DESCRIPTION: PriceFinder gathers the most up to date property ownership and sales information
WHY IS IT USEFUL FOR YOUR BUSINESS? During a presentation, or while down at the shops, I can access property information, showing clients that we have instant access to data
WHAT MAKES IT GREAT? It generates accurate property sale, rental and potential yield estimates instantly for any property in Australia
$: Free to subscribers
DESCRIPTION: An exclusive Inspectrealestate.com app that allows tenants to book in for viewings
WHY IS IT USEFUL FOR YOUR BUSINESS? Stops clashing meetings and speeds up the process of filling properties for our landlords
WHAT MAKES IT GREAT? Tenants receive confirmation notifications regarding times direct to their phone and email
DESCRIPTION: Searches for properties based on a number of different criteria including price, number of bedrooms, suburb/location etc
WHY IS IT USEFUL FOR YOUR BUSINESS? When tenants apply for properties with us, we encourage our prospective tenants to look for properties via the Integrity app. This then eliminates them looking for vacant properties via other agencies
WHAT MAKES IT GREAT? Each listing has a detailed description, colour photos, floor plans and a map locator
- NOTES APP
DESCRIPTION: Allows the user to write and store notes without ever reaching for a pen or paper
WHY IS IT USEFUL FOR YOUR BUSINESS? During appraisals I take notes on the property on the iPhone notes app, collecting detailed information that I can email directly back to the office and copy and paste into my database
WHAT MAKES IT GREAT? Any follow ups that need attending to are emailed directly to my inbox, so I’m not relying on my memory
- iPHONE CAMERA APP
$: Free with your iPhone, but you can upgrade to better versions
DESCRIPTION: The camera included with your iPhone
WHY IS IT USEFUL FOR YOUR BUSINESS? One of the points of difference that I have when listing properties is being able to video a pre settlement inspection for clients
WHAT MAKES IT GREAT? I can, and do, video property inspections for investors, and upload them directly to their inbox for final approval
- Arrears checklists
- Routine inspection checklists
- Outgoing or ingoing checklists
- Tenancy application checklists
- Viewings conducted
- Lease checklists
- KPIs can cover the above too
- Tenants in arrears
- Ingoings and outgoings performed
- Routines carried out
- Lease sign-ups
- Lease renewals
- Rent increases
- Applications processed
- Applications approved
- Maintenance requests
- Maintenance orders completed…
Let’s leave it here for now as I’m sure you can see my point that there’s quite a few we could cover.
I just want to paint the picture of how many can be within an office. Now let’s not forget the importance of all of them, there’s many reasons why an office has them in place from ensuring nothing gets missed through to accountability of the working progress of the team, which then hopefully makes work smoother. All of the above checklists need to be working together efficiently so the next checklist and KPI system I bring up can work at its best. In my eyes, yes….. you can look at me as being a little one eyed or one sided towards this, but look at my position……look at my company name and you’ll understand why.
Winning New Business
I believe one of the most important checklists that an office can put in place, is all about winning more new business. Every single office should have a checklist in place that’s monitoring your new business enquiry, through to how many appointments are being booked from that enquiry….to then how many new managements are coming into the office, which in the end is very important.
Is your office currently tracking the leads that are coming in?
Is your office tracking how many presentations are being carried out? I know that you’re tracking how many new managements you’re getting, but how many are also being lost and is your office doing something about it?
Training that I conduct in an office comes back to two major things:
1. The office needs more lead generating tools or
2. They need to learn how to convert the leads.
Most of the time there’s loads of leads coming in, they’re just not being monitored, so they’re being missed as there’s no checklist or KPIs in place so the office can see what the issues are, and where training needs to be conducted. If your vacancy rates rise, you would look at a checklist and work out where the problem is, then fix it. In essence we now need to do this for your new business too.
So to solve this problem it’s quite simple just to implement a few changes or a new checklist. Every single enquiry that comes into the office needs to have an enquiry form filled out. On the form you then need to register if the enquiry has been converted to an appointment, then from the appointment was this then converted to new business? If there’s 10 enquiry forms being filled out and only one appointment being booked, you as the boss can see that your staff needs training on how to get into the door. If there’s eight appointments being booked and only one listing coming back, you then know that your staff need training on what’s being said at the presentation. This all about converting the leads so your office gains new managements.
If you would like a copy of a checklist form, I’m happy to email you through a copy of one that you can adapt to your office email@example.com.
As a listing agent, it’s so important to attend any prospective client’s house with the right mindset, to answer the phone, make that call or even say hello to a stranger in the street on your way to buy that coffee first thing on a Monday morning.
We’ve all heard the story over and over again, that people judge you on that first few seconds of a meeting, either by what you’re wearing, what you say or how you say it, to even just looking at your posture or reading what you’ve written.
If you’re grumpy, upset and sad the weekend is over, and you have that feeling of ‘Ohhhh it’s Monday… I have to go to work, I wish I had the day off’ then you’re better off staying home, rather than facing potential new business.
Mondays are a very important day of the week for business development managers, as there’s been a weekend of sale opens, potential investor purchases, new enquiry into your office while you were away, and hopefully an entire list of new leads that have come through the sales team, which you need to go and chase.
One thing I cringe at is when I see posts on social media of agents saying it’s Monday. I know that you may feel I’m being harsh, but the feeling grows inside you when you continue to banter about it being Monday. I challenge you to keep an eye out for the posts during the week. Early week posts aren’t as happy as they are during the latter parts of the week or even the weekend. I didn’t even know what ‘Hump Day’ was until I joined Facebook. By the time Thursday comes along, you notice the change as people start planning the weekend activities, which there’s nothing wrong in doing.
Now let’s talk straight down the line… If you’re feeling sorry for yourself and in the churn of not wanting to be at work, do you think that when you walk over to the sales team and ask them if they have any new leads for you, that they’re going to be willing to give you their clients? I certainly know that if the tables were turned and I had a sorry-faced sales member come to me asking if I had any investors that they could call….it would be a certain no!
I know that I worked hard at getting clients, and I sure didn’t want to just hand my clients over to somebody that wasn’t going to look after them. And it’s fine for anyone to feel that way about handing you their clients too.
Building good relationships between sales departments is vital in property management, and you need to keep this firm. Building relationships in all aspects of lead generating from mortgage brokers, accountants and developers is too, and they also don’t need to be affected because you would rather be at home. Yes, I understand that there are circumstances that can affect your lives and I’m not speaking of them, I’m merely jumping on the bandwagon of butting heads and wanting to be at home.
Find that switch on your way to work, listen to your favourite music, call that friend that just makes you laugh, even the best athletes have a coach that motivates them before they go out for action, we are the same, I’m a coach, and I have a coach………find your switch, so you can be in the right mindset when calling those clients, when speaking to co-workers and keeping them motivated, as our attitudes are contagious.
The main focus I want to push here is that as a listing agent, you need to stay motivated, focused on catching leads at every opportunity possible, and Mondays are a huge day for business development managers, as I said above. Sale opens, investor purchases and any enquiry that may have come in over the weekend, all need to be called promptly with the right attitude so you can leave that lasting impression to get the business.
Happy Mondays and I hope your new business is on fire.
As we all know, Christmas is right on top of us, and it’s a fantastic time of year too. You can just sense the joy and elation as people hustle and bustle around trying to buy that last minute surprise, and catching the specials.
This time of year is about giving and the joy is everywhere. We all spend that little extra and think ‘she’ll be right’, it doesn’t matter if I break the budget this week, I’ll deal with it next week. But guess what? All of the property managers are the ones that get affected by this. When that credit card bill comes in a few days after Christmas and all the Laybys have to be paid, and the agency is closed, clients know they won’t get a call from their agent. As a result, the rent becomes the last bill to be paid.
One thing that you can do is give your tenants something back – reward them before they become a number on your arrears list. There’s a way that you can help them be in front of the rent before Christmas even comes so if they miss a week, they won’t become an arrears number for you. In the end, we all need to remember that there are many tenants out there that do pay the rent on time, and they too should receive their pat on the back for being a good tenant.
My meaning of “give them something” is to set up a raffle for all of your tenants and encourage them to get in front of their rent. You have an abundance of tradespeople that you give business to each year, it’s now their turn to give back to your office, so you can pass on to your good paying tenants. Carpet cleaners, lawn, garden care, house cleaners and your maintenance guy can give up some time too, now don’t forget to ask the coffee shop and restaurants that you take your clients too week in and week out, once a year for a donation isn’t much to ask. Guess who else is going to be happy if your tenant wins a prize? The landlords, not only are their tenants NOT falling behind in rent this Christmas, but their home is getting some love too.
So send out an email to all of your tenants, put a sign up at the front counter, in the window displays, on the rental lists and in all of the newsletters, and let everyone know, that for each week your tenants are in front of the rent, they go in the draw to win some prizes. Two weeks in front, two tickets, three weeks three tickets and so on.
By setting this up at the end of November, you’re giving your tenants the opportunity to save up, and get in front. It’s also a great tool in telling prospective tenants when they’re viewing properties, and don’t forget the potential landlords: “Mr & Mrs Smith we care for your tenants that much we encourage them to stay in front of their rent over Christmas, and they can even win a prize that looks after your investment.”
So if you want to minimse your arrears over Christmas – let’s be honest, you don’t want to be calling tenants to pay up this time of year – give something back and get in the spirit for both your tenants and yourselves as you’re keeping your landlords happy because their tenants are in front.