How to Manage Offer Campaign – Part 1

When we are using the Investment Dominator Real Estate CRM there are a lot of useful tools to help you mitigate steps in your processes. For instance, when sending out your bulk campaign offer letters you don’t have to use tags, you can use the following Custom Statuses, Custom Document, and a Recurring Task. We also have articles on these individual topics, but for now, let’s cover this. 🙂

Step 1: Understanding the Deal Flow

Before we jump straight into how to manage offer campaign emails it’s important to understand Stage vs Statuses which we have an article about here. This is important to follow the diagrams prepared for this conversation. Now let’s first take a look at the deal flow to help us understand the process.

Starting with our first row you can see the default deal flow setup which takes us through our process without the statuses behind it which can be customized (we will go over this later). It starts from left to right with the last stage being a sold property.

By now you should be familiar with this process, but if not then fear no more let’s break this down even further with the statuses behind each stage.

Step 2: Understanding Stage vs Status

So you can see above just how these stages which are listed in Bold set up a direct path through our statuses so they are all connected steps in the process. We first go into prospects that originally send a Prospect Neutral Letter this then turns into a Mailed Letter 1 before then turning into the Offer Request Stage and becoming Pending Preliminary Research status.

So the way you want to think about this process is we are essentially going from Stage to Stage, but we must pass through the statuses in order to complete each stage. Please keep in mind these are the default statuses and can be customized. So after ‘Pending Preliminary Research’ status is done we are able to then complete the Offer Requests stage to then take us to the Offers Made. This Stage contains multiple statuses depending on what type of agreement you send out. For example, Offer Sent is used if you send out the Offer Package, Options Sent is used if you send out Options, and Blind Offers Sent is used if you send out Blind Offers. If the owner accepts offer or option then this takes you to the Buying Stage. Then as we close on the property we move the record into the ‘Open Escrow Status’ which will allow us to enter the best part of the process.

The Selling Stage then presents us with our final Buying status being moved into the Complete/Ready to Sell status from there we can complete the process and move into the last stage and status which is Sold. Then Hooray we completely walked through the deal process flow and can discuss more custom statuses for all your needs such as multiple Mailed Letter, or multiple Offer Letter Sent. Please continue onto Part 2 for a more detailed explanation of how Custom Statuses Work.

How To Track Neutral Letter Conversion Rates In Investment Dominator

The Investment Dominator is designed to keep track of your contact records organized by the various statuses in the LPG Process Flow for a specific county specified. In order to track conversion rates such as Neutral Letters mailed and calls coming in for Offer Requests; as well as, the number of contracts being accepted from offers being sent and deals sold for profits, there is a method to achieve this goal. By use of saving pre-defined Advanced Searches and the creation of Tags and tracking specific counties per campaign, tracking these types of results is now attainable.

The following steps can be executed to accomplish this task:

Step 1) Create The TAG Campaign

To create the tag campaign in the system go to ‘Customize> Tags> Add Tag’…

Then enter a new tag campaign name and click the blue ‘Add’ button to save…

Note: The aforementioned tag campaign name created will be included in the .CSV file imported into Investment Dominator with your new prospect records in the ‘Tags’ column as shown:

Step 2) Create 3 Saved Searches For Access

Access the ‘Advanced Search‘ to quickly identify the Tag’d Campaign records under the ‘Land Deals‘ area as shown:

Create the 3 specific Saved Searches for the appropriate statuses and specific counties is described as follows:

Saved Search 1) Tag campaign contains ‘Campaign-1’ AND Status = Mailed Letter 1 Saved Search 2) Tag campaign contains ‘Campaign-1’ AND Status = Pending Preliminary Research Saved Search 3) Tag campaign contains ‘Campaign-1’ AND Status = Complete/Ready To Sell

For each piece of Search Criteria entered, use the blue ‘Add Rule‘ function

Press the blue ‘Save‘ button to name and save each search entered as shown:

Saved Search 1) Campaign-1Mailed – Name the specific Search for Status – [Mailed Letter 1], press the blue ‘OK‘ button to save the search. Saved Search 2) Campaign-1Pending – Name the specific Search for Status – [Pending Preliminary Research], press the blue ‘OK‘ button to save the search. Saved Search 3) Campaign-1CompReady – Name the specific Search for Status – [Complete/Ready To Sell], press the blue ‘OK‘ button to save the search.

Status – Mailed Letter 1
Status – Pending Preliminary Research
Status – Complete Ready To Sell

Step 3) Calculate Acceptance Rates

Calculate each of the 3 saved Advanced Search using the following list to obtain numbers for specific county response results. On each saved Advanced Search modify the ‘County’ field to correspond with the specific county where you are calculating acceptance rates.

a) Access the ‘Advanced Search‘ function and select a specific Saved Search from the drop-down ‘Select a saved search‘ field, modify the ‘County‘ field and press the blue ‘Search‘ button as shown:

b) Press the Select All as shown to produce the record count from the previous Advanced Search as shown:

c) Go back to step a) and b) repeat for all 3 saved Advanced Searches associated with ‘Campaign-1‘. Record all numbers received.

d) Calculate acceptance rates from mailings as follows: – Take number from Campaign-1Pending report and divide into the number from Campaign-1Mailed to determine the acceptance response rate for Offer Requests from Neutral Letters mailed. Example: Campaign-1Mailed = 300, Campaign-1Pending = 30 300 divided by 30 = 10 or 10% response rate

– Take number from Campaign-1CompReady report and divide into the number from Campaign-1Pending to determine the acceptance rate % of Offer Request mailed or land under contract. Example: Campaign-1Pending = 30, Campaign-1CompReady = 3 30 divided by 3 = 10% contracts accepted from Offer Requests sent.

Step 4) View Campaign Reports

In the event you wish to view any of the 3 saved campaign Advanced Searches you may do so by accessing the Reports section within the Land Deals area as shown:

In the ‘Saved Searches‘ section you will find all 3 of the named Advanced Searches created in Step 2) as shown:

How To Send Out 2nd Offer 30 Days Apart

Once an initial batch of offers have already been sent, Investment Dominator allows you to Tag the associated records. At some date in the future, you can search for and select those specific records based on a Tag and send out 2nd Offers as needed.

Step 1) – Create A Tag For Each Record

From the ‘Customize‘ menu select the ‘Tags‘ section as shown:

Select the ‘Add Tag‘ button to create a new tag.

Give your tag a name by entering a value under the ‘Tag Name‘ field.

For example, you can name the tag to be the date you want to send out the 2nd offers.

When you’re ready, click the ‘Add ‘ button to create and save the tag in the system.

Step 2) – Select Records And Add Newly Created Tag

To select the records in the ‘Offers Sent‘ status simply select the ‘Search By…> Status‘ option from the Quick Search dropdown located just above the record table on the left side of the page.

Click the ‘Search‘ button to load these records indexed under the ‘Offer Sent‘ status.

Click the ‘Select All‘ function from the top of the record table. This will select all the records under the ‘Offer Sent’ status.

Then click the ‘Tag’ option to apply your newly created tag to the recordset.

Type in the name of the newly created tag that you created in Step 1 above and click the name when it appears in the list. Click the ‘Confirm Tag‘ button and then the ‘Ok, Close‘ button to complete tag assignment.

NOTE: To remind yourself to run the list 30 days later, create a Task in the system and assign it to your user account.

Step 3) – 30 Days Later Search For Tag’d Records

To retrieve these records at some point in the future you’ll want to run an ‘Advanced Search‘ to identify the records that are both in the ‘Offer Sent’ status still (meaning they have not yet accepted your offer) and that also have your custom tag applied to their record.

To do this go to ‘Land> Advanced Search‘ and add two rules to your search:

  1. Status‘ equals ‘Offer Sent‘.
  2. AND ‘Tag‘ equals the name of your custom tag you created in Step 1.

NOTE: You will want to create a Custom Status called “2nd Offer Sent” so that you can move these records into this custom Status once you have sent out the 2nd offers that way you will be able to identify who you sent 2nd offers out to in the future.

Phone System And Call Center

In order to build your land business in a scalable manner, we recommend that you set up your phone system with a company called Ring Central.

Ring Central will provide you with options such as custom extensions, directories, automated menus and more. They provide you also with both a local phone number, eFax number, and company toll-free number and sms/texting capabilities for your business.

Click here for more details. Or visit www.LPGphone.com

With Ring Central, you can easily set up a phone system that separates callers from your buying side and your selling side of the business. You can also set up additional extensions for marketing, pre-recorded messages, and even offer processing so that callers get routed to the right person or agent depending on their need.

Call Center

Even with your phone system may be setup through Ring Central you’ll want to consider outsourcing the actual call taking/ call processing to a Call Center and for that, we recommend Pat Live. Pat Live not only specializes in processing real estate calls for investors, but they also have experience taking land calls. Sign up through www.LandCalls.com to add a call center to your land business.

Additional Reference:
https://user-guide.investmentdominator.com/using-a-call-center-to-take-your-calls/

Stages vs. Statuses

A Stage in the Investment Dominator is an organizational group that contains records indexed with a predefined set of statuses.

The default Stages/Statuses of  Land Deals…

  • All In-Process
    • All statuses (including custom statuses), except for ‘FILE CLOSED’ and ‘ON HOLD’
  • Prospects
    • Prospect
    • Mailed Letter 1
  • Skip Trace
    • SKIP TRACE
  • Offer Requests
    • Pending Preliminary Research
  • Offers Made
    • Offer Sent
    • Option Sent
    • Blind Offer Sent
  • Buying
    • Open Escrow – Detailed Research
  • Selling
    • Complete – Ready To Sell
  • Sold
    • SOLD
  • On-Hold
    • ON HOLD
  • All Closed
    • FILE CLOSED

The default Stages/Statuses of House Deals…

  • All In-Process
    • All statuses (including custom statuses), except for ‘FILE CLOSED’ and ‘ON HOLD’
  • Prospects
    • Prospect
    • Mailed Letter 1
    • Mailed Letter 1 – Neutral
    • Mailed Postcard
    • Mailed Letter 2
  • Offer Requests
    • Pending Preliminary Research
  • Skip Trace
    • SKIP TRACE
  • Offers
    • Generate Offer/ Meet With Seller
  • In Escrow
    • Open Escrow
    • Found Buyer – Update Escrow
  • Escrow Complete
    • TRANSACTION COMPLETE
    • SOLD
    • PURCHASED
  • Follow Up
    • OFFER REJECTED – Follow Up
  • On Hold
    • ON HOLD
  • All Closed
    • FILE CLOSED

Custom Statuses…

Currently, any custom statuses that you create in the system will also be treated in the system as a Stage as well.

How to Do Comparable Property Research (for Land Investing) To Determine A Property’s True Market Value

  • Real estate investing is like any other kind of investing – you need to buy low and sell high. So the key to successful real estate investing is not only about the price you sell the property for, but you also need to make sure that you buy the property at the right price well below market value so that you have your profit margin built in at the time you purchase the property.

The Investment Dominator has made it easy for investors to research land parcels, find out their true market value so that they can make offers accordingly.

Here’s how you can use these market research tools.

STEP 1- Set Property Zip Code

You can set the ‘Property Zip’ code one of three ways…

  1. The ‘Property Zip’ can be included in your initial import file into the system. See here for more details.
    NOTE: Occasionally the property zip code in the Assessment Roll is incorrect, so even if you import the Property Zipcode initially from the County data we recommend that you verify that it is correct when the property is in the ‘Pending Preliminary Research’ status after the owner has requested an offer from you.
  2. You can use the ‘Set Property Location‘ option explained here.
  3. If the County provides you with that information you can add it manually following the instructions below…
  • Go to ‘Land Deals‘ and click on the ‘Offer Requests’ Stage.
  • Click the ‘Edit‘ link to the right of the record you would like to edit.
  • Scroll down to the ‘Property Information‘ section and enter in a value under the ‘Property Zip‘ field.
  • Click the ‘Update Record’ button to save the change.
duval2

After you have filled in this information, something cool happens – a new option under the Options menu called ‘Market Research‘ will appear. If you click the ‘Market Research‘ option, options for Realtor.com, Trulia.com, LandWatch.com, Zillow.com, Redfin.com, Craigslist.org, and LandsofAmerica.com will appear.

Click on one of these options to view the comparable listing maps for these popular real estate marketplaces to figure out the true market value of your property compared to what’s on the market or has been sold recently.

Recently sold properties are the best way to find out the market value of a property – in other words, what people are actually willing to pay for a property like the one you are looking at.

Average up the numbers given by the different sources, and you should have a reasonably accurate market value, and then you can use that number to make your offer.

For more information on the 4-ways we evaluate vacant land, please review module 8 of the Land Profit Generator course.