The speaker describes a systematic buyer-side intake and tracking workflow for a real estate team: printed "Buyer Info Sheets" (yellow) are distributed to agents to capture appointment details; submitted forms are logged into a central tracker and added to a Google buyer-appointment calendar. When appointments are set the team sends pre-appointment items (e.g., brownies) and agents submit a buyer loyalty agreement upon signing. The tracker records key conversion stages (set → met → signed) with separate fields for month/date met and month/date signed. The speaker emphasizes tracking conversions as critical to managing and scaling the business and gives a worked example (agent Jen Matthews, price range, source "open house", set/scheduled dates).
Alright, so how on the buy side the way we get an appointment in here is that we go to basically just go to your drive and go. Buyer info sheet. So the buyer info sheet, these should be printed in yellow and given to just put around the office. And all of your buyer agents should have these. This is what they fill out when they, when they set a buyer appointment and they send it to you and the person who's using the tracker and updating the tracker. So yellow sheet goes around the office. Same way that we modeled this after our listing side. A big deal happens when a buyer appointment is set. We're actually sending out brownies now on the buyer side as well because we're getting their address ahead of time. So we're modeling the same thing we do on the listing side which is totally dialed in and systematic and we're doing it on the, on the buyer side. So an appointment is set. Everyone gets this form. There's a, there's a bunch of people that get, get this form. It's like four or five people that sort of launch into action with this form. The appointment is put into the tracker and then once a week we get an update on all the appointments that we don't have updates for. And the buyer agents, when they have the appointment, they put it on the buyer appointment calendar, the Google calendar and then they submit. Yeah. So buyer loyalty agreement. So they submit this when an appointment is signed. So the appointment set, the yellow buyer info sheet gets submitted. It's logged into the tracker. Then they sign a buyer loyalty agreement and in that same tracker the status of the appointment is updated. So I'm going to do one here for you. So let's say that the Jen Matthews set the appointment or. Yeah, so Jen Matthews set the appointment for herself. She is team. Oh no agent rather because she's not an isa, she's an agent. It is a buyer appointment. So we put buyer first last is the name lats and then we just have a price range because we want to know what book of business is out there. So we put 250. The source is called in a yard. Let's say it was open house. Open house is buyer marketing. The month the appointment was set you got to put 4:1 and it was set on 4:24 month it was scheduled. So it's still, let's say it was in for in April and it was scheduled for 4:26 tomorrow they're coming to the office and then you pick the type of appointment. MBA in the office or new buyer appointment in the office and then once they're met. So month met, date, met appointment, outcome, month signed, date signed. These columns still need to be filled in, and it's all month, met, date, met. So you got to put in the month, which is 4, 1, 16, and then the actual date once you get. Once you find out the appointment happened and they get it signed, if you met them and it didn't sign, we track that. So all these conversions are tracked, set, met, signed. So set, met, signed is tracked in here. There's nothing more important in your business than knowing if you're actually meeting buyers and sellers. So I would argue if you're a smaller team or it's you and an admin that putting this into place now. Like my little promo video, I have my iPhone set up that I shot and I put on Facebook earlier today. Like I said, if I had this tool, it would have absolutely changed the way that I did business over the last five, six, seven years, and I would have been that much farther ahead, my business that much far dialed in, and I would have been out of the business even quicker because this is the tool that allows you to manage the business from the beach.
