1. **Delete this slide after reading**
Facilitators – you will need the following items ready before you begin the workshop:
Hand outs – the following job aides can be found on the training page of WeichertPRO:
User Checklist
Add, Share and market your Open House
Open House Attendance Registry Instructions
Using the Marketing templates in PRO
Tip: First, ask all attendees to log into PRO to ensure internet access and correct username and password. If they have issues, have them call the help desk. If it can’t be fixed, ask that they look at another attendees’ computer screen.
Then, start your slides, asking them to watch the demonstration first, then they will complete the steps in their system after.

2. Before we start…
Please verify that you can successfully log into
Enter your Username and Password
Any problems, call the help desk at:

3. Maximize Your Open House for Increased Conversion

4. In this workshop you will learn:
How to use the Open House functions in WeichertPRO to enhance your results in each step of the process:
Promote
Conduct
Follow up
Why the automated attendance registry should be used for every Open House and how to use it
The benefits of the Open House Action Plan
How to organize your OH contacts for Long Term follow up and increased Conversion.

5. Schedule your Open House
How do you get started?
Schedule your Open House
Promote your Open House
Tracking and Adding Attendees
WeichertPRO makes it so easy to get started with the Open House wizard. Today we are going to look at 4 things.
Let’s start with scheduling your open house
Follow-Up and Manage Attendees

6. Choose from two options
Schedule an Open House for your listing
Schedule an Open House for another associate’s listing
You can use the Open House functions in WeichertPRO whether the open house if for your listing or for another associates listing.
Today, we are going to walk thru hosting an open house for another associate.

7. Schedule an Open House Click ‘Add’ Select ‘Open House’
Follow these steps…
Click ‘Add’
Select ‘Open House’
One of the best short cuts in PRO is the ADD button on the bottom tool bar. You can access almost every function from here.
Select Open House

8. Schedule an Open House
Follow these steps…
Select the type of listing. In this example we will schedule an open for another Associate’s Listing
The behind the scenes functions are slightly different if you schedule an open for your listing. The system will look for your contact attached to the listing.

9. Schedule an Open House You have 3 options…
Use the drop down to select a property that you have held open previously. The address and MLS # will auto populate
Since this isn’t my listing, I have 3 options to select the property that I am holding open…

10. Schedule an Open House
OR select Add an Address to manually enter the property address
Tip this option is very useful for Exclusive listings or FSBOs
If you select this option, you will have to upload photos for your marketing pieces.

11. Schedule an Open House
OR Enter the
MLS # for the property
Tip without the MLS number, the images will not auto populate in the templates or Social Media postings
Using the MLS number is the most efficient. All the information attached to the MLS number in Weichert.com will populate for your marketing pieces and Social Media posts.
Once done, click continue.

12. Schedule an Open House
Follow these steps…
4. Enter the MLS number and click “Search”. Once you have confirmed it is the correct property, click “Continue”
Hint: Some of our MLS numbers are shared in multiple systems. I’ve put in a number that was also active in a Florida MLS. Verify that you have selected the correct property.

13. Schedule an Open House Enter the Open House Details:
Follow these steps…
Enter the Open House Details:
Date
Start Time
End Time
Next, enter the open house details including date, start time and end time

14. Schedule an Open House Select Public or Broker Open
Follow these steps…
Select Public or Broker Open
Select “Enroll in Pre-OH Action Plan”
The preOpen house action plan with reminders is especially helpful for new agents.
There are only 2 reminders
5 days prior to the open house a reminder will appear to preview the property and send invitations.
3 days prior to the open house a reminder will appear to make invitation calls and print all your open house and property materials.

15. Schedule an Open House
Follow these steps…
Add additional details – is there another associate sharing the open with you?
Add additional details. If you want to schedule multiple open houses for the same property at this time, simply click ‘add additional date and time’
Tip schedule multiple Open Houses for the same property from this page, without going thru the steps again

16. STOP at the Confirmation Page
Now you do it…
Log into
Click on the “Add” button on the bottom tool bar
Select “Open House” NEED AN MLS NUMBER?
Select “Open House for Another Associate”
Schedule the Open House for TODAY, ending in 30 minutes from now
STOP at the Confirmation Page
Have an active MLS number available to supply to everyone.
Leave this slide up while you walk around and assist the associates going thru these steps.
Step #5 is very important! You want to have access to the invitation, but need access to the icon to “add attendees” during the workshop also, so GIVE THEM A SPECIFIC START AND STOP TIME FOR THE OPEN HOUSE.

17. Next Step… Schedule your Open House Promote your Open House
Tracking and Adding Attendees
Next, we will walk thru the PRO tools that help to promote your open house.
Follow-Up, Manage and Convert Attendees

18. What FREE tools does WeichertPRO provide to support your Open House?
Customizable Open House marketing templates
Invitation templates
Thank for attending templates
Online Traffic Report
Social Media Posting
Automated Action Plans with Reminders
Electronic Attendance Registry
Easy to generate Group Call lists
EMarketing templates for future follow up
WeichertPRO provides users with free tools to support all your pre and post open house efforts toward conversion. This includes customizable flyers and thank you templates. One click social media posting. Action plans with reminders. An electronic automated attendance registry to make tracking your attendees easy as well as other tools for future follow up.

19. Promote your Open House on Social Media
The Confirmation Page shows that the open house is scheduled, and the “Group” has been created for this property on this date. If you need to make any date or property changes, you will have to cancel the open house and start again.
The first option to start promoting your open house is on these 4 social media sites:
Facebook, Twitter, Linkedin and Google Plus
1. From this confirmation page you can select any or all of these social media sites to post your open house.

20. Promote your Open House
2. Log in to the site you selected
3. Personalize your pre-formatted message and select “Share”

21. Promote your Open House
Already Formatted
Pre-Populated from Weichert.com
Increase your visibility
your post is automatically formatted and pre populated with details from weichert.com. Simply add your own personal message and share! Using social media is a great way to remind your friends that you are a busy and active agent.

22. Promote your Listing with Broker and Public Open Houses
The format is the same for both versions, but you will want to change the content for the broker opens.
For example, hi-light a unique feature that the brokers would want to preview for their buyers.

23. Easy to create Property Flyers
Automatically pulls in Weichert.com date/images and agent info
Personalized salutations
Content already provided OR easily customizable
Sent templates are automatically saved to each recipient’s record in the tab of the contact folder
There are various property flyers available in PRO. Each one works the same way…
(Read thru bullets)
Click through each.

24. Promote your Open House with Email Invitations
Follow these steps…
1. Choose your template and click ‘Select’
It’s as simple as choosing your template. Is it a Public or Broker Open. We are selecting the template for Public open in this example.

25. Promote your Open House
Select an Open House using the drop down box, then follow the prompts
The wizard will populate scheduled open houses by date. Use the drop down menu to select the correct one.
Now customize your template by following the steps in the Marketing template wizard. Remember to Click Next after each section is complete.
Tip
Always select next after each section

26. Promote your Open House
Review the auto-populated information and make your edits.
Every time you finish a section, click next to pull your updated information into the preview screen on the right.
Each step you complete on the left, will appear in the preview on the right after you click “Next”

27. Promote your Open House
Use the “Filter” options to easily choose who receives your invite
Tip Type could be “Buyers” and Group could be “Open House Prospects”
For example: You select “Contact Type” Buyers and “My Groups” Open House Prospects,
The individual names of the contacts will appear in the column on the left.
To add them to your List, use the “double arrow” to move everyone over to the column on the right.
**Yes, the system will remove duplicates if you have one contact in 2 or more groups!

28. Promote your Open House
Professional
Simple
Effective
After you completed the steps in the wizard, you will have sent this professional, simple and effective open house invitation.

29. Bonus Points: Find the Online Traffic Report for your Open House
Now you do it…
Click on each of the Social Media Icons (Explore! Just don’t post anything.)
Click “Send Invite ”
Select the “Invite” template
Follow the steps to complete the template and the sample to yourself
Click on the “Home” tab at the top of the page
Bonus Points: Find the Online Traffic Report for your Open House
Make sure the associates STOP after they send the sample to themselves, and return to the home page.
If you are waiting for others to finish, ask the associates to pull up an online traffic report on their screen – if they do, they have earned candy or something 

30. Next Step… Schedule your Open House Promote your Open House
Tracking and Adding Attendees
Now, lets review the PRO tools that will assist you with adding and tracking your attendees.
Follow-Up, Manage and Convert Attendees

31. Start with the Property Specific Electronic Open House Attendance Registry
New contacts will be added to the Open House group. The group’s name includes the Property Address and Open House Date
The system checks for duplicate contacts before importing your new attendees
Each Guest will be added to your contacts, along with the notes, AUTOMATICALLY!
The property specific electronic open house attendance registry lets you easily track your attendees making follow up a breeze.
The registry is an excel document, so you will need Excel or “Numbers” on your device to download it.
Once you have downloaded it and saved it to the desktop on your device, you will not need internet connection at your open house.

32. Record and Track the Attendance
This registry is property and date specific
Save it to your laptop
Have attendees sign in on your laptop
The excel file will look like this. The file is specific to that open house on that date and time. Save the file to your desktop and bring your laptop to the open house and have your attendees sign in Simply open it from your desk top.
CLICK
Because you will be importing the completed file into WeichertPRO after your open house, there are a few things you should know so it works correctly. Do not change the name of the , do not change the column headings and do not delete any columns. Any of these changes will result in an error when trying to import.
You can review these tips in job aid on the training page for more information
tips…
Do NOT change the name of the file
Do NOT change the column headings
Do NOT delete any columns
Job Aid: Open House Attendance Registry Instructions

33. Track and Add Attendees
Follow these steps…
You have the option to add your attendees with the electronic registry or manually
Now let’s take a quick look at adding contacts. From the Open House Management Page, locate the open house and click Add/Edit Contacts
Click Add/Edit Contacts

34. Track and Add Attendees
Follow these steps…
2. Locate the section called ‘Add Open House Attendees
3. Click Add Open House Attendees to add manually or Upload OH Attendance Registry
‘CLICK
Locate the section called, Add Open House Attendees
CLICK
You can choose from adding attendees manually or adding them using the Open House Attendance Registry.
In this example we will choose, Upload the Open House Attendance Registry

35. Track and Add Attendees
Follow these steps…
4. Click Browse
Click browse and locate the completed Open House attendance registry for that specific open house that you saved to your desktop.

36. Track and Add Attendees
Follow these steps…
5. Click Upload
CLICK
Click Upload
**The most common error here is not saving the file correctly. If the file is NOT saved as an “.xlsx” it will not import properly. You can go back and use the “save as” function to save it correctly.

37. Track and Add Attendees
Follow these steps…
6. For each contact select Add, Merge or Do Not Add
WeichertPRO will automatically search for possible duplicates in your system and alert you. For each attendee, decide whether you want to merge with an existing contact in your system, add as new contact or do not add. Once you have completed this for each contact, click ‘continue
7. Click Continue

38. Track and Add Attendees
Follow these steps…
If you select ‘Add Open House Attendees’
1. Use the worksheet to manually add your attendees
2. Click Save & Continue
Use the worksheet to enter your attendees one by one, including notes. Click Save and Continue. Then follow the steps for adding as new, merging or do not add.

39. Track and Add Attendees
Follow these steps…
All attendees are Automatically added to an OH group with the address and date in the name
Congratulations! You’ve now added your attendees using the completed Open House Attendance Registry!
All your attendees from that open house are automatically added to a group for you. I will show you how that can help with your follow up shortly.

40. Now you do it… Click the Open House tab at the top of the page
Scroll down to the Open House we just scheduled, click on “Attendance Registry”
Follow the instructions to save the registry to your desktop.
After your file has been saved, click to open the folder.

41. Now you do it…
Add 2 attendees to your registry, filling in all information including notes for:
Mickey and Minnie Mouse….
Ben and Jen Aflec…
2. Save the changes to your registry and return to the Open House Management Page in PRO.
Click on “Add/Edit Attendees”
Follow the instructions to upload your attendance registry.

42. Next Step… Schedule your Open House Promote your Open House
Tracking and Adding Attendees
Using the tools in PRO for consistent follow up will produce a higher open house conversion for you.
Here’s how…
Follow-Up, Manage and Convert Attendees

43. Post Open House Action Plan Automatically added to your calendar
Step1: Day of Open House – Send Thank You
Step 2: Call
Thank you for coming to my open house yesterday, it was great to meet you. I want to follow up on the I sent you, and discuss your home search in more detail…
In weichertPRO, your post open house action plan is automatically added to your calendar. This is what it looks like in WeichertPRO when you use the free tools provided.

44. Post Open House Action Plan
Step 3: 2nd Follow up – Show Your Value
Step 4: CALL - Closing for the Follow-Up Appointment
I hope you have found the information I have sent useful in your home search. Lets meet so I can make the process even easier…is tomorrow evening good or Saturday morning better?
This customizalbe template can be found in the marketing section of WeichertPRO. Follow up your with another phone call to close for the appt!

45. Post Open House Action Plan
Step 5: - Create a Sense of Urgency
“This report demonstrates the number of buyers who are also searching online for a property like yourself.
This is the competition that we could be bidding against!”
Use an online traffic report to create a sense of urgency!

46. Follow-up and manage attendees
Follow up with your entire group with just one click
Click Update
Again, weichertPRO automatically puts all your attendees from an open house into a group specific to that open house and puts the reminders on your calender.
This is a snapshot of your upcoming appts and task window on your dashboard – or your “to do list”
CLICK
The next step in the action plan is highlighted here.
Simply click Update to complete the task

47. Follow-up and manage attendees
Provides a Group Call List.
Refer to your previous notes and update with new ones.
Then scroll down and Continue your follow up.
A call list with all the attendees from that specific open house is generated. Simply work through your list and enter notes as you go.

48. Easily track updates for efficient follow up with EACH Attendee
PRO will store the notes and s for each of your contacts in their contact folder

49. What can I do after I complete the 5 follow up reminders but haven’t secured an appointment?

50. Acting on consistent follow up
creates results
2% of sales are made on the first contact
3% of sales are made on the second contact
5% of sales are made on the third contact
10 % of sales are made on the fourth contact
80% of sales are made on the fifth to twelfth contact
But don’t stop at step 5. Did you know that 80% of sales are made on the 5th to 12th contact! That’s right. Continued follow – up drives results and helps you achieve your open house goal.
Source: The ABC’s of Lead Management

51. Long Term Follow-up
Follow these steps…
re-categorize your Open House attendees for continued follow up and improved conversion
Click Admin
2. Select Group Management

52. Long Term Follow-up Select the Open House group
Follow these steps…
Select the Open House group
Select the Attendee to add to another group. Click on the blue icon to open his contact record
Locate your open house group
Click
Then locate the contact in that group that you want to add to another group…
Remember – contacts can be in more than one group!

53. Long Term Follow-up 5. Use the Pencil Icon to edit the contact record
Follow these steps…
5. Use the Pencil Icon to edit the contact record

54. Long Term Follow-up
Follow these steps…
In this example, I created a group “Open house prospect” for all my attendees who I haven’t been able to start working with yet, but want to stay in touch so when they are ready…I’m the one they call!
6. Add your contact to an existing group or create a new one for long-term follow-up

55. Now you do it… Click on “Admin” and select “Group Management
Click on the “Add Group” button and create some groups for “Active” Buyers/Sellers and “Long Term” Buyers/Sellers
Scroll down the “Groups column” and click on your new Open House group.
Select an attendee and click on the blue icon to open his contact record.
Click on the “Pencil” to edit the record.
Add that attendee to the “long term” group.
While on this slide, make some suggestions to the associates about other groups they may want to add to their system.

56. Long Term Follow-up
Create your own plan with reminders on your calendar and use the marketing tools to stay in touch!

57. Customize these templates as part of your Follow Up & Prospecting Plans
Use the templates in WeichertPRO to stay in touch. Follow up every with a phone call!

58. To find additional job aids and tutorials on any of the topics we discussed today, Click Training. and choose from the job aids and video tutorials.

59. Ongoing FREE Training & Support
24/7 On-line Tutorials
Help Desk Support
Webinar Training
For ongoing training and support look for Webinar trainings, use our online tutorials or call the help desk.

61. Thank You!