|4.1 Lead Management Sales Agent Reference Guide - Version 3|
4.1 Lead Management Sales Agent Reference GuideVersion 3
|Printed on August 12, 2020|
|126.96.36.199 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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|188.8.131.52 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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|184.108.40.206 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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|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.|
|R||Realtors representing prospective leads.|
|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.
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.
F – Lost Buyer
|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.
|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.
|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.
|These reports include:|
|To exit the LMM at anytime, click "LogOut" at the top right hand corner of the screen.|