TopProducer and Your Virtual Assistant: Managing Your Mailing Campaigns

Part 2 of TopProducer and Your Virtual Assistant

Managing a mailing campaign can be a full time job. Don’t even bother trying to send a different email or letter to a handful of your leads or contacts every day! That is unless you have TopProducer as your database.

TopProducer is not only a lead management tool, it also is the perfect tool for setting up, maintaining, and implementing mailing campaigns to all of your leads and other contacts.

You can use the standard action plans that come with TopProducer, personalize these in minor or major ways, or even develop your own 100% unique plans. Within the action plans are not only to-do lists and reminders for you, but also emails tailored to specific types of campaigns.

Let’s say you have three new leads that come in to you today.

The first one is a seller lead that looks pretty promising. After contacting her and doing everything you typically do, you can set her up in TopProducer with an action plan specifically for your “best” seller leads.

The second lead is a buyer that gives an email address, but no phone, not even a last name. Chances are this lead is just window shopping, but hey, window shoppers are dreamers who do eventually end up buying…and you want them to call on you when they are ready! So you set this lead up with a drip email campaign that will last for a few years, sending them an email every month or two.

Your third lead is a buyer that claims to be pre-approved, has a decent down payment, knows what they are looking for, and has even sent you the links to some houses they like. So you jump on this lead, and in the meantime you get them set up with your best action plan for buyer leads. And while TopProducer works behind the scenes…you do your thing on the front line!

These email campaigns aren’t your typical long list of call me, call me, call me emails. Most of them are a series of educational notes about various topics of interest to home owners or home buyers. Sporadically throughout them are emails emphasizing why they should use you as their real estate agent. The idea is to build their trust in your expertise and knowledge.

I would recommend that you go through the campaigns you use the most and update them for the current market situations, your local market’s quirks, and even your own personality. They are standard emails and while written well and in a personal tone, they might seem very out of place or totally “not like you.”

When its time to send out holiday greetings or open house notices, you can do that from within TopProducer as well. Simply create your email or letter, choose the individuals or groups you want to send it to, and voila!

If you do choose to do actual snail mail campaigns on some of your action plans, TopProducer has another service, LivePost, you can subscribe to which will automate the actual mailing of these letters for you. The cost isn’t much more than your actual cost would be, including postage, paper, and time.

Best of all…no matter what action plan or type of mailing you choose, every completed task, email, and marketing piece is attached to the lead you sent it to. So later on you can look back and see just what you have sent to this person. And you can keep detailed notes of all your interactions as well.

For all of your TopProducer needs, a virtual assistant is the perfect choice to “manage your management software.” A virtual assistant can enter your leads, keep your database clean, personalize your action plans, perform many of your daily tasks, and mail any physical letters that you don’t submit to LivePost.

If you are looking for someone to help you get started with or maintain TopProducer, give us a call. REVATS specializes in TopProducer related tasks and can get your leads in tip-top shape.

—Kim, virtual assistant with REVATS

REVATS is a team of independent virtual assistants working together to bring comprehensive virtual services to real estate agents around the USA. Contact us today for more information!