If you’re taking on a new buyer client—whether it’s a personal referral, an online lead, or someone you met by chance—there should be a systematic approach from day one. This system should cover all the steps from the initial introduction to post-closing follow-up. If you’re sending the same email repeatedly or following the same steps every time, why not automate that process with templates or automated workflows?
For example, if you’re drafting the same introductory email each time, create a template that you can use again and again. Save these templates in Gmail or as notes on your phone so you can easily copy and paste them when needed.
Steps to Automate in Your Buyer Process
Let’s walk through the onboarding process for a new buyer client. We’ll look at areas where you can set up automation to streamline your workflow:
- Initial Contact & Introduction
When a lead or opportunity comes in, the first thing you should do is send an introduction. This could be a link to a short “about me” video on YouTube, a one-page introduction document, or even a simple text message.- Automation Tip: Set up a template for this introduction. Include your YouTube video link, one-sheet, and a text introducing yourself. This can be done automatically with tools like Gmail templates.
- Qualifying Call (LP MAMA)
On your first call with the client, use the LP MAMA script to gather all the essential information:- L: Location
- P: Price range
- M: Motivation (why are they moving?)
- A: Are they working with an agent?
- M: Mortgage (do they need a lender?)
- A: Appointment (schedule the buyer consultation)
- Thank You Note or Small Gift
After the initial call, send a thank-you note or a small gift. A simple app like Thnks allows you to send virtual gifts, like an $8 Starbucks coffee, directly to the client.- Automation Tip: Set up a template email for the thank-you note and decide on an automated gift system (like Thnks) to handle small gestures of appreciation.
- Automated Follow-Up Emails
As you progress through the process, automate key follow-up emails, such as:- Buyer consultation appointment confirmation
- Sending them a link to your property search tool (e.g., your website or app)
- Regular check-ins to see if search criteria need to be updated
- A template email to explain the offer process and what to expect
- MLS Auto-Notification Setup
Once you’ve set up the buyer on your MLS, automate a regular check-in email asking for feedback about the listings they’ve been receiving. - Post-Showing Follow-Up
After showing properties, send an email with additional details, such as disclosures, neighborhood information, or HOA rules. - Educational Videos
Record videos explaining important steps of the process that clients frequently ask about, such as:- What is an inspection?
- What is the appraisal process?
- Why is title insurance important?
- Referral & Review Requests
Ask for referrals when your clients are most excited—typically right after going under contract.- Automation Tip: Draft a referral request email and set it up as a template so you can quickly send it at the right moment.
- Important Dates & Deadlines
Use a checklist to outline key deadlines, such as earnest money due dates, inspection periods, and closing dates. While this can’t be fully automated, having a pre-set checklist ensures nothing slips through the cracks.
Tools for Automation
For basic automation, you can use Gmail templates to save common emails. But for more advanced automation, consider using tools like Zapier. Zapier connects various apps, allowing you to create automated workflows between them. For example:
- When a new lead is added to your CRM (e.g., Follow-Up Boss), Zapier can automatically trigger an introductory email.
- You can also use Zapier to automate processes between Calendly (for scheduling) and your CRM.
Final Thoughts
The bottom line is, if you’re doing something repetitively, find a way to automate it. Not only does this save time, but it ensures consistency across your entire business. Whether you use Gmail, Zapier, or other tools, the goal is to streamline your workflow so you can focus on what truly matters—serving your clients.
Next week, we’ll dive into selling new construction, which is one of my favorite topics. I’ll walk you through how to handle new construction sales, educate your buyers, and leverage the existing marketing from builders.
As always, if you need any resources or additional information, feel free to reach out to me. Let’s make it a great week—see you all next time!
