3 Ways to Optimize Your Real Estate Workflow with Advanced Search Filters

Greg Harrelson, the head of Harrelson Group and one of our main coaches at Real Geeks, generates around 500 organic leads every month. He's a master of SEO and email marketing, and he shares all of that knowledge (including his word-by-word email scripts) with his private coaching community, RGMastery.com

But, while he loves the powerful automations and organic traffic capabilities of the Real Geeks system, neither of these are his favorite feature.

Because there is one component of the platform that Greg believes can massively transform the way agents do business: Advanced Search Filters.

Today, he shares five ways you can use this tool to dramatically boost your productivity.

If you want to learn more from Greg himself, join his live coaching community for Real Geeks users at RGMastery.com for just $200/month.

According to Greg, Advanced Search Filters should help you with two aspects of your business: 

1. lead identification, and 
2. lead conversion

For lead identification, the process is pretty straightforward: Advanced Search Filters allow you to create Smart Lists based on certain criteria.

For example, you can create a list of leads who joined your CRM in the past 30 days and have saved at least two properties. When you apply that filter, you'll see a list of the contacts from your CRM that match those criteria.

This is what an Advanced Search Filter (ASF) is. It's a categorization system that showcases different segments of your database.

Similarly, you can create an ASF for everyone tagged as a seller who has viewed a Market Activity Report in the last 30 days.

This allows you to know which of your sellers are the most engaged and interested in moving forward, so you can take action and call them.

ASFs for Your Morning Routine

Greg believes that you should have a few ASFs in place that you check first thing in the morning, as soon as you open your CRM. These ASFs should show you different lists of people who are very actively engaging with your website or your content, and with whom you haven't been in contact recently.

These are the leads you should call right away.

Then, the next day, your ASFs' lists will be refreshed, since you've been in contact with these leads. And any new person who appears on these Smart Lists will be a new opportunity for contact.

And, if at first you don't find many people, you can expand this ASF so that it shows people who have been on your website in the last 90 days, with whom you have no logged communication in that same time period.

If, on the other hand, you find that you have a lot of people as a result of the 30-day ASF, then you've got your work cut out for you. Your goal should be to have nobody else on that list by the end of the day.

This is what your daily morning routine should look like. This is how you prioritize the biggest opportunities and you ensure no lead in your CRM slips through the cracks.

"In some ways," Greg says, "agents are spending thousands of dollars on ISAs to do the work that Advanced Search Filters can do for you."

Now, this doesn't mean there's no place for ISAs, of course. But if you're hiring someone for this specific task, you might be wasting their time, and you might be wasting your money.

ASFs for Finding Missing Contact Information

Another way you can use Advanced Search Filters is to create a smart list of all the contacts where you have missing or incorrect information.

For example, you can create an ASF for all the contacts where you don't have an email address. So you can call them or text them and ask them about their email to send them something of value.

Or, you can do the opposite, and create an ASF for all the contacts where you might have an email, but not a phone number. 

You can also use the information you do have and input it into a tool like ExactDial, to find the missing data. 

ASFs and Workflows

Advanced Search Filters are also phenomenal to dictate what sort of workflows you should have in place.

For instance, say that you follow the morning routine we detailed before, and you called everyone who was on your website in the last 30 days and with whom you had no logged communication in that same time. Some of these might not answer the phone.

So at the end of the day, after you've tried to call them twice with no success, you can set up a workflow called "Online 30 Days, No Com, No Response". It can be a simple one text, one email workflow where the goal is to get in contact with them.

Greg explains that eventually, after you've been calling the people on your Advanced Search Filters and you've been kicking off workflows for those who don't answer, you'll find that there won't be a lot of people to call every morning. 

This is a good thing. It means you're caught up on your leads, and nobody's being neglected.

As Greg puts it: 

"There are more deals being lost because of neglect, than leads being closed because you paid attention to them."

This should scare you to the bone. 

Another great way to avoid losing people is to kick off a re-engagement workflow based on an Advanced Search Filter.

Just create an ASF for people who have been on the website over the last 6 months but who haven't engaged at all in that same time period. They haven't saved properties, they haven't looked at reports, and you have had no communication with them.

These people are absolutely disengaged, and we need to reactivate them. 

Check out some of the specific texts and emails you should include as part of this re-engagement workflow here.

Once they engage with you again, guess what? They won't appear as part of that Advanced Search Filter anymore, and they'll probably move to another, further down the funnel-ASF. 

Final Thoughts

Now that you understand the power of Advanced Search Filters, see what happens when you create one for people who have engaged with your site in the last 2 months with whom you've had no communication with.

How many do you have on that list? You know what to do.

And you can get really meticulous with this, and have several types of ASFs depending on the types of engagement you have with your leads, and create different workflows for each situation, that you activate every morning after you tend to your most pressing opportunities.

Remember, if you want to go deeper on this and all things real estate and the Real Geeks system, join Greg's live coaching community at RGMastery.com.