Summit 2008

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Database Management

ACTION PLANS

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Instructions to set up an action plan.

This is using Top Producer, but very similar in other Databases

Set Up Plans in Advance

• Design your plan on paper– What does it look like?

• Tip: no more than 7 emails• Tip: more personal touch the better

– Phone calls and drop by’s will amplify your mailings TEN FOLD

• Go to www.kornteam.com/cyberstars

www.kornteam.com/cyberstars

Example

• 8x8– 0 days – write handwritten note– 1 day after – send letter – Resume– 8 days after – send letter– 15 days after – send letter– 22 days after – phone call– 28 days after – letter– 35 days after – letter– 42 days after – send an item of value– 49 days after – phone call– 49 days after – set up 33 touch (or next plan)

Set Up Blank Documents

• First Step is to Create Blank Documents and Save Them– Neutral Titles (so content can be changed)– Set up the Plan and Schedule Activities

• Copy & Paste the Content– Don’t worry about wether or not you like it right now. Just

get the plan started. You can always change it later!

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Setting Up Blank Documents

• Choose Mail Library or Email Library

Setting Up Blank Documents

• Select “Add” and Name your New Plan

Setting Up Blank Documents

• Create a New Document

Setting Up Blank Documents

• Set up letterhead, Merge Fields, etc

Setting Up Blank Documents

• Add in Your Preferred Merge Codes

Setting Up Blank Documents

• Click “save”

• Keep Letter Name Generic, click “save” and click “ok”

Setting Up Blank Documents

• Next Letter, select “copy”, “save” & rename

Setting Up Blank Documents

• Copy and Rename all Your Letters from Your Designed Plan

Setting Up Your Action Plan

• Go to “Setup” and Click “Plan Setup”

Setting Up Your Action Plan

• Create a New Plan & Save as Action Plan Name

Step 2

Setting Up Your Action Plan

• Select Create a New Activity for the 1st Action Item

• Then set up the Appropriate Activity Based on your Written Out Plan

Setting Up Your Action Plan

• Give Activity a Name, and Select the “Perform event” days and select “Enter Next” to add the next Action Item.

Setting Up Your Action Plan

• Next Item is Letter (in this plan). Select Letter

• Click “Select Letter Template”

Setting Up Your Action Plan

• Select Your New Action Plan from the List

• Double Click to Select Your Letter from the List

Setting Up Your Action Plan

• Select the How Many Days After the Plan Starts that You would Like the Item to Print

• Select “Enter Next” for Next Action Item

Setting Up Your Action Plan

• Next Letter is Set Up to Print 8 Days Later

• Repeat for Each Action Item…. AND

REMEMBRER to Set Up One Last Item

Setting Up Your Action Plan

• Set Up the Next Plan

• This is What a Sample Plan Looks Like

Set Up Plans

• Set up Action Plans for all of your checklist– Follow up Plans

• Prospective Buyers• Prospective Sellers• FSBO’s• Expireds• Generic plan for anyone not in these groups

– New List to Offer– Contract to Close

Special Tips

• After you Create any Action Plan… ALWAYS add one more step….

• Have 3 Different Plans– Duplicate your plans

• Set up one as ALL MAIL• Set up one as ALL E-MAIL• Set up one as Mail/Email mix

– Cut postage in half

• Build Letterhead into the letter

What to do First?

Just Do It!!!!

www.kornteam.com/cyberstars

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