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Nick Fundytus Realtor Wiki
  1. Overview
    1. Organizational Structure and Role Descriptions (2023)
      1. Organizational Structure (Midsize Team)
      2. Job Description - Listing Manager/Transaction Coordinator
        1. LM1.1 - Oversee all aspects of sellers transactions from initial contact to executed purchase agreement. (2022)
        2. LM1.2 - Prepare all listing materials (2022)
        3. LM1.3 - Prepping a property for listing
        4. LM1.4 - Obtain all necessary signatures
        5. LM1.5 - Coordinate showings
        6. LM1.6 - Obtain feedback from showings on our listings
        7. LM1.8 - Coordinate all public open houses and broker open houses
        8. LM1.9 - Input all listing information into MLS and marketing websites
        9. LM1.10 - Submit all necessary documentation to office broker for file compliance (2022)
        10. LM1.11 Input all necessary information into client database and transaction management systems.
        11. TC1.3 Coordinate mortgage and appraisal processes.
        12. TC1.4 Coordinate inspections and coordinate completion of repairs.
        13. TC1.5 Regularly update & maintain communication with clients, agents, title officer, lender etc.
        14. TC 1.6 Submit all necessary documentation to office broker for file compliance
        15. TC 1.7 Coordinate moving/possession schedules.
        16. TC1.8 Schedule, coordinate & attend closing process.
      3. Job Description - Buyer Specialist
        1. Schedule - Buyer Specialist - Typical Week, Weekly Schedule (2023)
        2. BS1.23 - Preview Homes (2022)
        3. BS1.24 - Host an Open House (2022)
      4. Job Description - In-House Inside Sales Agent 2022 (In Draft)
        1. ISA schedule 2022
        2. ISA Scripts/Training
        3. Objections
      5. Job Description - Inside Sales Agent (ISA)
      6. Job Description - In-House Videographer (2022)
        1. Schedule - In-House Videographer
      7. Job Description - Lead Buyer's Agent
        1. Schedule - Nick - Typical Week, Weekly Schedule (2023)
      8. Job Description - Listing Agent
      9. Job Description - Marketing Director and Administrative Manager
        1. Schedule - Marketing Director and Administrative Manager - Typical Week, Weekly Schedule (2023)
      10. 2023 Job Description - Associate Realtor - "Paper Agent"
      11. Job Description - Runner
      12. Job Description - Sales Manager
      13. Job Description - Showing Assistant
      14. Showing Assistant 2022
      15. Compensation Model
    2. Our Current Team (2023)
    3. CEO Tasks
    4. COO Tasks
    5. CFO Tasks
  2. My Brand
    1. Values and Controversy Policies (2024)
  3. Marketing Overview (2023)
    1. Ads
    2. Client Events
      1. Old Procedures for Reference
      2. Holiday Kick Off Party
      3. Bonspiel for Shelter
      4. Tire Change Day
    3. Blog
    4. Content Marketing Hub and Spoke
    5. Giveaway Contests (Social)
    6. iXact eNewsletter
      1. iXact Monthly Email Newsletter Video Embed Workaround
    7. Bombbomb E-Blast
    8. Market in a Minute
    9. Our Website - nickfundytus.ca
    10. Monthly Market Summaries
    11. Open Houses
    12. Lead Magnets - How To Create a Lead Magnet
    13. Paid Promotions Guidelines
    14. YouTube Best Practices
    15. Karim's Lead Source - Chloe
      1. Outline & Analysis
    16. In-House Listing Videos
    17. Weekly Content Roundup Procedures
  4. Common Tasks and How-To's
    1. Ads - Create a Facebook Lead Ad for a Listing (2022)
    2. Buyer Specialist - People - Getting Into a Routine
    3. Buyer Specialist - Clients - Showings - Booking Showings
    4. Buyer Specialist - Clients - Showings - Communicating Showings With Clients
    5. Buyer Specialist - Leads - Systemic Follow-Up
    6. Buyer Specialist - People - How to Organize People to Reach Them
    7. Buyer Specialist - People - How to Lead Generate
    8. Calls - Reasons to Call Someone
    9. Client Service - How to do a weekly update.
    10. Closing - What Forms Are Sent Where
    11. Commissions - Entering team commissions in NexOne (2023)
    12. Contests - How to Export from KingSumo to Bombbomb
    13. Courier - How to Courier an Item or Document
    14. CRM - Client Record Audit
    15. COVID-19 - Special Procedures
    16. Drive - How to Organize Google Drive
    17. Final Walkthrough - How to Schedule a Final Walkthrough with a Client
    18. Firm Sale - Sales Assistant Commission
    19. Firm Sale - Sales Assistant Invoice (OLD PROCESS)
    20. Forms - Sales Assistant (SA) Invoice (2021) Procedure
    21. Leads - How to write a calendar invitation to a lead
    22. Leads - How to write a postcard to a new lead.
    23. Leads - How to Introduce Yourself to a New Lead
    24. Listings - Gathering Listing Activity Feedback (2023)
    25. Meetings - Daily Check-ins
    26. Meetings - How to Run a "Same Page" Meeting
    27. People - Accounting and Bookkeeping
    28. Showing Time - Setting Up
    29. How to create a YouTube Thumbnail
    30. Follow Up Boss - How to send a batch email to just your own clients.
    31. Organization - Marketing Administrator Calendar Reoccurring Items
      1. Communication Channels Check Communication Channels Check + Last Minute Tasks
      2. Daily Check-In
      3. 3pm Check-In
      4. Filling Out The Scorecard
      5. Social Media Statistics
      6. Ongoing Listing Client Weekly Market Reports
    32. Prospecting - Power Hours 2024
    33. How to Record and Publish a Client How-To
    34. How To - Referral Form
    35. How to hold an Open House
  5. Glossary - Definitions and Terms
  6. Listing a Property for Sale
    1. Winning the Listing
    2. Pre-Listing Phase
      1. How to Create an Exclusive Feature Sheet on Beacon.by
      2. How to Create a Feature Sheet in Beacon.by
      3. Inputting Information for a New Listing in to Matrix
      4. Adding Pictures to a Matrix Listing
      5. Setting Up ShowingTime For a New Listing
      6. OLD - Putting a New Listing on The Website
      7. Preparing Documents for Electronic Signing
    3. Exclusive Listing Phase
    4. Listing Procedures (Old Procedures for Reference)
    5. Listing Paid Marketing
    6. Forms You Will Need - Listing
    7. Open House ShowingTime & Website Set Up 2022
    8. How to Cancel a Listing
  7. Buyer Agent Systems
    1. Sales Assistant Invoice
    2. The Sales Funnel
    3. Karim's Social Media Profile
    4. Buyer Specialist - What Do I Do Every Day?
    5. Working with a Buyer
      1. Winning/Nurturing The Opportunity
        1. Buyer Leads
        2. Buyer Presentation (2024)
        3. Karim - Lead & Buyer Scripts
      2. Getting The Buyer Rep and Pre-Approval
      3. Active Buyer Client
        1. How to Book a Showing
        2. Karim - How to Write an Offer - Information Needed From Clients Script
        3. Forms You Will Need - Buyer
        4. Karim - Scripts
      4. Buyer Conditionally Accepted
        1. Karim - Buyer's Accepted Offer - Further Information to Collect + Script
        2. Depositing a Cheque with Another Brokerage
        3. Completing a "Receipt of Funds"
        4. Sending Documents to the Lawyer & Mortgage Broker
      5. Firm (pending) Offer
      6. Buyer Procedures (Old Procedures for Reference)
        1. Old Buyer Presentation (Reference Only)
        2. Old Buyer Presentation (Reference Only)
        3. Old Buyer Presentation (Reference Only)
  8. Standard Forms
    1. Filling Out Forms
    2. Agreement of Purchase of Sale (Course with Kerri McGee)
  9. Team Forms
  10. Tools and Apps
    1. Agent Resources
    2. Beacon.by
    3. Bombbomb
      1. Bombbomb and Youtube: Transfer Videos
      2. Bombbomb E-Blast
    4. Defunct Apps
      1. Canva
      2. Kashoo
      3. RLP Smart Studio
      4. Trello
      5. Twitter
      6. Veem
    5. df.ai
    6. Fiverr
    7. Followup Boss (CRM)
      1. Follow-up Boss Sources, Stages and Tags
      2. Creating a Client Profile and Tagging
      3. FUB Smart Lists Criteria
      4. FUB - Using the Dialer
      5. Convert Leads into Prospects - "7 Days of Love" 7 x 7 Touch Program (2022)
    8. Google Tag Manager
    9. iXact Contact (CRM)
    10. Keywordsearch.com
    11. Matrix
      1. How to Book a Single Showing
    12. Nexone (Faltour)
      1. Creating a client, listing or deal the right way (2024).
      2. How to Mark Up a Counter-Offer for E-Signatures
      3. How to Create and Upload FINTRAC Forms
      4. Finalizing in Nexone
      5. Nexone - How to Check Through Listings and Transactions
      6. File Naming Conventions When Uploading
    13. Nickfundytus.ca
    14. Prezi
    15. Showing Time
    16. Webforms
    17. Misc. Websites and their uses
    18. Instagram
    19. Slack
    20. Shorby
    21. VistaCreate
      1. VistaCreate (formerly Crello) Templates - 2022
    22. Ottawa Neighborhoods - Districts
    23. Condo Amenities' Locations
    24. Fundytus.inc Recording Equipment List
  11. Contacts and Professional Referrals
  12. Further Learning
    1. The Complete Copywriting Course - UDEMY
    2. CREA Logo Usage Rules - 2022
    3. Fundamentals of Digital Marketing
    4. Getting a business online
    5. Nick's Training Courses
      1. Building a Lead Generation System (2022)
        1. Framing My Lead Source
          1. Example Lead Source
          2. Lead Source: Downsizing seniors
      2. ChatGPT and AI for Realtors
      3. Ten Key Systems (2022)
        1. CRM System (2022)
        2. E-Mail Service Provider (2022)
        3. Social Media Management (2022)
        4. Lead Generation Systems (2022)
        5. Meeting System (2022)
        6. Tracking and Measuring (2022)
        7. Conversion (2022)
        8. Transaction Management (2022)
        9. Note-Taking Systems (2022)
        10. Project Management (2022)
    6. Onboarding for New Team Members
      1. Buyer Specialist - Contract and Splits Chart
      2. Realtor - New Team Member Onboarding (2023)
      3. Training: Editing Our Wiki
      4. Training: Goal Setting
      5. Training: Three-Legged Stool Model
      6. Training: Organizational Chart
      7. Training: Daily Check ins and Level 10 Meetings
      8. Training: Periodic Review
    7. Tom Storey Seminar Notes - 24% Return on Database
    8. Tom Storey Ultimate Listing Presentation
    9. YouTube Lessons
  13. 2023 Updates
    1. Systems - Overview
      1. Podcasts - How to publish an episode to Simplecast from Google Drive
      2. Creating an Opinion of Value in Prezi Video
      3. Creating a New Client Folder for Buyer or Seller
      4. Forms - Buyer Closing Checklist
      5. Forms - Buyer Intake Form
      6. Forms - Seller Closing Checklist
      7. Forms - Seller Intake Form
      8. Meetings - Weekly "Level 10" Meeting
      9. Video - How to pitch and record a Client Video
      10. Referrals - How to send a referral to a Realtor in another market
      11. Sales Training - Conversion U
      12. Podcast - Overview of Creating, Publishing and Promoting an Episode (2022)
  14. Content - Ottawa This Week
  15. Content - New Build Experience (2022)
  16. Content - Home Stuff You Should Know (2022)
  17. Listing Manager/Transaction Coordinator Schedule - Typical Week, Weekly Schedule (2023)
  18. Lead Sources and Transaction Types - Definitions (2023)
  19. Integrated Marketing Plan (2024)
    1. 1YNP - One Year Nurture Plan (2024)
    2. AEU - Annual Equity Update (2024)
    3. Client Events (2024)
    4. Leads - How to Convert New Leads (2024)
    5. Listings - Leveraging Listings to meet more clients (2023)
    6. Matrix - Matrix as a Marketing Tool (2024)
    7. Paperwork - Paperwork as a Marketing Tool (2024)
    8. Solving Problems - Problems Can be a Marketing Opportunity (2024)
    9. Referrals - Systems for Generating Referrals (2024)
    10. W&Q - Weekly and Quarterly Updates (2024)
    11. WCR - Weekly Content Roundup (2024)
    12. WNE - What's Next Emails For Each Stage (2024)
  20. Listings - Preparing and Launching a Listing (2023)
  21. Team Email Signatures
  22. Nickfundytus.ca 2024
    1. Adding a Listing on nickfundytus.ca
    2. Navigating Nickfundytus.ca/admin
    3. Weekly Content Roundup - How to Post Coffee with Karim
    4. Weekly Content Roundup - How to Post Deal of the Week
  23. 2024 Team Game Plan
    1. 2024 AP - Set a clear budget (incomplete)
    2. 2024 AP - Prioritize remarketing and lookalike audiences (incomplete)
    3. 2024 AP - Block time for reverse prospecting
    4. 2024 AP - Create Consistency in Seller Follow-up
    5. 2024 AP - Create Standards for the Closing Process (Incomplete)
    6. 2024 AP - Clarify what we're measuring
    7. 2024 AP - Hold each other accountable for the actions that we're taking (Incomplete)
    8. 2024 AP - Keep FUB Tight and Well-organized
    9. 2024 AP - Run new ad campaigns
    10. 2024 AP - Refuse Overpriced Listings
    11. 2024 AP - Improve the listing process to be more intentional
    12. 2024 AP - Improve the Buyer Process to be more intentional
    13. 2024 AP - Hire three new Buyer Specialists in 2023. Keep 2
    14. 2024 AP - Revise Marketing Spend for Listings
    15. 2024 AP - Bring 3D Photography In-House
    16. 2024 AP - Launch Weekly Email
    17. 2024 AP - Launch Quarterly Print Newsletter
    18. 2024 AP - Activate Drip Campaign for ALL Leads
    19. 2024 AP - Print Materials for Listing Launch and Closing Baskets
    20. 2024 AP Set standards for sending referrals to team members
    21. 2024 AP - Relaunch Ourbeaconhill.ca (incomplete)
    22. 2024 AP - "Hire" Volunteers for ourbeaconhill.ca (incomplete)
    23. 2024 AP - Display our team and individual goals clearly in the office.
  24. Our Team's Most Requested Resources
  25. 2025 Team Game Plan
  26. * NEW *Prop T/X
CRM System (2022) {{ currentPage ? currentPage.title : "" }}

Summary

Explanation of our team’s CRM System

Software

Our team uses Follow Up Boss as our team’s CRM. Note that we also subscribe to iXact, but this is merely to power our monthly e-newsletter and printed newsletter.

How this system works

  • Our CRM has all of our current clients, past clients and leads in it.

  • It serves as the central “source of truth” for all of our client data and contact details. It must be kept up-to-date so that other systems can check the validity of their data against this system.

  • The team’s administrator is responsible for maintaining the accuracy of the database.

  • Clients are segmented through a variety of stages and tags associated with their profiles.

  • We use Follow Up Boss because:

    • It is inexpensive relative to the benefit that it brings. It is a net profit centre.

    • It has a shallow learning curve relative to other CRM’s.

    • It can be adapted to various roles, such as lead, buyer specialist, admin and ISA, without interfering with each other.

    • It has a robust mobile app

    • It has a “dialer” for making, logging and recording calls (useful for taking notes or coaching).

    • It has a central activity field for each client so we can seamlessly hand off clients and cover for each other.

    • It integrates well with our other systems, particularly Gmail and our lead generation channels.

    • It uses an intuitive Kanban-style board for deal pipelines

    • The smart list filtering system provides an intuitive way to follow up and convert leads.

    • It improves the efficiency of other systems, such as:

      • Lead Generation (smart lists, labels, tagging for client events or other criteria)

      • Lead Generation (provides a destination for new leads)

      • Tracking and Measuring (shows where opportunities are in our deal pipeline)

      • Conversion Systems (records calls, lead sources and client touches)

System Must-Haves

  • Stages: We mark all CRM entries by stage, including:

    • Lead,

    • Cold

    • Warm

    • Hot

    • Nurture

    • Trash

  • Tags: We tag all CRM entries, including:

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