Do you feel unstructured in your callbacks? Do you struggle to get results each and every day? Today, I discuss the right approach to take with callbacks and following up with prospective buyers and sellers.

It’s time to get clear on who you spend time with and who are your ‘A’ and ‘AA’ buyers.

Click to watch the video (or simply read the transcript) below to learn more.

Caroline Bolderston, real estate coach, here with a coaching on the go moment.

Improve your productivity and focus

I’ve just finished a session with one of my real estate agents. He’s a young agent probably two years into the business.

We were looking at why he’s not getting the results that he’s after and how he’s ending every day and not achieving the productivity he needs, nor focusing on the relationships that he knows and needs to.

We identified several things but the one thing that I want to share with you today is how he is choosing the random and ad-hoc approach versus making sure that his business is running in a very automated and structured way.

What we’ve done today is to identify what he needs to do immediately.

Identify who you are spending time with

The first thing is that you’ve got to start filtering who the most important people are that you’re spending your time with.

And, you know, you will meet hundreds of people, in fact, you would potentially have thousands of people in your database but you can’t follow up with all of them.

It doesn’t make sense to follow up with all of them because they’re not all key contacts that have value for you.

So, two steps to this;

Firstly, get clear on who you need to be spending your time with.

And today we discussed it’s really those “A” buyers.

Find your ‘A’ buyers

I qualify “A” buyers as;

  • making offers now
  • ready to go
  • missing out on things

They know exactly what they want and where they want to be.

They don’t have anything to sell but they are “A” buyers, so I want him to focus on them.

Then, find your ‘AA’ buyers

Then, also, I want him to focus on his “AA” buyers.

These are the ‘A’ buyers who then have the extra “A” because they’ve also have got something to sell.

Now, everyone else needs to be left alone because they will come back into the funnel at some point when they become an “A” buyer or an “AA” buyer.

Next, systemise your callbacks

So, the next step to being productive, after you have identified and categorized those key contacts, is you’ve got to work out an automated and systemised way to keep in touch with them.

So, this is all about scheduled tasks.

If you come into your office some days and think, “you know what, I’m going to have a call session this afternoon. Who will I call, or I know I’m going to randomly call x, y, z people.” Then that’s where it’s going wrong.

You need to have strategic, timely, follow-ups assigned to each of your “A’s” and “AA’s”.

Finally, focus on your pipeline of sellers

You will also have your pipeline sellers, who might not be buying at all.

They’re selling first and they’re the third level of this where you need to have scheduled tasks reminding you to call them.

Now, I know the other pitfalls of scheduled tasks. You might have hundreds and hundreds of them and they get overdue and so you decide it’s all too much.

This is where the key is to;

  1. filter down and get clear on your smaller groups of contacts, then
  2. follow up automatically, and
  3. follow up thoroughly.


If you have a genuine desire to serve your clients, work hard and become the best you can be – contact me via the section below to discuss how coaching can work for you.

Tags: client database real estatehow to generate more saleshow to generate sale leadsreal estate cold calling scriptsreal estate cold calling strategiesreal estate phone prospectingreal estate prospecting calls
Caroline Bolderston

Caroline Bolderston

With over 17 years of industry experience Caroline has a track record of personal high performance and exceptional results. Taking her passion for Real Estate sales and her genuine interest in sharing her expertise to develop others, she was the creator of the Belle Property Academy which has delivered many $1M agents and high performing sales teams.