4.1 Lead Management Sales Agent Reference Guide - Version 3
4.1 Lead Management Sales Agent Reference Guide - Version 3

4.1 Lead Management Sales Agent Reference Guide

Version 3
Printed on August 12, 2020
4.1 Lead Management Sales Agent Reference Guide - Version 3
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4.1 Lead Management Sales Agent Reference Guide
4.1.1 Getting Started
    4.1.1.1 What is it?
    4.1.1.2 Why use it?
    4.1.1.3 How do I use it?

4.1.2 Logging in

4.1.3 Using Lead Management as your Daily Tool

4.1.4 Understanding and Rating Prospects

4.1.5 Managing Daily Alerts

4.1.6 Menu Functions

4.1.7 Reporting
Updated May 9, 2008    
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4.1.1 Getting Started
4.1.1.1 Lead Management - What is it?
Lead Management is an Internet based computer program designed to assist the Ashton Woods sales staff in contacting potential buyers who have visited our communities.

If you go and visit most new home communities, little follow-up is ever conducted among people who visit the communities. To complement the product and community design differences we have established versus our competitors, Ashton Woods is committed to building a world-class selling organization that follows up with potential buyers.

Lead Management is an easy-to-use computer program that assists you with contact management and helps perform an email, letter and phone contact program specially designed for each potential buyer.

As you learn more about Lead Management and it's capabilities you will see it is a contact manager, office assistant and personal organizer.
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4.1.1.2 Lead Management - Why use it?
Lead Management is a tool that makes you - the Ashton Woods Sales Representative – more efficient and effective. Combined with your world-class selling skills the combination will produce the best-selling communities in the area.

How does Lead Management make you more efficient? By entering in your potential buyers (commonly referred to as traffic) contact information, Lead Management then starts a process designed for each buyer to help you provide email, phone and written follow-up. It provides reminders when each step is to be accomplished – freeing you from keeping track of the details and concentrating on the keys aspects of selling. It's an office assistant by printing out letters for you, filing past correspondence and allowing you to keep a paper trail of past contacts and conversations. It's a personal organizer by providing contact information for all of your potential buyers and a calendar through with you can communicate with your sales manager.

However, the most important reason for using Lead Management is it will help you sell more homes. How often have you wanted to clone yourself to accomplish all of the tasks you needed to perform within a day? Our most successful sales people tell us that lead-management is almost that good. It's performs the mundane tasks that high-potential sales people typically don't like to do to free you up for what you do best, and that is sell homes.
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4.1.1.3 Lead Management - How do I use it?
Every morning as you open up your model – fire up your computer and log into the lead management system. The introduction screen will provide you with alerts that need to be accomplished within the workday. Accomplish them as time permits throughout the day.

At the close of business, lock your model door and take a few minutes to enter in your contact information for that day's traffic that you haven't been able to enter. Entry for each contact should take no longer than 5 minutes. If you are rushed and need to leave – remember that Lead Management is Internet based and can be accessed from your home – so enter the contact information that evening when you have a chance. As a rule, everyone's contact information should be entered within 24 hours of their visit to our model as some potential buyers will have emails that need to be sent out by then.

Through analyses of contact information AWH will be able to tailor advertising dollars in more-effective channels to increase the number of people who visit your models and in turn sell more homes.

You're not just an individual sales representative sitting in a model and selling homes by yourself. You are part of a world-class selling organization that is tied together through the Lead Management Sales Assistant. Use it for your benefit and sell more homes.
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Updated May 9, 2008    
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4.1.2 Logging in
Welcome to the Ashton Woods Lead Management Module. This user’s guide will help you to quickly and easily learn to navigate this site. By learning to use the Lead Management Module (LMM) you will be able to communicate with your prospects, organize your selling tasks and communicate more effectively with your fellow city administrators, sales managers and sales representatives.

First, access the Lead Management Module (LMM) by typing the following address into your web browser: presales.ashtonwoodshomes.com/lm

Now, sign in by clicking the mouse on the user name. See the sample sign in screen below.
Type in the user name assigned by your sales manager and press enter. Click on the password box, enter your assigned password and press enter. You now have access to your user screen.
Updated May 9, 2008    
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4.1.3 Using Lead Management as your Daily Tool
As a sales rep, you have access to tools that will help you keep in contact on a timely basis with your prospects and present a professional image through written and verbal communication. This program will also allow you to make changes to a prospect’s status based on any number of factors: buying window, change in occupation or income, or a change in their ability to purchase. You will also be able to generate letters and emails for prospect contacts and schedule events such as open houses or special sales promotions. This is a sample of the sales person’s main user screen.
Updated May 9, 2008    
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4.1.4 Understanding and Rating Prospects


Prospect Rating
A Ready, willing and able. Can purchase in the next thirty (30) days and close within ninety (90) days.
B Traffic is two of the three categories (listed in "A") and can purchase in the next sixty (60) days and close within ninety (90) to one hundred twenty (120) days.
C Traffic is one of the three categories (listed in "A") and can purchase in the next ninety (90) days and close between one hundred twenty (120) and three hundred sixty (360) days.
D A long shot. Can close after one (1) year.
E Under contract.
I Internet lead.
R Realtors representing prospective leads.
Updated May 9, 2008    
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4.1.5 Managing Daily Alerts
Your Alert screen will present you with your required actions for your prospects. Each required action is scheduled by your management team. You have the option to preview letters and emails, as well; you may preview the I-Blast documents that can be attached to emails.

You are required on a daily basis to update your prospects, and perform the indicated actions. Once you have completed these actions, you must click the Completed box.
If you have any alerts that need to be processed, simply click the action box and send any mails or emails that are generated by the sales program. Once the alerts have been processed, click the box that says and your Alert screen will be updated. Overdue alerts will always be highlighted in red on your screen. Your sales manager will also have access to any overdue alerts and these are used as an indication of how well you are maintaining contact with your current prospects. Click the home icon to return to the main menu.
Updated May 9, 2008    
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4.1.6 Menu Functions
Across the top of your sales rep screen is a tool bar menu. This allows you to access each section of the program. Simply move the mouse until the arrow is under the section you wish to access and click. Let’s look at each section of the tool bar menu.
Menu Functions
Name Function
List Prospects By clicking here, you will see a list of all your current prospects, their buying status and a dated reminder of any action that is needed on your part concerning this prospect, such as a phone call, email or letter follow-up. When finished, click on the link to return to the main menu.
Edit/Search Prospects By clicking here, you will be able to edit a prospect, change the buying status of a prospect or delete a prospect. Let’s look at each option.
Edit a prospect: By clicking on to the right of a prospect’s name, you can change any item in their profile and update any notes about them. You can change any or all personal information such as income level, occupation, address, phone numbers, email or realtor contact. Simply click the mouse in the appropriate box, make the necessary change and press enter. Your prospect is now successfully modified.
Change Status: This is a simple screen that allows you to change the status of prospect based on their propensity to buy. Simply click the box that represents the prospect’s current buying classification and press enter.
Changing a prospect to "E – Under Contract" will also bring up a secondary information screen as follows:
Lost Buyer: This will allow you to delete a prospect and give a reason for the lost sale. Simply click the box that lists the reasons the sale was lost, highlight the reason and press enter.
When finished, click on the link to return to the main menu.

Email History: This will show you the communication history with this prospect.
Add Prospect This is probably the most important page in the Lead Management Module for the sales person. It is extremely important that you be as thorough as possible when filling out this form. Click on this tool bar item and you will have a page in which to enter all the information you have about a prospect and qualify their ability to buy. In the first large box, type in any notes from their visit that you feel should be kept a part of their record. This is a good place to note items such as Stucco only or will pay extra for Corian countertops. It would be helpful to start your note with a date to help you keep a chronological list of your contacts.
Example: 8/31/02-Bill and Mary Jones visited the Barclay model. They need a minimum of 3BR/2BA. They will visit again this weekend.
Next, you will enter line by line all the information about the prospect. It is very important that you obtain as much information as possible during this initial visit.
Remember: All items marked with a red (*) asterisk are required fields. Please note that the program will NOT allow you to enter the prospect until all the items are filled out.
For example: the program will ask you "How did you first hear about our community?" For answers, a drop down box menu will be displayed with a generic list of sources. See your city administrator for a list of definitions for each of these sources. When you have finished the form, click the box at the bottom of the page that says "enter new prospect" and your prospect will be saved. Click on the link to return to the main menu.

It is important to enter in as much information as possible about a buyer since your sales manager will be analyzing this information to track advertising and special promotions. This analysis will enable the most effective use of ad dollars and will subsequently increase the traffic to your community.
Archived Prospect By clicking on this icon, you will be directed to a screen that lists all archived prospects. These are prospects that have been determined to be a "no sale" based on a change in income, job loss, and inability to sell their residence or just a lack of interest. Click on the link to return to the main menu.
Statuses listed here in the Qualify column refer to the final status for the prospect as follows:
F – Lost Buyer
G - Prospect Archived
H – Closed
Schedule Events By clicking on this icon, you are directed to a calendar screen. You may use this calendar to note reminders of meetings with clients or your sales manager or any other important events. Remember to check this calendar daily as your sales manager may have scheduled meetings for you to attend. First click on the date you wish to view. You may now choose how often your event will be held.
Simply click the mouse in the box that represents your choice; for example, once, monthly or annually. Now, simply click on the text box and write a short description of what your special event will be. Click to confirm the event. Click on the link to return to the main menu.
Uncarded Prospects This is used to record prospects that you are not able to speak with in enough detail to add all of their necessary information. By clicking this icon, you will be directed to a very simple screen where you can enter any uncarded prospects. These should be entered by the time of day they visited the community. Entering this information is important, as it will report the correct traffic totals for the community to management. Click on the link to return to the main menu.
Be-Backs This screen is similar to that of the uncarded prospects. Simply click on the time of day and enter the number of uncarded be-backs that visited the community. Click on the link to return to the main menu.

NOTE: At the end of each day, each sales rep should enter the total number of be-backs and uncarded prospects for that day. This should be done every day in order to have a complete community traffic report. Always make this a step in the sales process as you close your model at the completion of the day.
Generate Letter Communicating with your prospects is easier than ever, since the LMM has already produced all your correspondence for you. You simply follow the alerts to select which correspondence needs to be sent and select it. You can also generate labels for your prospects to make the job quite simple.

Click on the link. Now pull down the scroll down menu for the prospect you would like to address. You may now choose from the following options on the pull down menu and pick the appropriate letter. There are number of pre-formatted letters that vary by division. Select the appropriate letter.

You now have a printed letter to be signed and sent to your prospect. Click on the link to return to the main menu. The LMM will tell you which letter to send out based on the prospect’s classification that you have set. Follow this schedule to ensure the contacts are made on a timely basis.
Generate Labels If you are mailing to many prospects, you may want to use this option to generate mailing labels. Simply click on the link. This will take you to the label screen, which has instructions for generating any size or type of label you may need. Click on the link to return to the main menu.
Realtor Labels This screen is exactly the same as the generate labels screen, except that it will generate labels for realtor mailings instead of prospect mailings. Simply click on the link and follow the instructions on the screen to make your labels. Click on the link to return to the main menu.

Mail Merge, Email Merge: For the time being, these items should not be used by the sales reps and will not be discussed here.
Updated May 9, 2008    
4.1 Lead Management Sales Agent Reference Guide - Version 3
    4.1 Lead Management Sales Agent Reference Guide - Version 3 Home | Full Reference Guide    
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4.1.7 Reporting
Management has a number of reports that are generated from the data you enter into the lead management system.


These reports include:
  • Active Prospect Summary Report
  • Change In Status Report
  • Converted To Sale Summary Report
  • Converted To Sale Report
  • I-Blast Report
  • I-Lead Detail Report
  • I-Lead Summary Report
  • Lost Buyer Report (in one doc with Lost Buyer Report By Division)
  • Lost Buyer Report By Division
  • Prospect Alert Report
  • Prospect To Sale Report by Agent
  • Prospect by Week
  • Purchaser Profile Summary Report
  • Realtor View Report
  • Registration Card Summary Report
  • Active Prospect Rating Report
  • Sales Report by Source
  • Salesperson Report
  • Traffic Report by Day
  • Traffic Report by Hour
  • Traffic Report by Income
  • Traffic Report by Source
  • Traffic Report by ZIP Code


To exit the LMM at anytime, click "LogOut" at the top right hand corner of the screen.
Updated May 9, 2008