How to Build a Team P R E S E N T E D BY: L E S L I E M C D O N N E L L YO U R L I N K TO L A K E C O U N T Y, I L L I N O I S W W W.

Transcription

1 How to Build a Team P R E S E N T E D BY: L E S L I E M C D O N N E L L YO U R L I N K TO L A K E C O U N T Y, I L L I N O I S W W W. L I S T I N G S BY L E S L I E. C O M L E S L I E - 9 L E S L I L I S T I N G S BY L E S L I E. C O M

2 When Your Business Starts to Grow It s time to find some help!!!

3 Don t let creating a team SCARE you!

4 Where I began and where WE are now and how adding team members affected production # of Transactions Total Sales ($) Growth of Team Year ,668,000 Solo Agent Year ,940,000 Added part time assistant Year ,339,000 Part time assistant went full time Years (ave.) 25,000,000 One full time assistant Year ,695,000 Hired additional part time assistant Year ,170,000 Part time assistant went full time (2 full time assistants) Year ,370,306 Added 1 st Buyer Specialist and an additional part time assistant (30hrs) Year ,464,275 Hired 2-3 additional Buyer Specialists

5 Hiring Administrative Help Using the DISC Plan Main admin person should be a Type C This person will be your Closing Coordinator, Office Manager, IT Department, Operations Manager, Payroll Department, etc. Second admin should be a Type S This person will be your Listing Coordinator. Should also have C characteristics (an only S person would not be organized enough to handle the paperwork and detail side of the position. Third admin should be a Type C / Type I This person will be your Marketing Coordinator. You want someone detailed but also trendy and in the know with current marketing trends.

6 Additional Hires Using the DISC Plan Additional admin hires should be Type S This will be your team assistant. They will be the team runner and the catch all person. This hire should be good with computers, take orders well and be a good team player overall. Buyer Specialists should be a variation of DISC Type S & Type I those agents will be good with the needy buyers. Type C & Type D- those agents will be good for the bottom line, control and data people. A MUST HIRE: Having a weekend assistant is critical for lead retention!!!

7

8

9 Interview Process All interviewees should fill out an Employment Application Use a marketing example Shows creativity, familiarity with real estate terms and handwriting Use the DISC Evaluation Have a questionnaire to guide you through the interview

10 Have a Formal Employment Application

11 Employment Application Continued

12 Marketing Sample Test

13 The DISC Evaluation should be given during the interview

14 Interview Questionnaire

15 Finding Administrative Help Place ads on CraigsList and Facebook Permanent Full-Time Real Estate Admin Position: Schedule would REQUIRE Saturdays & Sundays 9:00am to 5:00pm. PLUS 3 days during the week (days to be discussed at time of hire). Busy Libertyville Real Estate Office seeks ambitious, outgoing and enthusiastic team member. We re looking for our missing link and a permanent addition to our team. We need an individual that can answer the phone with a smile and still remember the other 4 tasks on their list! There's a lot going on so be ready to work and have a great time doing so. You will be the only administrative support in our office on the weekends, so we need a strong team player and reliable person to commit to each weekend.

16 Team Assistant Ad continued. Duties will include: Answering phones- you will often be the first point of contact for our clients and must be able to provide EXCELLENT customer service at all times. You will need to be a good listener and take detailed phone messages. Accurately distributing messages Entering caller/client data Writing client greeting cards Putting together office packets/binders Other basic office duties Possibility of Social Media and Marketing support Errand running in Lake County

17 Team Assistant Ad continued. We are looking for someone with the following skills/attributes: Must be extremely computer savvy as the office is entirely digital. Will train on software specific to the company but should be familiar with Microsoft Office Suite. Office / administrative experience preferred. Possess EXCEPTIONAL attention to detail. We are a multi-million dollar real estate team and there is little margin for error in our office. Spectacular organizational skills. Able to multi-task effectively and efficiently.

18 Team Assistant Ad continued. Must be a quick learner and an excellent problem solver. Possess a willingness to do what it takes to get the job done, at times having the ability to think outside the box. Possess excellent customer service skills. Ability to work both independently and as a team. Must have excellent communication skills both verbally and written. Success does not come without stress so, most importantly, you MUST have a positive attitude!!! *****Please attach your resume when responding to this posting*****

19 Marketing Coordinator Ad Real Estate Social Media Strategist and Marketing Content Innovator Busy Libertyville Real Estate Team seeks ambitious, creative and experienced Project Manager. We re looking for a writer, idea master, and permanent addition to our team. We need top notch talent to pave the way for even larger future growth and the knowledge to do so! We are looking for the right team member who wants to contribute to the growth of the company and become an integral member of the family. About The Position: Collaborating with our team, we are looking to take our clients social media campaigns to the next level. You will be applying your social media and knowledge of market trends and online social media by working with a team of highly motivated real estate professionals. The ideal candidate has strong project management skills, is an excellent communicator, and comfortable sharing new ideas and marketing campaigns to grow our team. The sky is the limit in this position.

20 Marketing Coordinator Ad continued Key Responsibilities Include: INTERNET/ONLINE DUTIES: Create a detailed social media strategy with goals thus increasing social media effectiveness and outreach to meet these goals. Develop online community presence on different social media sites including: Facebook, Twitter, Google+, YouTube, Pinterest, Instagram, LinkedIn, etc. Manage , web, and electronic viral marketing promotions and incentives to grow leads Develop and build brand awareness Act as the online face of our company by interacting with our online community

21 Marketing Coordinator Ad continued MUST have social media/blogging/writing experience An EXCELLENT idea person who can implement these excellent ideas MUST be a multi-tasker with excellent time-management skills Define, develop and execute social media programs and best practices Experiment and implement new and alternative ways to leverage social media activities campaigns to promote membership to our site Enhancement and setup of social media profiles (custom bios, s, website content) SEO knowledge a MUST!!!!

22 Marketing Coordinator Ad continued PRINT/ADDITIONAL DUTIES: Create print mailings for local customers Creatively presenting our listings through uniquely written descriptions to each customer Conceptualize new print marketing efforts Highly organized with an ability to work under tight deadlines and shifting priorities in a fast-paced environment Oversee outsourced production, and obtaining bid estimates for print-related jobs Implements marketing and advertising campaigns by analyzing sales forecasts; preparing marketing and advertising strategies, plans and objectives Brochure content creation unique to each individual home

23 How the Listing Coordinator & Marketing Coordinator Overlap Active Sellers: Listing Coordinator Getting listing paperwork signed & ensuring accuracy Taking pictures & notes Inputting info into the MLS and getting client approval on content Creating & sending brochure to client for approval Once approval of MLS & brochure is received notification should be sent to the Marketing Coordinator to complete the rest of all Internet marketing of the property. Marketing Coordinator then notifies Listing Coordinator so that any necessary communications can be sent to the client

24 How the Listing Coordinator & Marketing Coordinator Overlap Printing, assembling and getting brochures delivered to the client Replenishing brochure covers as needed Brochure delivery should be a team responsibility. Listing Coordinator should monitor agent previews as a 1 st course of action. If agent delivery is not available, then brochures should be delivered based on team member home territories. Sending all A2K correspondence as plans describe Maintaining feedback & sending weekly reports to client Maintaining weekly snail mail campaigns to client Price reductions / listing changes New photo requests

25 How the Listing Coordinator & Marketing Coordinator Overlap Ensuring all vacant homes are being monitored. Homes that need to be visited should be delegated according to areas other employees live in. Listing Coordinator should monitor showings so that agents can be asked for help if they are visiting one of our vacant properties. Homes will only be visited when listing coordinator notifies that employee to do so. Seller should receive an notifying them that their home was checked on each time it has been done. Overseeing team previews and reporting to Leslie Seller Prospecting: CMA presentations for listing appointments and the stats that are included Monthly task for pulling Team Ranking stats These will then be passed on to the Marketing Coordinator for implementation into CMA, Buyer Books, Marketing Strategies, Internet marketing, Resume, etc.

26 How the Listing Coordinator & Marketing Coordinator Overlap CMA & Stat s on Leslie s behalf- as directed by A2K plans for cancelled, prospective and rental clients. Generating lead reports for team agents and then reporting to Leslie on a monthly basis Coordinating monthly past customer drawings w/ Leslie Marketing Coordinator will come up with the actual that should be sent Purchasing and sending the drawing items to winners Monitor deadlines for registration & positing winners Keeping stats on registrants Maintaining Plans & Activities Associated with Leslie s Rentals

27 How the Listing Coordinator & Marketing Coordinator Overlap Active Sellers: Marketing Coordinator Implementing Internet marketing plan for all active listings Maintaining operations manuals for Internet marketing sites Mailing / Farming: Monthly Past Customer drawing s- as dictated by Listing Coordinator & Leslie Creation of farm mailers (monthly activity for asking Leslie if/what she wants sent out) Once created, the mailer should be passed on to the Listing Coordinator who will order, file, sort and get all pieces to the post office for delivery.

28 How the Listing Coordinator & Marketing Coordinator Overlap Annual review of mailers and company prices. Leslie should be updated annually and any changes should be explained to the Listing Coordinator who does the ordering. Will check in with Leslie to see if Just Sold or Just Listed mailers are wanted- as dictated by A2K plans. Updating: Update Team Ranking stats in all marketing materials as directed by Listing Coordinator CMA books Marketing Binders Buyer Books Internet Sites

29 How the Listing Coordinator & Marketing Coordinator Overlap Annual task for updating Leslie s Resume- stats will be updated as directed by the listing coordinator, but the look of the resume is the responsibility of the Marketing Coordinator. Annual review of Team marketing materials Brochures Active Seller snail mail inserts CMA presentations Buyer books Website Review of client gifts every 2 years: Touch Base Cards New ideas for gift cards, lotto tickets, etc. Postcards, for buyers Sketches Closing gifts Goodbye Packages

30 How the Listing Coordinator & Marketing Coordinator Overlap Social Media / Project Management: Zillow Trulia Facebook Twitter Google + YouTube SEO Keyword Geo-tagging Anything else that they can bring to the table to make our SEO ranking higher and build our brand / presence on the internet. Pintrest LinkedIn Wordpress & Wordpress development

31 Employment Contracts are a MUST! The following agreement is between the Leslie McDonnell Team at RE/MAX suburban and, herein referred to as Buyer Agent. This agreement describes a professional relationship between Buyer Agent and the Leslie McDonnell Team, herein referred as the Team. For simplification throughout this agreement her will be generic not gender specific when referring to the Buyer Agent. In the agreement Buyer Agent agrees to provide her exclusive services to the Team as a Buyer s Agent. The parties herein agree as follows: GENERAL PROVISIONS Buyer Agent agrees to work exclusively as a Buyer Agent for the Team. Buyer Agent agrees to work from buyer leads provided by the Team and/or by prospecting activities of his/her own operating expenses. Buyer Agent will work independently, setting her own hours, using her own methods and judgments relating to prioritization and motivation of clients and client relations, and paying his own operating expenses. All home sales will be credited to the Team. Buyer Agent agrees to abide by the Team and RE/MAX Suburban s office policies and procedures. Buyer Agent understands that his attitude, appearance, service and skills reflect upon the Team; therefore any deficiency of the above will result in the termination of this agreement.

32 Contract continued BUYER AGENT SPECIFIC RESPONSIBILITIES Buyer Agent understands he is responsible for any and all fees levied upon Buyer Agent by RE/MAX Suburban and RE/MAX International, including but not limited to: Annual RE/MAX dues, annual SAC charges, and Errors & Omissions Insurance. Buyer Agents warrants he is a licensed Realtor in the State of Illinois and that RE/MAX Suburban, a licensed Broker in the State of Illinois, currently holds said license. Buyer agent warrants he is a member in good standing with the Realtor Association of Northwest Chicago land (RANWC), the Illinois Association of Realtors, and the National Association of Realtors, and will continue to remain so at his expense including possession of necessary lockbox accessories, annual dues, and MLS fees. It is the responsibility of the Buyer Agent to comply with laws, rules, regulations, and conditions governing Real Estate Agents in the State of Illinois, the RANWC, the Illinois Association of Realtors, and the National Association of Realtors and it s Code of Ethics. Buyer Agent understands that the Team maintains a high standard of performance and teamwork and agrees to adhere to the best of her ability to that level. Buyer agent understands that she will be given minimum performance requirements by the Team and that her job performance relative to these requirements will be reviewed on a period basis by Leslie. Buyer agent agrees that the review period may be on a weekly or biweekly basis. Minimum number of sales for the first year is 18 Buyer Agent agrees that all leads generated are the sole property of the Team. Buyer Agent agrees to submit all leads to the team. Buyer Agent agrees to clearly inform all buyers he is a member of the Team and that, as necessary, another team member will participate in negotiations.

33 Contract continued Buyer Agent understands that leads will be assigned on a rotation basis (providing there is more than one buyer s agent). Leads will be comprised of potential buyers obtained from the Team sources, including but not limited to: Internet, advertising, direct mailing, sign calls, up-calls, open-houses, past clients, past client referrals, and relocation referrals. Leads generated by the Buyer Agent through his personal prospecting or sphere of influence will not be on rotation. Buyer Agent understands that Leslie will continue to work with select clients. Buyer Agent agrees to preview the new listings of the Team within 2 business days after the listing date. No leads will be give to the Buyers Agent on a listing until the property has been previewed. Buyer Agent agrees that any unhappy or dissatisfied clients shall be immediately referred to Leslie for reassignment. Likewise, if Buyer s Agent feels he is incompatible with the clients, discussion and possible reassignment will be discussed with Leslie. Buyer Agent will be responsible for qualifying leads, securing a Buyers agency disclosure/dual agency disclosure, performing property searches in the MLS, showing property, writing and negotiating the purchase contract. Upon ratification of the purchase contract, Buyer agent will: Schedule and attend all inspections, walkthroughs, and closing. All necessary paperwork is to be submitted to the closing coordinator. Buyer Agent will participate in setting team and personal goals and work towards achieving these goals. Buyer agent will attend all team meetings, review progress towards goals on a bi-weekly basis and complete weekly progress reports. Buyer agent will maintain cellular phone contact and shall be responsible for paying the bill and maintaining the phone.

34 Team part of Buyer Agent contract: TEAM SPECIFIC RESPONSIBILITIES The team agrees to provide, for Buyer Agent, RE/MAX Suburban shared office expense & management fees, desk, office computer, computer programs, printers, digital camera for Team, all real estate office supplies, office phone and voice mailbox, copier, fax machine, and business cards, Team website and Internet maintenance. The team agrees to provide support staff to assist with the majority of the closing details and follow up as well as run the basic office operations. The Team agrees to provide a stream of leads generated through the Team s advertising programs and lead generation systems. The Team agrees to provide training tools including: Howard Brinton audio/video tapes, hands-on training with Leslie, and access to the RE/MAX Satellite Network and provide Buyer packets for Buyer Agent s clients.

35 Compensation Buyer Agent understands that Net Commission is Gross Commission minus any referral fees and MLS fees. The Leslie McDonnell Team split will be based on Net Commission prior to RE/MAX Northern Illinois contract split rate of XX% Buyer Agent understands that he will receive a split up to $75,000 of her total net commission for the calendar year based on the closing date. Buyer Agent understands that she will receive a split from $75,001 to $100,000 of her net commission for the calendar year based on the closing date. Buyer Agent understand that she will receive a split over $100,001 of her net commission for the calendar year based on the closing date. Buyer Agent will receive a 20% referral fee for listings generated through her prospecting or sphere of influence.

36 Competitive Clause Buyer Agent understands that any and all databases are a trade secret developed over time by the Team and are the sole property of the Team and any attempt to use such databases after termination of this agreement would be considered a violation of Federal Law. It is understood that all clients referred to the Buyer Agent are, and always will be, Team clients with members of the Buyer Agent s immediate family being an exception. The Buyer Agent promises not to conduct a transaction with these clients after the termination of this agreement and for a minimum period of 24 months after termination of this agreement. If for any reason the Buyer Agent conducts a transaction with any of the Team s clients, a 50% referral fee will be paid to Leslie McDonnell and RE/MAX Suburban on the close of any of these transactions. Buyer Agent acknowledges that she is operating under a non-compete agreement. In the event that the Buyer Agent should cease to be affiliated with the Team and continues to practice real estate, that Buyer Agent will not practice Real Estate within a 15 mile radius of the RE/MAX Suburban office

37 Buyer Agent Final It is also agreed that any and all material utilized within the role of BA as a buyers agent is the sole property of the Leslie McDonnell team and may not be reproduced or used in any way without the express written permission of Leslie McDonnell. Andy agrees to this for an indefinite period of time. Leslie McDonnell agrees that any inquiries for BA at the office will be forwarded to him at his new brokerage firm.

38 Termination Clause By the Team for Cause. In the event Buyer Agent defaults or otherwise fails to conduct his business in accordance with the terms of this agreement, the team may terminate this Agreement immediately and without notice. By Either Party Without Cause. Either party, without cause may terminated this Agreement at any time upon the giving of 60 days advance written notice to the other. Commissions/referrals from transactions under contract at the time of Buyer Agent s Termination will be paid at a 25% split of the net commission. All terms and conditions set forth in this agreement are hereby agreed to on this day of, 20

39 Exit Agreement (a MUST!) It is agreed between Leslie McDonnell and BA that the following will apply with respect to the termination of Buyer Specialist position within the Leslie McDonnell team: All leads closed through the Leslie McDonnell team will remain the sole property of the team, unless these leads were originated by BA as his personal clients. BA and Leslie McDonnell agree to this provision. In the event one of these clients should attempt to utilize the services of BA than a non compete clause would be in effect for those clients for a period of 2 years, or a 50% referral will be paid to the Leslie McDonnell Team. This shall supersede the initial agreement in the Buyers agreement dated, which states Buyer Agent shall not practice real estate within a 15 mile radius of Re/Max Suburban, Libertyville and Leslie agrees to waive the noncompete clause with respect to the employment radius. Leslie agrees also that current listings of clients that were previously BA S past customers will remain with BA, or if preferred, part of the team and a 25% referral will be paid upon closing to Leslie. BA agrees that should any of these clients terminate their agreement with the team, he will pay a 25% referral to Leslie to help defray costs of marketing and termination expenses upon closing (2 months office bill, etc).

40 Exit Agreement (continued) Any current clients that are being shown property by BA will continue to be the clients of BA, and in the event they purchase a home, a 50% referral will be paid to Leslie McDonnell/Re/Max Suburban. This will be in effect for a 24 month period. Clients are referred to as any lead generated by the Leslie McDonnell team and listed on the Lead Tracking sheets that both BA and Leslie have copies of, or any lead sent via since the beginning of BA s position as a buyer s agent. With respect to any pending transactions, the same 50/50 split will be in effect, which also shall supersede any original agreement and BA shall be paid 50% of the commission upon closing. It is also agreed that all of BA s past clients that were previously his prior to joining the team will be removed from our mailing list and database and shall remain the contacts of BA. BA s contacts that were generated by the team shall remain the property of the team.

41 Systems for Teams Call-in forms for buyers Agent Office or Top Producer for plans and contact Management Buyer books with personalized cover pages Vendor List signed by every buyer Introduction of team member roles: Thanks for Listing with the Team Explanation Meet the Team in Buyer Books Task lists and errand lists for Team Assistant

42 Call-in Forms for Buyers: Buyer Agents can utilize a Lead Tracking Document to organize incoming leads.

43 Agent Office or Top Producer Plans Detailed plans provide a stepby-step guide through all real estate processes

44

45

46 Buyer Books Given to new buyers upon first meeting. Personalized cover page including specific Buyer Agent contact information.

47 Vendor Lists Should be signed by all buyers.

48 Meet the Team Team Member descriptions should be included in all Buyer Books and Listing Packets

49

50

51

52 Introduction to Listing Coordinator Send to all new sellers

53 Team Assistant Schedule / Task List

54 Accountability for Team Weekly Preview Chart- Given to team leader by Listing Coordinator Bi-weekly General Leads Report- Also given to team leader by Listing Coordinator. Summarized all incoming leads and sources, who they are given to, and information about them. All incoming leads are sent via to Leslie and are then forwarded to Buyer Agent (with Listing Coordinator copied) Listing Coordinator then creates excel spread sheet with information and turns them into Team Leader every two weeks. Buyer Agents receive from Listing Coordinator bi-weekly reports to be turned in to Team Leader showing status of leads Office Meetings

55 Weekly Preview Chart All Buyer Agents should preview each of the Team listings.

56 Lead Tracking Spreadsheet Bi-weekly report given to Team Leader includes lead information, assignment and source data.

57 Lead Tracking Report Bi-weekly report given to Buyer Agents to turn into Team Leader. Shows status of leads.

58 Team Tracking Use a payroll service for paying assistants Paychex or ADP Track EVERYTHING each time a sale closes Where the lead came from Purchase price Property address Get family information at closing Kids names and ages Family birthdates and anniversaries NO checks given to your Buyer Agents without this information

59 Payroll Time Sheets

60 Sale Tracking Document sale information after closing

61 Family Birthdays & Anniversaries No checks given to Buyer Agents without clients complete follow up information on file.

62 Have you had clients that make you feel like this? Having a team creates organization and more communication than you can accomplish on your own. In turn, this creates happier clients that feel like all their needs are being fulfilled. SELLER AGENT Taking Orders

63 Having a team allows for more YOU time Hire a weekend person to answer the phones and send messages. STOP listening to voic s. Have someone else do it and you the messages. Do NOT give out your cell phone, record a message that says to leave all messages at the office number. Have ALL staff correspondence take place via . Follow up all counters (verbal) with s for a good record of what has transpired. Do NOT give out your home phone number. Explain your hours to clients. Use your voic to your advantage.

64 Having a team allows more time for

65 Having a team also helps to create raving fans!

66 Presented by: Leslie McDonnell Make sure all of your Illinois referrals go to: The Leslie McDonnell Team We service: Libertyville, Vernon Hills, Gurnee, Lincolnshire, Mundelein, Lindenhurst, Lake Villa, Grayslake, Long Grove, Deerfield, Northbrook and more! To download a copy of this presentation and the materials featured within it, visit: