January 25, 2025 • 26 mins
What if you could transform your business by simply optimizing your processes? Tune in as we chat with the innovative Atif Muhammad, a mortgage broker who left big banks behind to create his own success with Atlas Mortgage Group. Atif takes us through his captivating journey, revealing the secrets behind his thriving brokerage in Regina, Saskatchewan. His insights are invaluable for anyone looking to improve client onboarding and the overall client experience. Adav's emphasis on client-centric service not only builds loyalty but also efficiently scales a business without overwhelming its owner.
In this episode, we promise a deep dive into the world of automation and systems that can revolutionize your business operations. From leveraging BombBomb’s educational video emails to the intuitive scheduling power of Calendly, Atif shares actionable strategies that enhance client relationships while simplifying workflows. Discover how foundational tools like Zoho CRM, MailChimp, Twilio, and Zapier can elevate your productivity and ensure seamless communication, even when key team members are not around. We also cover the importance of standard operating procedures and strategic team meetings that prioritize company growth over mundane tasks. Get ready to unlock insights that can propel your business to new heights.
• Understanding the importance of a structured client journey
• Steps to enhance customer service without lengthy hours
• Utilizing automation tools to streamline communication
• Effective team dynamics and leadership strategies
• Engaging clients through consistent education and updates
Be sure to follow Atif Muhammad on all social media sites and register for the superstar summit in March 2025 where yours truly will be presenting on stage.
Follow Atif on instagram here
Email him for all your mortgage needs
atif@atlasmortgagegroup.ca
For more information or to connect directly with Scott visit www.tacticalagent.ca. Also follow and send Scott a Dm on INSTAGRAM, FACEBOOK OR LINKEDIN. Scott is also active on TIKTOK and YOUTUBE.
If you're currently stuck in your business and need advice, looking for mentorship or want a FREE coaching session contact Scott at the links above or send him an email at scottzrealtor@gmail.com
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
So you call yourself an entrepreneur.
Are you really a business owneror are you just an employee?
Do you have processes andsystems in place to scale your
business and free up your time?
On today's episode we have AdavMohamed, mortgage broker out of
Regina.
He walks us step-by-stepthrough his client journey, some
of the software and some of thesystems that he uses to scale
(00:22):
his business.
It's an amazing episode.
So set your speed to 1.5 or 2xand let's get tactical software
and some of the systems that heuses to scale his business.
It's an amazing episode.
So set your speed to 1.5 or 2xand let's get tactical.
Welcome to Tactical Agent, yourreal estate coach, in a box.
I'm your host, scott Ziegler,and if you're looking for no
nonsense, straight to the pointreal estate training, you're in
(00:42):
the right place.
Each episode we'll dive intoexpert interviews and break down
step-by-step strategies you canstart using right away to level
up your real estate game.
No fluff, no filler, just realworld advice and practical tools
to help you succeed.
So get ready.
This is where agents come toget tactical, tactical.
Welcome everyone, so glad tohave you with us on the podcast.
(01:45):
Today we have a guest out ofRegina, saskatchewan, adav
Mohamed.
He is a mortgage specialist, ateam leader and a entrepreneur
that I admire a lot based onwhat I see in his work ethic,
and I'm excited to get into someof that today.
Speaker 2 (02:02):
Adav, welcome to the podcast to getting into some of
that today.
Adaf, welcome to the podcast.
Thank you so much, scott.
That was a good introductionman.
You know I should introduce youto my wife sometime.
Amazing, actually.
I love your work.
I've been watching you for solong and you're the one of the
account I follow and I actuallylisten and watch every single
video, so you've done an amazingjob.
Speaker 1 (02:23):
Iron sharpens iron, so I appreciate that, oh thank
you so much so, just uh, just asa brief introduction out of um,
as I mentioned, you're amortgage broker, you run a team.
Um, maybe just give us a littlebit of a uh you know snapshot
of who you are and why peopleshould listen to you today yes,
so first I'm a father.
Speaker 2 (02:42):
Uh, that's like me first.
My daughter comes first beforeanything else.
So I have a daughter.
She's 13 months old.
I'm a husband, amazing wife.
I love her.
Without her, what she has doneI wouldn't be eight years.
I did mortgages with them forlike a year and a half and then
(03:06):
I found that again, nothingagainst the big banks.
I love big banks, I still workwith them too, but I wasn't able
to provide service and wasn'table to help clients in so many
different ways and left the bankcame to this side as a
brokerage channel, for it's been2019.
So yeah, five years, a soloagent for three years, three and
(03:27):
a half left.
Now I own Atlas Mortgage Group.
We are almost 12 agents in theteam.
We are in Saskatchewan, albertaand Ontario.
Speaker 1 (03:37):
Awesome and you know I've watched your success.
I've watched you build thisteam, and nobody builds a team
Nobody, you know expands intoother provinces without
providing good service, and oneof the things we're going to
talk about today is your.
You know, your your onboardingor your you know your client
journey process and I wonder ifyou can sort of take us through
(04:00):
that and obviously this will befrom a perspective of a mortgage
broker, but I think that youknow any real estate agents or
or even just entrepreneurs thatare going to be listening to
this can have some key takeawayson how you actually start to
finish process your clients andum, which obviously drives your
success.
So tell us a bit more aboutthat.
Speaker 2 (04:20):
Yeah, one of the things is, scott, I tell
everybody mortgage broker,realtors, we're all the owners
of a business that we run.
We have a business that we run.
That's what we do.
Now we can run businessesdifferent ways where you can get
up every single day and work 12, 14 hours a day.
Some people have systems inbusiness where they don't do
that much that many hours.
Some people have people runningthe business so they don't even
(04:41):
work or they work, but theywork not that many hours.
Right, running the business, sothey don't even work or they
work, but they work not thatmany hours.
So I call myself as a businessowner.
That's what I am mortgagebroker after.
Because every time I want tolook at something, I look at
what if I'm not there?
Can that happen without mebeing involved?
So the reason I say clientjourney is one of the most
important is that's where ourclients feel welcome and they
(05:01):
come to us and they find so muchvalue that they don't even pick
up their phone and call someoneelse or go online and look at
the rates online.
Why?
Because we've given them such agood value.
So the reason I'm so proud ofmy client journey is I sat down.
I locked myself for four monthsand I was like I'm gonna create
a client journey where everystage that when the client walks
(05:22):
into my door to leave my door,not even that after that, for
for lifetime, they will get somevalue from me, right?
So give you example if somebodycomes to us a pre approval,
we'll make sure in our clientjourney we have a set up where
they get the budget sheetthey'll get okay.
What's going to happen nextstage, when things not to do?
And the thing is you'd be like,but that's so common, everybody
(05:42):
can do it.
But do people do that ifthey're busy?
And if I ask you, if you have50 clients and you're dealing
with them every month, are yougoing to be providing service to
every single one of them thesame way?
And the answer will be no,unless you have a system and
people or people who's running asystem.
So you know, I always say thatto people.
So the reason is anybody who'slistening?
(06:04):
Client journey is so importantto make your clients feel
welcome, but we don't want toput too many hours because we
have so many other clients totake care of.
So we have automation set up inevery single stage, from the
clients walking to our doorRight now.
We just started somethingthat's called Strategy of the
Week.
Every Friday, I send out avideo to my client.
They got mortgage from me orthey didn't, doesn't matter, but
(06:26):
they'll get email from meteaching them something.
Speaker 1 (06:28):
Right, and so I know we're going to get into sort of
systems and software in a second.
But can you give us or I meanif you're able to sort of you
know point form, becauseobviously you don't need to go
through every every you knowstep of it, but you know, from
the moment you get a referral oran email can you kind of just
give us a snapshot of what thatmight look like for you as far
(06:49):
as how you communicate with themand how you move them along
that path?
Speaker 2 (06:55):
I push everybody to our emails and the reason is
because I want my clients to.
First of all, we have acalendar link.
That is so important to havethat.
But the reason I do it isbecause I want my client to
watch a one minute video, everysingle one.
I want them to know who I ambefore we just start working
right.
So what I do is if, let's say,if you call me, hey, if I'm
(07:15):
looking for a mortgage, I'm like, oh perfect, thank you for
calling me, scott.
And then I'll ask you where yougot my number from and the
first thing I'll do Scott, doyou have your?
Can you just send me an emailaddress and what I'm going to do
?
I'm going to send you anintroduction video, that video
and then there's a calendar linkwhere you can click and book
anytime.
That works.
There's a video of one minute Iwould love you to watch that.
It just talks about me andthere's at the bottom there's
(07:37):
some Google reviews that you canactually look through if you
want.
But I'm super excited to helpyou with my client journey.
The reason I do it is becauseI'm not on the phone looking for
the time with my client when tobook it.
I'm actually taking time onZoom to explain my clients
everything they need to knowwhen it comes to a mortgage
Right.
Instead of rushing it, takingapplication through the phone, I
pushed everybody to my thatintro email and then I let them
(08:00):
book a time that works for them.
Speaker 1 (08:02):
And do you find that most of your client interactions
, or at least the initial ones,are done via Zoom?
Speaker 2 (08:09):
Every single one.
Okay, you don't do a Zoom withme, I don't proceed further now,
if you're calling me like atif,I'm looking for a mortgage, I'm
losing my deposit and you knowI need two days.
Sure, I'll do it, becausethat's something that I'll do a
favor, but everybody goesthrough, because I want to get
to know who scott is no, youknow, I really like that because
the the picture that I have inmy head is just the word that
(08:30):
comes is professional.
Speaker 1 (08:31):
You know you're not just run and gun, and I know
that.
You know, even for myself as arealtor.
You know our businesses aresymbiotic but they're also a
little bit different.
As far as you know, we're morein the field versus, you know,
one-on-one on Zoom.
But I love the fact that youhave like, hey, if you want to
work with me, these are thesteps we push you to the Zoom.
(08:53):
We have that discovery call.
It also, I think, showscommitment on the client side to
say, hey, I've watched thevideo, I've booked the link,
I've attended the call and whatends up happening is now you've
solidified that relationship.
As you said, why would they gotalk to somebody else when
they've now committed three orfour steps and a discovery call?
(09:13):
So I like that a lot.
To me.
That just screams professional.
And then, from the discoverycall, obviously, you then
proceed with the collection ofdocuments or offers and working
with their agent Once they lockdown a property.
What does that kind of clientfollow-up look like once they're
under contract?
Speaker 2 (09:34):
We're really aggressive on that.
And the reason I say reallyaggressive is if Scott gives me
a live deal for his client, Iwant Scott to have a coffee like
this, like drinking right now,and not stressed.
If there's a time that Scottcalls me and says Atif, what's
the update?
I've missed something.
(09:55):
So the reason I took you tothat path because that's where I
had to sit down and understandwhat are the steps I need to
look at.
So when the deal goes live, youwill get three text messages as
a realtor from me.
The clients get about sevendifferent emails updating
different things.
Everything is a value, nothingis just going out.
But we will talk about dealsget approved.
But there's condition.
So you'll get a text messagesaying hey, scott, deals look
(10:17):
really good.
We have an answer there with apositive, but we're still
waiting for a couple of things.
So we don't say too much torealtors or partners because we
don't know if clients are okayor not.
But then we want our clients tounderstand that okay, you know
what Things.
But then we want our clients tounderstand that, okay, you know
what Things looking good, let'sjump on In a day.
If we don't give any update toone of you guys.
Then it goes to a red.
(10:38):
It's like, basically we havelike a thing in our CRM and then
we have to give some kind ofupdate to Scott right.
So now every stage from thereis about 12 stages.
I have all the way to fundedfrom live deal that gives update
, different stages.
Speaker 1 (10:54):
No, again.
The word professional just cameto mind and I think that for
anybody listening realtor,mortgage broker, entrepreneur I
think that we leave way too muchand I'm literally speaking to
myself when I say this I thinkwe just leave way too much to a
jotted down note, literallyspeaking to myself when I say
this I think we just leave waytoo much to a jotted down note
(11:15):
memory.
You know a reminder app, youknow something like that where
you know we're on the fly, we'llget to that later and I really
appreciate you know, not onlyfrom the, you know from the
realtor side when I know that mydeal is hinging upon you doing
your job and getting thoseupdates.
But, um, you know I appreciatethat that there are things that,
(11:36):
as professionals, that weshould be doing to make our
businesses actual businesses.
You know, we're not just notjust running around like
chickens with their head cut offand and you know the market
gets busy sometimes and you gotto do that.
But uh, no, I think, uh, I thinkthat that's super, super
professional of you and you saidsomething.
(11:57):
So I want to, I want to dig alittle bit deeper and this is
probably what I'm most excitedabout.
You know talking about yoursystems and your processes and
you know some of the softwareand tools that you use, but you
said that you kind of lockedyourself away for four months
and really broke down.
You know the journey of theclient, you know the tools that
(12:17):
you can use and I wonder if youcould maybe just talk about that
for a second.
Or you know, to the realtor orto the mortgage broker or
entrepreneur, listening, whatdid that process look like for
you?
Like, was it kind of just, youknow, brain dump and then start
to piece those things backtogether?
Did you use like some chat GBTto kind of brainstorm with you?
(12:40):
Because I think that agents andbusiness people oftentimes were
so in the deal, whatever thatdeal might look like that we
don't have time to step back andsay, okay, how do I figure all
this out and streamline myprocess?
So what did that look like?
That we don't have time to stepback and say, okay, how do I
figure all this out andstreamline my process.
So what did that look like foryou?
Speaker 2 (12:56):
Yeah, so the thing about, like you know, running a
business, you have to understandthe pain points on your
business, right, like what isthe things that you need to fix,
that you're not doing it.
But you have to be realistic toyourself means like, can I fix
it?
Or in our mind we always say,oh, that happened, but why did
that happen?
But I need to have a system.
So now we have two textmessages that goes out to our
(13:18):
client saying, hey, call thecall the lawyer right now, call
the lawyer now, 10 days before.
So now they're in urgentcalling the lawyer making sure.
Okay, I need to meet you before.
I'm not going to stay till twodays before possession because
you know what?
What if the things don't workout on time right.
So now what I did.
When I locked myself, I startedunderstanding okay, from the
deal coming in, right, the dealleaving my door means like leads
(13:40):
come in, stays the deals whenyou're doing approval, now
funding, after what stagesshould I add?
And what software?
So I'll tell everybody.
I'm like open book, I teacheverybody what I do.
I have BombBomb that I useevery client that walks into my
door.
And what is BombBomb does is Ihave automation created that.
Every client that comes to mydoor I want to teach them
something.
So what happens is for one yearthey get one video from me to
(14:04):
their inbox teaching themsomething about mortgage.
So that's the automation Ialready set up.
Now that's BombBomb.
So every time now I do apre-approval I feel good because
I know for one year they'regetting something from me.
Speaker 1 (14:16):
So, if I can, if I can jump in there for a second,
so your your bomb.
Bomb automation are thosepre-recorded emails that are set
to go out, or it's.
Or you, you record the emailthis wednesday and it goes out
on on the friday so that's withany deal that comes in, there's
a pre-recorded videos.
Speaker 2 (14:32):
That was done about like again long time ago, but
yeah, that was my first stepthat I added in mind like eight
months ago.
But now every time clients comein they get that video for one
year and it goes out every.
Every one month it goes out.
Speaker 1 (14:44):
So it's like a, like a drip campaign that goes out
exactly, okay, okay so now I canteach my client.
Speaker 2 (14:50):
Do you know the difference between deposit and
down payment, right, right.
Do you know the differencebetween fixed and variable?
Right, again, I am doing apre-approval and I'm doing other
things, like you know, butnothing wrong with just sending
them a reminder in their email,right, right?
Speaker 1 (15:16):
And from the realtor side of things, where I think
that those video emails go along, long way.
Obviously it's building rapport, but I do all of my market
evaluations through a screenrecord on BombBomb where I walk
them through the photos, all thedifferent listings, so that
when I get there to talk aboutprice they already know exactly
what I think the price is, how Icame up with the price and now
hopefully it's just a shortconversation.
So bomb bomb email videomarketing is super, super
(15:38):
powerful.
I don't think hardly anybodydoes it, so that's a great piece
of advice.
You had mentioned Calendly aswell.
It's something that I'vestarted to implement more.
But how have you found thatpiece to sort of streamline your
, your availability, or gettinga bunch of random calls and
random texts and and versus,just hey, we have a set time,
(15:59):
let's let's go for it so now youlike.
Speaker 2 (16:02):
You know people always ask me.
They're like oh, but if yousend out link, people want to
talk to you right now.
I don't have time right now.
My day is preset with thepeople who want to.
If you can give me 30 minutesof your time, maybe we shouldn't
work Right?
What I mean by that is I pusheverybody through my Calendly
because I work with my scheduleevery day.
So now I push everybody toCalendly because two things.
(16:23):
One, I have my fixed scheduleand fixed time that I do every
day.
Second is I want to be sittingin a place where I can teach you
everything when it comes toreal estate.
Speaker 1 (16:31):
I like that and I know a couple of agents that use
Calendly the same way you do.
It's like oh, you want to see ahouse, here's my availability.
Oh, you want to meet for alisting appointment, here's my
availability.
So I like that a lot.
What else are you using in thebackground for tools and systems
?
I heard you say that you hadsome assistants.
Are they local, are theyvirtual or what does that look
(16:54):
like?
Speaker 2 (16:54):
oh no, they're all local.
We have like one office thatthree of us sits and, uh, just
do deals every day.
That's all we do.
But um, for what I did first isI created a system right, basic
system and stuff.
Then I hired help.
Now they run my system in theback, so when we're going
through deals.
When they move the stages, thatgoes out to my client.
(17:15):
So right now for live deals, weuse this called zoho and we
added text message in there andI think the company called
twilio, twilio, something likethat.
Um, and then now again when Iwas adding text message, I'm
like my client's gonna be upsettheir text message coming from
one 800 number.
We have sent out more than 300clients.
Not even one client told me whythis number is texting me then.
(17:36):
Then email comes back to me andI'm like, wow, they're not even
just liking the text messageservice they're getting, they're
actually.
But now we can say the samething.
Why don't you just pick up yourphone and do all those things
again?
Is there's so many things youcan do in a day?
Right, I still want my peopleto feel relaxing hey, deal deal
has submitted and stuff likethat.
So live deals we do a it'scalled a Zoho CRM and then after
(17:57):
that we use MailChimp.
Mailchimp is our like marketing, like you know, hub, where we
do everything in using MailChimp, um, because I find that people
can unsubscribe, because I'mlike all about giving value, but
again there's, people don'twant to see me every week, so
MailChimp does a really good jobof people want to unsubscribe
(18:17):
or like they don't want to seethe emails again and things like
that, but all people want toengage back.
It does a really really goodtemplate stuff.
Speaker 1 (18:24):
So you use MailChimp as your CRM and as your weekly
newsletter, and then you connectyour BombBomb account to that
as well.
Speaker 2 (18:32):
So yeah, so how it works is it's called Zapier.
It is so tough to work withthat.
I've always paid somebody to doit.
But when I send out that emailand people book a time with me
through Calendly that timing thebooking, the email goes right
away to those three platforms.
So now I don't have to go andenter emails in BombBomb, zoho
(18:57):
or MailChimp.
That email would throw peoplein there.
Speaker 1 (19:03):
For anybody listening , zapier is kind of a website.
It's like if this happens, thenthat happens.
So when, when adif gets a, abooking, zapier triggers this,
that and the other thing tohappen.
And I would I would encourageeverybody go to go to youtube,
just google zapier.
Um, I'm looking at implementingit in my business as well and I
(19:26):
I think that linking all theselittle things will make a big
difference.
And the other thing I think outof you know, maybe corroborate
this or correct me if I'm wrongis that I think and I'm going to
bring it back to what we talkedabout I think agents just
really need to spend some time,turn their phone off, spend just
an hour and just think, thinkabout what could this look like,
(19:49):
what tasks don't I have to do,what tasks could I push off to
somebody else and what sops canI write?
I have a business partner herein the city who's all about sops
.
Um does a fantastic job withthose and I think that as things
grow, those sops become soimportant because you can.
You can duplicate yourself bypassing off those tasks to
(20:10):
zapier, to assistants, so thatyou can eat, like you said,
become a father or um, just getmore work done in a day and you
again.
Speaker 2 (20:20):
If I take you, like again, if you, if I take you out
of scott from the system, canyour system runs without you,
right?
So what I'm trying to say is,if I don't answer my call and my
team does it for now which Istill love doing the first call,
but let's just say we talkedabout in my team I said like
look what if I'm sick for three,four days, do I push my deals?
I won't why, because I have twoum people that's sitting in
(20:43):
there.
They can take one of the calland be like you know I'll be
sick, but I'm going to take youthrough and they will still get
the same service they have tobecause it's a system right,
Like if the system you're takingthe through the system, they
all will get the same service.
They will get the same videos,the same updates, without me
even being involved.
Speaker 1 (21:00):
Yeah, and, and, and, and.
As we wrap up here, take usthrough.
You know, briefly, how you like.
You've mentioned your team acouple of times.
You've mentioned the differentpeople you've hired for
different roles.
How do you, you know, motivateyour team, structure your team
and lead your, your team?
You know as a, as a team leader, as a business owner so that's
(21:21):
again.
Speaker 2 (21:21):
That's where getting coached from other coaches help,
because I bring so much valueto my team.
But we have a monday meetingthat we do every single Monday.
If you don't come to my Mondaymeetings for three weeks, you're
not in the team.
That's just me.
So I will basically let you go,because if I don't bring enough
value for you to give me anhour to a week, just don't be in
the team.
(21:41):
So that's the first thing thatI added.
That was last year and thensince then, when we basically
come on that call for one hour,we don't talk about mortgages.
We talk about how to grow abusiness.
We'll talk about strategies,we'll talk about tactics, we'll
talk about how to actually run abusiness.
So the way to actually tellpeople, hey, do these things, no
(22:02):
, you've got to show them howthis thing's done.
Now they have fire or theydon't, because not everybody is
going to be the same way.
So I've learned that, but Ihire, or they don't, because not
everybody is going to be thesame way so I've learned that.
Speaker 1 (22:17):
But I want everybody to be at the same place in the
same time, so now I tease them.
Hey, you want to do it?
No, if you don't, that's okay,let's hire someone.
I want to be on the next callanytime.
Send me the link.
Speaker 2 (22:22):
Make sure you're on the calls after that three
mondays or I'm gonna have to letyou go no, man, I appreciate
that.
Speaker 1 (22:28):
That's great advice.
I I think and I hope thatanybody that listens to this
episode, you know again, ispicking up that we have to run
our businesses like businesses.
We have to seek out people thatcan teach us how to do that.
We need to seek out softwarethat can teach us how to do that
.
And and you know, you've kindof hinted at this a couple of
(22:49):
times, but it's not to be, it'snot to, it's actually to provide
better services, actually tomake our client's journey easier
.
We think that if we're nothandling every aspect, that they
won't appreciate that, but Ithink that you've, you've really
shown us that that's.
That's not the case.
Before we wrap up here, for anyof the local Saskatchewan
(23:09):
realtors or mortgage brokersthat are listening, you do a.
Yes, it's called SuperstarSummit.
Superstar Summit in March.
Tell us a little bit about thatand also tell us where people
can, because I think peopleshould follow you on social.
So tell us about the SuperstarSummit when it is where people
can find information and wherepeople can find you.
Speaker 2 (23:29):
Yeah, so we do it once a year.
We started two years ago andnow what I do?
I bring all the local realtorsto come and speak for the other
realtors.
So we're trying to grow toRegina and Saskatchewan but
hoping this year we'll be ableto go out to every realtor in
Saskatchewan.
We had about 140 realtorsshowed up last year.
A lot of realtors talk abouttheir success, what they've done
(23:51):
, how they build a business, sowe keep it to three hours.
It's nine to 12.
We don't want to keep it longerthan that.
People come learn something andthey go home or they go back to
work.
It's going to be on March 6ththis year.
We are hoping, and so we arebringing somebody from Calgary
this time we are bringing alocal business from regina.
We're going to have threerealtors.
We're going to probably addsome saskatoon realtors too.
(24:12):
Um, and our goal is to make alocal event, free event to
realtors.
But um, thought about addingcosts.
But you know what.
This is just my thank you toyou guys.
So it's a free event.
You come have a coffee.
Snacks on me.
It said always a hotel.
Um atlas in regina.
Um, that's where we're going tobe having it, but link will
(24:33):
send out to everybody insaskatchewan, probably by next
week or the week after.
Speaker 1 (24:37):
Please rsvp, and we would love to see you there cool
and if you're listening to thepodcast, check out these show
notes.
I'll drop the link in there.
Um adif, I appreciate you, man.
Thank you for sharing with ourguests, thank you for sharing
with the listeners, thank youfor doing what you do and, yeah,
I'm stoked to work with you inthe future.
Speaker 2 (24:56):
Yeah, no, thank you so much for having me, Scott,
and so, as you do, keep doingthis, the things you're doing,
I'm a big fan of yours, thank,you Thanks again.
Speaker 1 (25:04):
Thanks for tuning in to Tactical Agent, your real
estate coach, in a box.
I hope you're leaving with someactionable steps to take your
real estate business to the nextlevel.
If you're ready to go evendeeper and want personalized
mentorship, accountability orcoaching, head over to
tacticalagentca or slide into myDMs to schedule a free coaching
session with me and let's buildyour success step by step.
(25:27):
Until next time, keep ittactical and keep pushing your
business forward, because Ibelieve in you.
We'll see you next time.
Outro Music.
So you call yourself an entrepreneur.
Are you really a business owneror are you just an employee?
Do you have processes andsystems in place to scale your
business and free up your time?
On today's episode we have AdavMohamed, mortgage broker out of
Regina.
He walks us step-by-stepthrough his client journey, some
of the software and some of thesystems that he uses to scale
(00:22):
his business.
It's an amazing episode.
So set your speed to 1.5 or 2xand let's get tactical software
and some of the systems that heuses to scale his business.
It's an amazing episode.
So set your speed to 1.5 or 2xand let's get tactical.
Welcome to Tactical Agent, yourreal estate coach, in a box.
I'm your host, scott Ziegler,and if you're looking for no
nonsense, straight to the pointreal estate training, you're in
(00:42):
the right place.
Each episode we'll dive intoexpert interviews and break down
step-by-step strategies you canstart using right away to level
up your real estate game.
No fluff, no filler, just realworld advice and practical tools
to help you succeed.
So get ready.
This is where agents come toget tactical, tactical.
Welcome everyone, so glad tohave you with us on the podcast.
(01:45):
Today we have a guest out ofRegina, saskatchewan, adav
Mohamed.
He is a mortgage specialist, ateam leader and a entrepreneur
that I admire a lot based onwhat I see in his work ethic,
and I'm excited to get into someof that today.
Speaker 2 (02:02):
Adav, welcome to the podcast to getting into some of
that today.
Adaf, welcome to the podcast.
Thank you so much, scott.
That was a good introductionman.
You know I should introduce youto my wife sometime.
Amazing, actually.
I love your work.
I've been watching you for solong and you're the one of the
account I follow and I actuallylisten and watch every single
video, so you've done an amazingjob.
Speaker 1 (02:23):
Iron sharpens iron, so I appreciate that, oh thank
you so much so, just uh, just asa brief introduction out of um,
as I mentioned, you're amortgage broker, you run a team.
Um, maybe just give us a littlebit of a uh you know snapshot
of who you are and why peopleshould listen to you today yes,
so first I'm a father.
Speaker 2 (02:42):
Uh, that's like me first.
My daughter comes first beforeanything else.
So I have a daughter.
She's 13 months old.
I'm a husband, amazing wife.
I love her.
Without her, what she has doneI wouldn't be eight years.
I did mortgages with them forlike a year and a half and then
(03:06):
I found that again, nothingagainst the big banks.
I love big banks, I still workwith them too, but I wasn't able
to provide service and wasn'table to help clients in so many
different ways and left the bankcame to this side as a
brokerage channel, for it's been2019.
So yeah, five years, a soloagent for three years, three and
(03:27):
a half left.
Now I own Atlas Mortgage Group.
We are almost 12 agents in theteam.
We are in Saskatchewan, albertaand Ontario.
Speaker 1 (03:37):
Awesome and you know I've watched your success.
I've watched you build thisteam, and nobody builds a team
Nobody, you know expands intoother provinces without
providing good service, and oneof the things we're going to
talk about today is your.
You know, your your onboardingor your you know your client
journey process and I wonder ifyou can sort of take us through
(04:00):
that and obviously this will befrom a perspective of a mortgage
broker, but I think that youknow any real estate agents or
or even just entrepreneurs thatare going to be listening to
this can have some key takeawayson how you actually start to
finish process your clients andum, which obviously drives your
success.
So tell us a bit more aboutthat.
Speaker 2 (04:20):
Yeah, one of the things is, scott, I tell
everybody mortgage broker,realtors, we're all the owners
of a business that we run.
We have a business that we run.
That's what we do.
Now we can run businessesdifferent ways where you can get
up every single day and work 12, 14 hours a day.
Some people have systems inbusiness where they don't do
that much that many hours.
Some people have people runningthe business so they don't even
(04:41):
work or they work, but theywork not that many hours.
Right, running the business, sothey don't even work or they
work, but they work not thatmany hours.
So I call myself as a businessowner.
That's what I am mortgagebroker after.
Because every time I want tolook at something, I look at
what if I'm not there?
Can that happen without mebeing involved?
So the reason I say clientjourney is one of the most
important is that's where ourclients feel welcome and they
(05:01):
come to us and they find so muchvalue that they don't even pick
up their phone and call someoneelse or go online and look at
the rates online.
Why?
Because we've given them such agood value.
So the reason I'm so proud ofmy client journey is I sat down.
I locked myself for four monthsand I was like I'm gonna create
a client journey where everystage that when the client walks
(05:22):
into my door to leave my door,not even that after that, for
for lifetime, they will get somevalue from me, right?
So give you example if somebodycomes to us a pre approval,
we'll make sure in our clientjourney we have a set up where
they get the budget sheetthey'll get okay.
What's going to happen nextstage, when things not to do?
And the thing is you'd be like,but that's so common, everybody
(05:42):
can do it.
But do people do that ifthey're busy?
And if I ask you, if you have50 clients and you're dealing
with them every month, are yougoing to be providing service to
every single one of them thesame way?
And the answer will be no,unless you have a system and
people or people who's running asystem.
So you know, I always say thatto people.
So the reason is anybody who'slistening?
(06:04):
Client journey is so importantto make your clients feel
welcome, but we don't want toput too many hours because we
have so many other clients totake care of.
So we have automation set up inevery single stage, from the
clients walking to our doorRight now.
We just started somethingthat's called Strategy of the
Week.
Every Friday, I send out avideo to my client.
They got mortgage from me orthey didn't, doesn't matter, but
(06:26):
they'll get email from meteaching them something.
Speaker 1 (06:28):
Right, and so I know we're going to get into sort of
systems and software in a second.
But can you give us or I meanif you're able to sort of you
know point form, becauseobviously you don't need to go
through every every you knowstep of it, but you know, from
the moment you get a referral oran email can you kind of just
give us a snapshot of what thatmight look like for you as far
(06:49):
as how you communicate with themand how you move them along
that path?
Speaker 2 (06:55):
I push everybody to our emails and the reason is
because I want my clients to.
First of all, we have acalendar link.
That is so important to havethat.
But the reason I do it isbecause I want my client to
watch a one minute video, everysingle one.
I want them to know who I ambefore we just start working
right.
So what I do is if, let's say,if you call me, hey, if I'm
(07:15):
looking for a mortgage, I'm like, oh perfect, thank you for
calling me, scott.
And then I'll ask you where yougot my number from and the
first thing I'll do Scott, doyou have your?
Can you just send me an emailaddress and what I'm going to do
?
I'm going to send you anintroduction video, that video
and then there's a calendar linkwhere you can click and book
anytime.
That works.
There's a video of one minute Iwould love you to watch that.
It just talks about me andthere's at the bottom there's
(07:37):
some Google reviews that you canactually look through if you
want.
But I'm super excited to helpyou with my client journey.
The reason I do it is becauseI'm not on the phone looking for
the time with my client when tobook it.
I'm actually taking time onZoom to explain my clients
everything they need to knowwhen it comes to a mortgage
Right.
Instead of rushing it, takingapplication through the phone, I
pushed everybody to my thatintro email and then I let them
(08:00):
book a time that works for them.
Speaker 1 (08:02):
And do you find that most of your client interactions
, or at least the initial ones,are done via Zoom?
Speaker 2 (08:09):
Every single one.
Okay, you don't do a Zoom withme, I don't proceed further now,
if you're calling me like atif,I'm looking for a mortgage, I'm
losing my deposit and you knowI need two days.
Sure, I'll do it, becausethat's something that I'll do a
favor, but everybody goesthrough, because I want to get
to know who scott is no, youknow, I really like that because
the the picture that I have inmy head is just the word that
(08:30):
comes is professional.
Speaker 1 (08:31):
You know you're not just run and gun, and I know
that.
You know, even for myself as arealtor.
You know our businesses aresymbiotic but they're also a
little bit different.
As far as you know, we're morein the field versus, you know,
one-on-one on Zoom.
But I love the fact that youhave like, hey, if you want to
work with me, these are thesteps we push you to the Zoom.
(08:53):
We have that discovery call.
It also, I think, showscommitment on the client side to
say, hey, I've watched thevideo, I've booked the link,
I've attended the call and whatends up happening is now you've
solidified that relationship.
As you said, why would they gotalk to somebody else when
they've now committed three orfour steps and a discovery call?
(09:13):
So I like that a lot.
To me.
That just screams professional.
And then, from the discoverycall, obviously, you then
proceed with the collection ofdocuments or offers and working
with their agent Once they lockdown a property.
What does that kind of clientfollow-up look like once they're
under contract?
Speaker 2 (09:34):
We're really aggressive on that.
And the reason I say reallyaggressive is if Scott gives me
a live deal for his client, Iwant Scott to have a coffee like
this, like drinking right now,and not stressed.
If there's a time that Scottcalls me and says Atif, what's
the update?
I've missed something.
(09:55):
So the reason I took you tothat path because that's where I
had to sit down and understandwhat are the steps I need to
look at.
So when the deal goes live, youwill get three text messages as
a realtor from me.
The clients get about sevendifferent emails updating
different things.
Everything is a value, nothingis just going out.
But we will talk about dealsget approved.
But there's condition.
So you'll get a text messagesaying hey, scott, deals look
(10:17):
really good.
We have an answer there with apositive, but we're still
waiting for a couple of things.
So we don't say too much torealtors or partners because we
don't know if clients are okayor not.
But then we want our clients tounderstand that okay, you know
what Things.
But then we want our clients tounderstand that, okay, you know
what Things looking good, let'sjump on In a day.
If we don't give any update toone of you guys.
Then it goes to a red.
(10:38):
It's like, basically we havelike a thing in our CRM and then
we have to give some kind ofupdate to Scott right.
So now every stage from thereis about 12 stages.
I have all the way to fundedfrom live deal that gives update
, different stages.
Speaker 1 (10:54):
No, again.
The word professional just cameto mind and I think that for
anybody listening realtor,mortgage broker, entrepreneur I
think that we leave way too muchand I'm literally speaking to
myself when I say this I thinkwe just leave way too much to a
jotted down note, literallyspeaking to myself when I say
this I think we just leave waytoo much to a jotted down note
(11:15):
memory.
You know a reminder app, youknow something like that where
you know we're on the fly, we'llget to that later and I really
appreciate you know, not onlyfrom the, you know from the
realtor side when I know that mydeal is hinging upon you doing
your job and getting thoseupdates.
But, um, you know I appreciatethat that there are things that,
(11:36):
as professionals, that weshould be doing to make our
businesses actual businesses.
You know, we're not just notjust running around like
chickens with their head cut offand and you know the market
gets busy sometimes and you gotto do that.
But uh, no, I think, uh, I thinkthat that's super, super
professional of you and you saidsomething.
(11:57):
So I want to, I want to dig alittle bit deeper and this is
probably what I'm most excitedabout.
You know talking about yoursystems and your processes and
you know some of the softwareand tools that you use, but you
said that you kind of lockedyourself away for four months
and really broke down.
You know the journey of theclient, you know the tools that
(12:17):
you can use and I wonder if youcould maybe just talk about that
for a second.
Or you know, to the realtor orto the mortgage broker or
entrepreneur, listening, whatdid that process look like for
you?
Like, was it kind of just, youknow, brain dump and then start
to piece those things backtogether?
Did you use like some chat GBTto kind of brainstorm with you?
(12:40):
Because I think that agents andbusiness people oftentimes were
so in the deal, whatever thatdeal might look like that we
don't have time to step back andsay, okay, how do I figure all
this out and streamline myprocess?
So what did that look like?
That we don't have time to stepback and say, okay, how do I
figure all this out andstreamline my process.
So what did that look like foryou?
Speaker 2 (12:56):
Yeah, so the thing about, like you know, running a
business, you have to understandthe pain points on your
business, right, like what isthe things that you need to fix,
that you're not doing it.
But you have to be realistic toyourself means like, can I fix
it?
Or in our mind we always say,oh, that happened, but why did
that happen?
But I need to have a system.
So now we have two textmessages that goes out to our
(13:18):
client saying, hey, call thecall the lawyer right now, call
the lawyer now, 10 days before.
So now they're in urgentcalling the lawyer making sure.
Okay, I need to meet you before.
I'm not going to stay till twodays before possession because
you know what?
What if the things don't workout on time right.
So now what I did.
When I locked myself, I startedunderstanding okay, from the
deal coming in, right, the dealleaving my door means like leads
(13:40):
come in, stays the deals whenyou're doing approval, now
funding, after what stagesshould I add?
And what software?
So I'll tell everybody.
I'm like open book, I teacheverybody what I do.
I have BombBomb that I useevery client that walks into my
door.
And what is BombBomb does is Ihave automation created that.
Every client that comes to mydoor I want to teach them
something.
So what happens is for one yearthey get one video from me to
(14:04):
their inbox teaching themsomething about mortgage.
So that's the automation Ialready set up.
Now that's BombBomb.
So every time now I do apre-approval I feel good because
I know for one year they'regetting something from me.
Speaker 1 (14:16):
So, if I can, if I can jump in there for a second,
so your your bomb.
Bomb automation are thosepre-recorded emails that are set
to go out, or it's.
Or you, you record the emailthis wednesday and it goes out
on on the friday so that's withany deal that comes in, there's
a pre-recorded videos.
Speaker 2 (14:32):
That was done about like again long time ago, but
yeah, that was my first stepthat I added in mind like eight
months ago.
But now every time clients comein they get that video for one
year and it goes out every.
Every one month it goes out.
Speaker 1 (14:44):
So it's like a, like a drip campaign that goes out
exactly, okay, okay so now I canteach my client.
Speaker 2 (14:50):
Do you know the difference between deposit and
down payment, right, right.
Do you know the differencebetween fixed and variable?
Right, again, I am doing apre-approval and I'm doing other
things, like you know, butnothing wrong with just sending
them a reminder in their email,right, right?
Speaker 1 (15:16):
And from the realtor side of things, where I think
that those video emails go along, long way.
Obviously it's building rapport, but I do all of my market
evaluations through a screenrecord on BombBomb where I walk
them through the photos, all thedifferent listings, so that
when I get there to talk aboutprice they already know exactly
what I think the price is, how Icame up with the price and now
hopefully it's just a shortconversation.
So bomb bomb email videomarketing is super, super
(15:38):
powerful.
I don't think hardly anybodydoes it, so that's a great piece
of advice.
You had mentioned Calendly aswell.
It's something that I'vestarted to implement more.
But how have you found thatpiece to sort of streamline your
, your availability, or gettinga bunch of random calls and
random texts and and versus,just hey, we have a set time,
(15:59):
let's let's go for it so now youlike.
Speaker 2 (16:02):
You know people always ask me.
They're like oh, but if yousend out link, people want to
talk to you right now.
I don't have time right now.
My day is preset with thepeople who want to.
If you can give me 30 minutesof your time, maybe we shouldn't
work Right?
What I mean by that is I pusheverybody through my Calendly
because I work with my scheduleevery day.
So now I push everybody toCalendly because two things.
(16:23):
One, I have my fixed scheduleand fixed time that I do every
day.
Second is I want to be sittingin a place where I can teach you
everything when it comes toreal estate.
Speaker 1 (16:31):
I like that and I know a couple of agents that use
Calendly the same way you do.
It's like oh, you want to see ahouse, here's my availability.
Oh, you want to meet for alisting appointment, here's my
availability.
So I like that a lot.
What else are you using in thebackground for tools and systems
?
I heard you say that you hadsome assistants.
Are they local, are theyvirtual or what does that look
(16:54):
like?
Speaker 2 (16:54):
oh no, they're all local.
We have like one office thatthree of us sits and, uh, just
do deals every day.
That's all we do.
But um, for what I did first isI created a system right, basic
system and stuff.
Then I hired help.
Now they run my system in theback, so when we're going
through deals.
When they move the stages, thatgoes out to my client.
(17:15):
So right now for live deals, weuse this called zoho and we
added text message in there andI think the company called
twilio, twilio, something likethat.
Um, and then now again when Iwas adding text message, I'm
like my client's gonna be upsettheir text message coming from
one 800 number.
We have sent out more than 300clients.
Not even one client told me whythis number is texting me then.
(17:36):
Then email comes back to me andI'm like, wow, they're not even
just liking the text messageservice they're getting, they're
actually.
But now we can say the samething.
Why don't you just pick up yourphone and do all those things
again?
Is there's so many things youcan do in a day?
Right, I still want my peopleto feel relaxing hey, deal deal
has submitted and stuff likethat.
So live deals we do a it'scalled a Zoho CRM and then after
(17:57):
that we use MailChimp.
Mailchimp is our like marketing, like you know, hub, where we
do everything in using MailChimp, um, because I find that people
can unsubscribe, because I'mlike all about giving value, but
again there's, people don'twant to see me every week, so
MailChimp does a really good jobof people want to unsubscribe
(18:17):
or like they don't want to seethe emails again and things like
that, but all people want toengage back.
It does a really really goodtemplate stuff.
Speaker 1 (18:24):
So you use MailChimp as your CRM and as your weekly
newsletter, and then you connectyour BombBomb account to that
as well.
Speaker 2 (18:32):
So yeah, so how it works is it's called Zapier.
It is so tough to work withthat.
I've always paid somebody to doit.
But when I send out that emailand people book a time with me
through Calendly that timing thebooking, the email goes right
away to those three platforms.
So now I don't have to go andenter emails in BombBomb, zoho
(18:57):
or MailChimp.
That email would throw peoplein there.
Speaker 1 (19:03):
For anybody listening , zapier is kind of a website.
It's like if this happens, thenthat happens.
So when, when adif gets a, abooking, zapier triggers this,
that and the other thing tohappen.
And I would I would encourageeverybody go to go to youtube,
just google zapier.
Um, I'm looking at implementingit in my business as well and I
(19:26):
I think that linking all theselittle things will make a big
difference.
And the other thing I think outof you know, maybe corroborate
this or correct me if I'm wrongis that I think and I'm going to
bring it back to what we talkedabout I think agents just
really need to spend some time,turn their phone off, spend just
an hour and just think, thinkabout what could this look like,
(19:49):
what tasks don't I have to do,what tasks could I push off to
somebody else and what sops canI write?
I have a business partner herein the city who's all about sops
.
Um does a fantastic job withthose and I think that as things
grow, those sops become soimportant because you can.
You can duplicate yourself bypassing off those tasks to
(20:10):
zapier, to assistants, so thatyou can eat, like you said,
become a father or um, just getmore work done in a day and you
again.
Speaker 2 (20:20):
If I take you, like again, if you, if I take you out
of scott from the system, canyour system runs without you,
right?
So what I'm trying to say is,if I don't answer my call and my
team does it for now which Istill love doing the first call,
but let's just say we talkedabout in my team I said like
look what if I'm sick for three,four days, do I push my deals?
I won't why, because I have twoum people that's sitting in
(20:43):
there.
They can take one of the calland be like you know I'll be
sick, but I'm going to take youthrough and they will still get
the same service they have tobecause it's a system right,
Like if the system you're takingthe through the system, they
all will get the same service.
They will get the same videos,the same updates, without me
even being involved.
Speaker 1 (21:00):
Yeah, and, and, and, and.
As we wrap up here, take usthrough.
You know, briefly, how you like.
You've mentioned your team acouple of times.
You've mentioned the differentpeople you've hired for
different roles.
How do you, you know, motivateyour team, structure your team
and lead your, your team?
You know as a, as a team leader, as a business owner so that's
(21:21):
again.
Speaker 2 (21:21):
That's where getting coached from other coaches help,
because I bring so much valueto my team.
But we have a monday meetingthat we do every single Monday.
If you don't come to my Mondaymeetings for three weeks, you're
not in the team.
That's just me.
So I will basically let you go,because if I don't bring enough
value for you to give me anhour to a week, just don't be in
the team.
(21:41):
So that's the first thing thatI added.
That was last year and thensince then, when we basically
come on that call for one hour,we don't talk about mortgages.
We talk about how to grow abusiness.
We'll talk about strategies,we'll talk about tactics, we'll
talk about how to actually run abusiness.
So the way to actually tellpeople, hey, do these things, no
(22:02):
, you've got to show them howthis thing's done.
Now they have fire or theydon't, because not everybody is
going to be the same way.
So I've learned that, but Ihire, or they don't, because not
everybody is going to be thesame way so I've learned that.
Speaker 1 (22:17):
But I want everybody to be at the same place in the
same time, so now I tease them.
Hey, you want to do it?
No, if you don't, that's okay,let's hire someone.
I want to be on the next callanytime.
Send me the link.
Speaker 2 (22:22):
Make sure you're on the calls after that three
mondays or I'm gonna have to letyou go no, man, I appreciate
that.
Speaker 1 (22:28):
That's great advice.
I I think and I hope thatanybody that listens to this
episode, you know again, ispicking up that we have to run
our businesses like businesses.
We have to seek out people thatcan teach us how to do that.
We need to seek out softwarethat can teach us how to do that
.
And and you know, you've kindof hinted at this a couple of
(22:49):
times, but it's not to be, it'snot to, it's actually to provide
better services, actually tomake our client's journey easier
.
We think that if we're nothandling every aspect, that they
won't appreciate that, but Ithink that you've, you've really
shown us that that's.
That's not the case.
Before we wrap up here, for anyof the local Saskatchewan
(23:09):
realtors or mortgage brokersthat are listening, you do a.
Yes, it's called SuperstarSummit.
Superstar Summit in March.
Tell us a little bit about thatand also tell us where people
can, because I think peopleshould follow you on social.
So tell us about the SuperstarSummit when it is where people
can find information and wherepeople can find you.
Speaker 2 (23:29):
Yeah, so we do it once a year.
We started two years ago andnow what I do?
I bring all the local realtorsto come and speak for the other
realtors.
So we're trying to grow toRegina and Saskatchewan but
hoping this year we'll be ableto go out to every realtor in
Saskatchewan.
We had about 140 realtorsshowed up last year.
A lot of realtors talk abouttheir success, what they've done
(23:51):
, how they build a business, sowe keep it to three hours.
It's nine to 12.
We don't want to keep it longerthan that.
People come learn something andthey go home or they go back to
work.
It's going to be on March 6ththis year.
We are hoping, and so we arebringing somebody from Calgary
this time we are bringing alocal business from regina.
We're going to have threerealtors.
We're going to probably addsome saskatoon realtors too.
(24:12):
Um, and our goal is to make alocal event, free event to
realtors.
But um, thought about addingcosts.
But you know what.
This is just my thank you toyou guys.
So it's a free event.
You come have a coffee.
Snacks on me.
It said always a hotel.
Um atlas in regina.
Um, that's where we're going tobe having it, but link will
(24:33):
send out to everybody insaskatchewan, probably by next
week or the week after.
Speaker 1 (24:37):
Please rsvp, and we would love to see you there cool
and if you're listening to thepodcast, check out these show
notes.
I'll drop the link in there.
Um adif, I appreciate you, man.
Thank you for sharing with ourguests, thank you for sharing
with the listeners, thank youfor doing what you do and, yeah,
I'm stoked to work with you inthe future.
Speaker 2 (24:56):
Yeah, no, thank you so much for having me, Scott,
and so, as you do, keep doingthis, the things you're doing,
I'm a big fan of yours, thank,you Thanks again.
Speaker 1 (25:04):
Thanks for tuning in to Tactical Agent, your real
estate coach, in a box.
I hope you're leaving with someactionable steps to take your
real estate business to the nextlevel.
If you're ready to go evendeeper and want personalized
mentorship, accountability orcoaching, head over to
tacticalagentca or slide into myDMs to schedule a free coaching
session with me and let's buildyour success step by step.
(25:27):
Until next time, keep ittactical and keep pushing your
business forward, because Ibelieve in you.
We'll see you next time.
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