Summary
Highlights
The speaker introduces the second part of the training series, focusing on building out playbooks. Attendees who missed the previous session will receive foundational recordings. The primary tool discussed is a Google Sheet that serves as a custom playbook, allowing VAs to add tasks specific to their agents. This playbook is designed to be a living document, constantly updated and customized, serving as an 80% complete template for common tasks. VAs are encouraged to add sections for unique agent tasks, like data grabbing and dialer integration.
A crucial element of the playbook is creating detailed, step-by-step walkthroughs for each task. The speaker demonstrates how to use tools like Scribe to automatically generate these instructions, including screenshots. These walkthroughs are then linked directly into the Google Sheet playbook. The goal is to ensure that anyone can follow the instructions, even if the primary VA is unavailable. This process involves recording the task, generating a document, and then creating a permanent link to that document (e.g., from a Word document or Google Docs) to embed in the playbook. Videos of walkthroughs can also be linked for comprehensive archiving.
The session transitions to circle prospecting, a strategy for generating leads and appointments by targeting properties around existing deals (listings, open houses, closed sales). VAs are encouraged to initiate this process for their agents, as many agents lack the time to do it themselves. Two primary data sources are introduced: Cole Realty Resources (for Washington State agents, offering free unlimited data) and Prime Tracers (a nationwide platform with higher accuracy rates for all other markets).
Prime Tracers is detailed as a national data platform for pulling neighborhood data. It allows users to define areas (e.g., by address or polygon drawing) to get lists of homeowners and their addresses for free. The platform charges only for 'skip tracing,' which involves obtaining cell phone numbers. VAs will manage the data pulling, while agents will handle credit loading for skip tracing, leveraging a discounted rate available through the community. The process involves pulling a list, then using credits to get phone numbers for successful matches.
Sly Broadcast is introduced as a tool for executing circle prospecting campaigns by sending voice messages directly to voicemails. VAs create a free account, set up a new campaign with a relevant message (e.g., about a recently sold property), and upload a list of phone numbers (only phone numbers, no other data). Agents record the voicemail messages. The campaign can be sent immediately or scheduled, ideally during business hours when agents are available for callbacks. Sly Broadcast operates on a credit system, charging only for successful voicemail drops, making it cost-effective. The consistency of these campaigns is highlighted as key to generating leads and appointments.
The importance of saving and organizing the pulled data lists is emphasized. While only phone numbers are uploaded to Sly Broadcast, the original comprehensive lists with multiple fields should be saved in an accessible location, such as a shared Dropbox folder, for future reference and other lead generation activities. This ensures that the data is evergreen and can be utilized for various purposes, complementing the structured playbook. The playbook itself integrates circle prospecting as a key step in listing and closing processes.
The homework for the week includes practicing the Prime Tracers and Sly Broadcast processes, creating step-by-step walkthroughs for the playbook, and conducting test runs. VAs are instructed to include the instructor in their weekly reports to agents, especially regarding progress on the playbook and any questions. A group chat for VAs will be created to foster communication and mutual support.