Summit

Database Management ACTION PLANS Instructions to set up an action plan. This is using Top Producer, but very similar in other Databases

Set Up Plans in Advance Design your plan on paper –What does it look like? Tip: no more than 7 s Tip: more personal touch the better –Phone calls and drop by’s will amplify your mailings TEN FOLD Go to

Example 8x8 –0 days – write handwritten note –1 day after – send letter – Resume –8 days after – send letter –15 days after – send letter –22 days after – phone call –28 days after – letter –35 days after – letter –42 days after – send an item of value –49 days after – phone call –49 days after – set up 33 touch (or next plan)

Set Up Blank Documents First Step is to Create Blank Documents and Save Them –Neutral Titles (so content can be changed) –Set up the Plan and Schedule Activities Copy & Paste the Content –Don’t worry about wether or not you like it right now. Just get the plan started. You can always change it later!

Setting Up Blank Documents Choose Mail Library or Library

Setting Up Blank Documents Select “Add” and Name your New Plan

Setting Up Blank Documents Create a New Document

Setting Up Blank Documents Set up letterhead, Merge Fields, etc

Setting Up Blank Documents Add in Your Preferred Merge Codes

Setting Up Blank Documents Click “save” Keep Letter Name Generic, click “save” and click “ok”

Setting Up Blank Documents Next Letter, select “copy”, “save” & rename

Setting Up Blank Documents Copy and Rename all Your Letters from Your Designed Plan

Setting Up Your Action Plan Go to “Setup” and Click “Plan Setup”

Setting Up Your Action Plan Create a New Plan & Save as Action Plan Name Step 2

Setting Up Your Action Plan Select Create a New Activity for the 1 st Action Item Then set up the Appropriate Activity Based on your Written Out Plan

Setting Up Your Action Plan Give Activity a Name, and Select the “Perform event” days and select “Enter Next” to add the next Action Item.

Setting Up Your Action Plan Next Item is Letter (in this plan). Select Letter Click “Select Letter Template”

Setting Up Your Action Plan Select Your New Action Plan from the List Double Click to Select Your Letter from the List

Setting Up Your Action Plan Select the How Many Days After the Plan Starts that You would Like the Item to Print Select “Enter Next” for Next Action Item

Setting Up Your Action Plan Next Letter is Set Up to Print 8 Days Later Repeat for Each Action Item…. AND REMEMBRER to Set Up One Last Item

Setting Up Your Action Plan Set Up the Next Plan This is What a Sample Plan Looks Like

Set Up Plans Set up Action Plans for all of your checklist –Follow up Plans Prospective Buyers Prospective Sellers FSBO’s Expireds Generic plan for anyone not in these groups –New List to Offer –Contract to Close

Special Tips After you Create any Action Plan… ALWAYS add one more step…. Have 3 Different Plans –Duplicate your plans Set up one as ALL MAIL Set up one as ALL Set up one as Mail/ mix –Cut postage in half Build Letterhead into the letter

What to do First? Just Do It!!!!

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