of decluttering your calling list, a revelation I stumbled upon after realizing my lead generation was turning into a mountain of procrastination.

As I streamlined my approach from overwhelming chaos to strategic precision, I noticed how targeting those most likely to move kept my engagement high and my calls purposeful. Gone were the days of aimless dialing and waiting for a breakthrough. Instead, I uncovered the power of Smart Lists in defining my daily calling routine to prioritize genuine connections.

Tune into today's episode to uncover the eight game-changing Smart Lists that have transformed my daily outreach. From 'blazing hot' leads to those nurturing future plans, these lists ensure no opportunity falls through the cracks while keeping my outreach both effective and meaningful.

Let’s keep the conversation going! Join our Agent Facebook group to share your experiences, or join the upcoming Nurture Funnels challenge to further refine your own calling strategy.

Business Systems for Realtors Facebook group: https://facebook.com/groups/bizsystems.
7-Day Funnel Challenge: https://orbit.realestate/cnfin7days
Explore how you can team up with us at eXp: https://alexarosario.com/exp.

Episode Transcript

Speaker 1 (00:00):
In today's episode we're talking about the smart
list that I use when I'm callingmy database, and so this was
something that before we startedOrbit, when I was still using
follow a boss, I got reallyintentional about and carried
that practice over to Orbit.
If the smart list ends up beingtoo overwhelming and there's

(00:22):
too many people to call, then Iend up procrastinating much more
than I need to Versus when Iset up my smart list.
So I'm only talking to thepeople who are most likely to be
moving, most likely to bewanting to transact real estate.
That's when I stay really hyper, sort of committed and
interested in my own leadgeneration.

(00:43):
So my first list that I call ismy sphere, and I start with
that because it always feelsgood to start with someone who
actually wants to talk to you.
Typically, I call three or fourpeople from my sphere.
They're super quickconversations.
So when you first set up thislist, you're going to have like,
let's say, 100 or 200 orwhatever people on it.
These are people who you are inrelationship with, right, if

(01:06):
you were walking down the street, they would recognize you, you
would recognize them.
It's not like they're just likea name, there's like an actual
relationship there.
You know something about them,they know something about you,
and having this list first justmakes starting the calls much
easier.
Then my second list is what Icall blazing hot, and these are
people who have booked adiscovery call on my calendar

(01:28):
but didn't answer.
I've referred them to a lenderand so I'm waiting to hear back
from them.
All of those like random thingsSomeone who booked a
consultation.
We completed it, but theyhaven't signed the document yet,
and so we use our filters toset this up automatically, so
it's not like I have to go inand remember who hasn't answered
, and all of that.
Yet Having this list has beenone of my most profitable lists,

(01:50):
because it's people who alreadywant to do something and just,
for whatever reason, didn't takethe next step.
Sometimes it's because they getbusy or they get double booked
or whatever, and so we just makesure nobody falls through the
cracks.
List number three is my newpeople, so people who come into
the database from whether it'snetworking, or they text in the
number, they call us and I missthe call, they message us on

(02:12):
social media or they fill out aforum on our site, and so this
list is exactly as it sounds,all the new people coming into
the database, and so wedefinitely want to make sure
that we at least make contactwith them as quickly as possible
.
List number four is my hot leads, so people who I think are

(02:32):
going to do something within thenext three months.
That number can vary based onyou, your production, your
business, your preferences, yourlead sources, all of that.
Some people agents I know, whoused to be really heavily into
expires would say if they're notready to sign a listing
agreement in the next seven days, then they're not a hot lead.
People who only dorelationships and networking and
things like that will say threemonths or six months or

(02:54):
whatever.
You have to decide what makessense for you.
Three months seems to be a goodfit for me, and so my hot list
are people who you know they'rejust waiting on something to get
started.
List number five is my nurtures.
I used to put like a specifictime frame on this, but what
I've found is that, to me, anurture is somebody who has a
definitive timeline.

(03:15):
So whether it's because they'rewaiting on their kid to
graduate high school, or they'rewaiting on a court order, or
they're waiting on somethingspecific to happen, they're
waiting on a lease to end.
That to me, is someone who's anurturer.
They are someone who isdefinitely going to do something
, and so I call them every 30days.
And then I also have my sort ofcold people which are in what I

(03:37):
call C stage, and those arepeople who are like, yeah,
someday I'm going to dosomething, I just don't know
when.
This is a joint smart list andso those people I call every 90
days and it's just kind of acheck in to see how things are
going and see how their plansare coming along.
But that way we're able toreally be intentional about
calling the nurturers first andthen calling the sea people, and
so that way, as they movecloser to move forward, then we

(04:00):
move them into warm stage andthen I start calling them every
30.
List number seven is the actives, and so we don't have a direct
integration with an IDX platform.
On Orbit, however, I set up azap from RealScout to Orbit
which basically updates theirlast active date when they're

(04:21):
looking at properties on thesite, and so this list pulls up
everybody who's been looking atproperties and I call through
that list To me having adatabase of people who are
looking at properties, even ifthey're not ready to do anything
right now, is still going tokeep you top of mind and
reaching out to them in a verycasual way.
That's like hey, looks like youreached out about some

(04:42):
properties a while back and Ijust wanted to see if you had
already purchased or if that wasstill in the plans for you.
That was a script that Ilearned from Barry Jenkins from
YLOPO and that was kind of hisapproach and it really gets
received well, so long as yourtone does not sound like a
salesperson and you sound morelike a customer service rep, if
you will.
And then the last one is thehome values.
And if they're looking at theirhome value on RealScout, that

(05:05):
tells me that they might bethinking about moving, even if
they're not ready or committedto it yet.
But I want to start gettingback in front of them.
And so that's kind of the eightsmart lists that I call through
every day.
I will say that for the mostpart, most of my lists are
between, let's say, five to 10people at maximum, and even the
ones that are larger, like mysphere list, where I still only
call three or four or five ofthem every day.

(05:26):
And, as a word of advice, iflet's say, for example, you have
your sphere list and you have150 people on that list, if you
think about the goal is to callthem once every 90 days, there's
13 weeks in a year.
There's five days in each ofthose weeks.
So I would just do the math tosay, okay, 150 people, let's
actually use 195.
Because I think if you were tocall three people every day,

(05:48):
that's 195 people in the quarter, right?
So if you have, let's say, 195on your list and you call three
of them every single day, mondaythrough Friday, you know that
you're going to get to thebottom of that list and by the
time you get to the bottom, it'sthen going to start
repopulating.
And so using smart lists makesit so that when you sit down in
the morning and you start makingyour calls, it's not like who
am I going to call, what shouldI say?

(06:09):
You already know that thecontacts are bucketed.
It tells you exactly who you'resupposed to call, what to say
and how to say it.
I hope that this is helpful.
We are coming out with ournurture funnels challenge in
just a couple of weeks, and sothat is going to be focused
around organizing and activatingyour database, so that way we
can make sure that you'remaximizing your revenue from
that.