4 Reasons Why You Should Consider Using Google Voice in Your Real Estate Business

Right up front, I admit it: My name is James and I am a Google-holic. I’m not braggin’ or complainin’, but I love almost everything Google’s ever done and operate my electronic life largely within a Google universe. Sorry, Apple-ites. Your shiny white devices seem stodgy and old fashioned to me. I think when you pay for that new Iphone, 60% of what you’re buying is marketing. Just sayin’ . . .

So, leave it to me to tell you why I think you should consider Google Voice as the telephone system of choice for your real estate business.

1. Transcribed Voice Mail. When a caller on your GV number goes to voice mail, their message is transcribed into text and sent to you via email or text message. If you want to hear the message, you can still do that, but the beauty is that most times, you won’t need to. You’ll be able to get the information you need from the text. This can also be very helpful if you are occupied with something else and an important call comes in. For example, you are out showing property or in a meeting. A call comes in and goes to voice mail. In a minute you are reading a text or email version of the message. It’s something very important that needs your attention right away. Great. Now you can excuse yourself, step out and take care of the problem.

2. Amazing Forwarding Capabilities. You can program GV to forward your calls to any other device you may have: your home phone, your cell phone, your office phone. It’s very easy to change which device(s) ring. You can even put them on a schedule. But there’s more. Suppose you are in your office, on your office land line with a very important call. But you have an appointment out of the office and you have to leave NOW to make it on time. You don’t want to end the important call, so you push a button and suddenly all of your other devices begin to ring. The call seamlessly transfers to whichever device you answer, say your cell phone, and the caller never knows you’ve made the change.

3. Great Marketing Tracking. Google will give you ONE GV number for your Google account. (By the way: you get a Google account when you sign up for Gmail. The email address and password you set up there becomes your login credential for any other Google product). So, if you wanted to assign a different GV number to each marketing piece you did so you’d have a text record of how many calls each piece of marketing produced, you could. You’d have to open a number of different Gmail accounts, but think about it. Maybe you’d have one number for all of your signs. Maybe you’d use a different number for all of your mailbox marketing. Perhaps you’d have a number for print advertising and so on. Five or six numbers would probably give you the visibility you need. Now, I’ve heard that sometimes GV can take some time to assign you a phone number. That wasn’t the case for me: it was instantaneous. But, I did read about one person, wanting to track marketing via different Google Voice numbers, but delayed by Google’s backlog, who went to Ebay and bought accounts for about $6 apiece.

4. Personalized Greetings. Setting up a personalized greeting is so simple. You just find a contact in your messages and assign them a custom greeting. The first person to get a personalized greeting should probably be your spouse: ‘Hi, honey. Sorry I’m tied up, but I’ll call you as soon as I get free. Love you.’ Then do one for your kids. Then, every time you take a listing, take a minute to customize a greeting for each of your sellers: ‘Hi,Bill and Cathy. Sorry I can’t take your call at this moment, but you are among my most important callers, so rest assured I’ll be back to you as soon as I can. Thanks again for choosing me to market your home.’ Or maybe a specialized greeting for your buyers: ‘Hi, Sue. I’m probably out showing property at the moment, but I’ll call you back as soon as I can. If you’ve seen a house you like and want information about it, send me a text with the address and I’ll have all the details when I call you back’ (you may have just stopped Sue from calling the listing agent!). Or, how about this (it’s my favorite): a personal greeting for friends, family and business associates who call you a lot and don’t need to hear your long winded message: ‘Hey, Dan – leave a message.’

A long time ago . . . well, a couple of years . . . we had office switchboards, PBXs, and extensions with flashing lights for multiple lines. It was expensive and inefficient. Today you can actually run your business using a virtual phone system from Google. Google Voice plus a cell phone (or two) is probably all you need. Give it a look. (Be sure to watch the short video on ‘Block Callers’!)

On Hiring

I just got off a Training Magazine webinar on ‘Engagement.’  That’s the mysterious factor that comes into play in almost every human interaction from Facebook to the Church Social.  In this case the experts were talking specifically about Employee Engagement:  keeping the members of your team energized and  involved in the success of your business.

Much of the discussion centered on hiring, and I think that was appropriate.  Your best bet at building a good team is to hire the right people.  But who are they?

If you are an ordinary real estate broker (wink, wink, nudge, nudge), you probably have lots of scripts memorized about the kind of person who can be successful in the business.  In reality, though, you long ago gave up the notion that you could tell who would make it and who wouldn’t.  You hired too many hot shots who failed miserably and probably a few plodders who plodded on to do big business.  The ordinary broker would never say it out loud, but the philosophy of hiring is basically this:

Hire anyone who can fog a mirror.  Give them a little training – hopefully the kind that requires little investment of time or energy on the broker’s part – and give them six months.

On paper, the ordinary broker would compare the new person’s performance against a standard at six months and decide then whether they could stay or go.  In practice however, the ordinary broker is too busy hiring more and more agents to have time for this weeding out process . . . and that’s why the average real estate agent in the US does what?  about 7 deals a year.

At Help-U-Sell we have a different problem.   We have difficulty attracting agents who are used to being paid 75% commission splits on the 7 deals they do a year to our program where they’ll probably do 15 or 20 deals and be paid 50 or 55%! Somehow that ordinary agent believes that the size of the commission split establishes his or her value as an agent – NOT the number of buyers and sellers he or she helps.  What can I say?  It’s a crazy universe!

One of the revelations I had in today’s meeting is that, in hiring, skill sets are important . . . but if they are present, the MORE important thing is Cultural Fit:  Will this person be able to embrace our culture, our mission, and get onboard with enthusiasm and passion?

Here’s where we (Help-U-Sell) have an edge.  The skill set for Real Estate Sales is pretty fluffy.  You have to be able to talk to people and to present yourself as a professional.  You have to be able to learn and remember lots of semi-technical, semi-legal information.  You have to be organized and able to manage a lot of detail – or be willing and able to hire someone to do this for you.  It helps to not be afraid of computers or technology in general.  You have to be able to persevere in the face of setbacks and defeats.  I could go on but you get this picture:  this is all pretty soft stuff.  I mean: it’s not like ‘you must be able to program in C+.’  

So, with this soft skill set, LOTs of people might be successful in Real Estate.  What becomes more important is their ability to fit within the company culture . . . which assumes your company has one (a culture).  But most real estate companies don’t.  Really:  What’s the culture of most real estate companies?  They all do the same thing in the same way with the same tools . . . . what’s the difference?  There is none.

But there is a difference at Help-U-Sell.  Our people – and by that I mean everyone:  brokers, agents, admins, processors, corporate employees, everyone – is on fire for the mission.  We’re not just selling real estate, we’re changing the way real estate is sold.  We’re changing the world for the better, not just perpetuating a bad idea that’s been around for decades.  This passion for the Crusade is one of the many things that differentiate us from every other real estate organization.  And THAT’s what we should be looking for when we hire:  people who have the ability to get excited and passionate about doing real estate in a better way.  If we can find them, the rest is easy.  After all, most of those soft skills can be developed.

Picture this:  a help wanted ad for a Help-U-Sell office:

Needed:  2 agents who want to change the world.

We are overrun with buyer leads and seek dedicated

individuals to take extraordinary care of them.  If you

want to be busier than you have ever been in your

career, if you want to delight consumers by giving them

outstanding service AND a better deal, call today:

123-456-7890

Engagement, the ability to become involved and passionate about the company mission, is essential to today’s best companies.  Near the end of today’s meeting, one of the presenters shared Zappos policy on new hires.  They do the standard interviewing/screening process, looking for skill sets and cultural fit.  Candidates who make it through are put into a three week training program about the company, the work, the culture and the mission.  At the end of the three weeks, each one of them is offered $3,000 to quit.

Stop.  Let that sink in a minute.

What Zappos is saying is they acknowledge they can’t always tell who will fit with the company and who won’t.  But they’d rather pay their bad hiring decisions to go away rather than invest time, money, effort and productivity in trying to rehabilitate them after the fact.  Clearly:  anyone who would take the money and run . . . is no one they need on the team anyway!

So, Help-U-Sell brokers:  I know you are overwhelmed.  You need help, and you need it now.  But don’t let your need turn desperate to the point that you make bad hiring decisions.  You may have to talk to ten people to find one who can burn for you.  Don’t give up after 3 or 4 and start modifying your program so that a marginal agent, already disgruntled with their current broker, will come to work for you.

Email Basics

Lots of talk about email this week.  There’s a good reason:  we got hacked over the weekend.  Someone got into our server and used it to send out a bucket of spam.  Dealing with it meant shutting down the server for awhile.  In discussing this with our Help-U-Sell family it’s become clear that a little education about the basics of email is in order.

Email happens when you send a message from your internet connected computer (or device) up to your mail provider’s server.   The server then sends the message to the server that hosts your recipient’s email.  The recipient will receive the message when he or she accesses their mail from a connected device.  OK: Truth is it’s much more complicated than that, but that’s essentially what happens.

The question of the day is:  how do you access your email?  There are a couple of ways, you know.   You could use a local Email Client like Outlook, an internet based email client like Hotmail, Gmail, or AOL or you could use a more direct method, WebMail.  A quick poll today on our Power Hour call revealed that most of our Brokers use Outlook or Outlook Express.  These are full featured programs that do much more than simply send and receive messages.  But they are BIG programs that live on your computer and sap your computer’s resources.  Outlook, in particular, uses a LOT of memory . . . which is not a problem if you’ve got lots to spare, but make no mistake:  it’s a BIG program.  When a local client like Outlook retrieves your email from the server, it actually downloads a copy of the message and any attachments to your computer.  Even if you never open the message, it’s there, taking up space on your hard drive.  And remember, if it’s on your drive and you don’t have a backup copy, you are at risk of losing it if there is a crash or super virus in your future.  This is why, if you use a local client, you should always check the box when you set up an email account  for ‘leave a copy of the message on the server.’  You’ll have a remote copy if you ever need it.

Gmail, Yahoo Mail, Hotmail and the like are similar:  they can all be configured to go out and get your mail from various other servers.  But they also provide direct access to their own email accounts.  So if you have jamesdingman@gmail.com, you can configure gmail to not only pick up mail at that address, but also at, say, jamesdingman@helpusell.com.  Unlike the local clients, these services do not live on your computer.  There may be some app like interface that helps you get to them, but generally they are out there in the ‘cloud’ somewhere.  So the strain on your computer’s resources is reduced and you’re not filling up your drive with things unless you choose to download them.

Webmail is something different still, and we are fortunate to have it for your Help-U-Sell email.  Webmail gives you direct access to your Help-U-Sell mail much as, say, www.gmail.com gives you direct access to your gmail messages.  Again, it lives out there on the Help-U-Sell mail server, not on your computer, so it does not strain your computer’s resources.  It is sleek, lightweight and actually gets your Help-U-Sell mail a tiny bit faster than any other client because at least one step is eliminated in the process.  Help-U-Sell folks can check out our Webmail platform by going to:

mail.helpusell.com

and logging in with their OMS password.

I’ve been an Outlook user for decades and I admit:  I am a little spoiled by its depth of features.  I use mail, of course, but I lean heavily on the address book, Calendar and Task functions.  However, I can almost feel the strain on my system as it works away hour after hour.  And, what the heck:  I’m getting mail not just on my computer now, but on my phone and tablet and so on.  I’ve decided to convert to a non-local solution.  I’m using Gmail to retrieve my personal mail and Help-U-Sell Webmail for my business communication.  Since Webmail and Gmail are internet based applications, I can access them from just about any mobile device.  I think it would be a good idea for you to check it out and see if something similar would work for you.

By the way:  one of the things that made our mail server vulnerable to hackers was the simplicity of some of the passwords some of you are using.  Anything that uses your name, initials, birthday, children or pets names you are vulnerable.  The best passwords make no sense to anyone . . . but how do you remember a non-sense password?  Here is some guidance:

Use a Mnemonic.  Choose a phrase you will always remember and select the first letter of each word.  Use numbers when you can and remember ‘the’ can be ‘3’, and toss in a symbol or two ($ for s).  Capitalize the first letter and Bam!  you’ve got a great password.  For example (courtesy of Google):  ‘To be or not to be that is the question’ becomes 2bon2btitq.  ‘This is one very secure password I hope’ becomes Ti1vspih.  ‘Sell fast, save thousands, the experts next door’ becomes Sf$t3end.’

Please, Oh Please, examine and edit your passwords,  not just your Help-U-Sell email account, but for all of your accounts.  Reset them to something only you will understand and remember.

Clarifying Terms: Full Service Broker, Limited Service Broker, Discounter, Help-U-Sell

I wrote a piece a long time ago called Full Service Broker vs Limited Service Broker vs Discounter.  It remains popular.  I think it’s because the title uses terms people use when searching online.  Trouble is, the piece was really just musing.  I was trying to point out how mushy the definitions of these key concepts are in the world of real estate today.  Nobody reading that post is going to come away with a firm understanding of the various kinds of brokerages out there and few will get a feel for how we at Help-U-Sell are different and better.  So, let me take a stab at it this time being a little more pedantic.

Full Service Broker: A Broker who essential takes over the task of selling a home. Usually that means the seller does nothing but sit back and wait for a contract and then a closing. I could be more granular in the description – break it down a little further – but I don’t think that’s necessary.  When you list with a Full Service Broker, you expect that you are turning the messy task of selling your home over to someone else.  Your job, once you have the house in tip top shape, is to simply disappear anytime anybody wants to see the home and to be patient.  Generally speaking Full Service Brokers charge a percentage based commission in the 5% – 8% range (although real estate sales commissions, whether percentage based or not, are fully negotiable between the broker and homeowner and no standard or even standard range exists).  That can get pretty pricy.  Think about it:  the owner of a $300,000 home with $100,000 in equity who agrees to pay a, say, 6% commission is paying $18,000: almost 20% of their equity!  And don’t get me started on the guy down the street in the smaller house worth $250,000 who will pay the same broker the same percentage but, in his case, it’s only $15,000!  Why is the first guy paying $3,000 more for the exact same service?? It makes no sense (it really doesn’t)!

Discounter: These brokers focus on the commission and cut it to levels Full Service Brokers cannot meet.  Using the above hypothetical examples, a Discounter might take the listing for say, 4%, a significant savings for the seller.  But here’s the thing about Discounters:  they use the same business model the Full Service Brokers have. They are on the same planet, in the same universe.  If they’re going to operate on that planet for less revenue, something else is going to have to give.   Think about it:  If you find a hammer at Ace Hardware for $4 and then spend the rest of the day shopping until you find a Discount Hardware Store who sells the same item for $3, you may have a bargain!  Or maybe you don’t.  You gave up something to get that dollar off the hammer.  You had to spend you time and money driving around to find the store and the hammer (their profit margins are so small they can’t afford to be visible or easy to find), you probably had nobody on the floor to help you, you may have had to dig through disorganized bins to find your hammer and you may have had to dig until you found one in good shape.  There are trade-offs for this kind of savings, and there are with the Discounter’s view of real estate too.  The quantity and quality of marketing the discounter does will probably be reduced, the amount of personal attention the seller receives will probably be less (after all this broker has to do big volume to compete and has less time), and let’s just hope there’s not much else going on when the offer comes in. You don’t want your Discount Broker watching the clock and counting the seconds and thinking about wrapping this negotiation up so he can get on to the next one!

Limited Service Broker: This is a term the Full Service and Discounter Brokers invented to diminish the value of Brokers who don’t represent anyone in a transaction.  The model is different this time.  Usually it involves a set fee, often paid up front and non-refundable.  The Broker then takes the property information and does very limited marketing, usually just putting the property into MLS or on a FSBO website.  There is no hand-holding, no showing, no open houses, no communication, no assistance with pricing and strategy. All they are providing is access to a few marketing tools you probably don’t have access to on your own.  The kicker is, if you pay an MLS only Limited Service Broker to put your house in the MLS, you’re also going to have to be prepared to pay the other broker who sees the listing in MLS and then comes in with a buyer!  Suddenly, that rock bottom front fee is not looking like quite the bargain you expected!  Some Limited Service Brokers do provide representation – which means they look out for your best interest and get involved in negotiations and make sure the deal goes as planned to closing – but it’s often at an additional fee.

Help-U-Sell is something else all together.  We operate on a different planet than the three guys above.

We recognize that technology has made marketing a properly priced home pretty easy, and pretty standard.  The idea that your agent needs to create a completely customized, personal marketing campaign for your individual home is actually a little absurd today unless you are in some astronomical price range or in a completely unique boutique type situation.  Marketing is:  pricing the home properly, starting a buzz locally through signs, flyers, postcards, MLS, past clients and so on, making the property easy to find online via various websites (the more the better), social media outlets, video, QR codes and so on, and then being sharp as a tack when an inquiry comes in to make sure that, if the prospect is right for the home, the’ll get to see it.  It’s not rocket science.  It takes a professional working every day in the real estate business to do it well, to manage it and keep it on track, but it doesn’t take a super-human or even a star.

We also recognize that the best thing we can do for all of our sellers is to generate leads – potential buyers who contact our office and with whom we develop a working relationship.  And that’s what our marketing is designed to do: generate leads, not just for your individual house but for all the houses we have in inventory.  Truth is:  the caller rarely buys or even wants to see the house that motivated the call.  Once they have the information they often discover that there is something missing or not matching their needs.  That’s where the developing relationship with the agent on the other end of the line comes in.  If we really know our business, if we really know our inventory, if we are really good at listening, we probably have something else in inventory that would be perfect for this buyer . . . and that’s how we market your home.  A great Help-U-Sell office is like a clearing house for buyers and sellers, or maybe more like a buyer/seller dating service!

We acknowledge that there are a number of activities ordinary brokers routinely take on that might be better handled by the seller, and if the seller is willing to take on these generally easy tasks, they can achieve significant savings.  If the seller is up for it, we will coach them on how to hold their own open houses.  We’ll show them how to walk through the home with a prospective buyer.  We’ll provide them tools to use in spreading the word to friends, neighbors and co-workers.  If they can find a buyer through this kind of easy participation, we can cut them an amazing deal on our fee.  After all:  they’ve produced the buyer!  And, oh by the way, not all of our sellers opt in to participating in this way, and that’s ok.  We can still save them big time over ordinary brokers.  The good news about seller participation is that it is a lead generator for us – and since lead generation and capture is how we get our listings sold, all of our sellers benefit when one of them holds an open house.  Let me be a little more clear.  One of the tasks most sellers are not comfortable doing is following up with buyers who come through their home.  That’s great:  we don’t ask them to do that.  We do it for them.  Their job is to collect contact information on everyone who comes to their open house (essentially, nobody comes in without signing in – that just makes sense).  They share that with us and we make the follow-up call.  Sometimes the buyer just needs a little clarification or next-step help to move forward on the property, but more times, they’ve eliminated the property because it didn’t quite match their needs. And so we have yet another lead that might be perfect for one of our other listings.

Because we design our offices and our marketing to be big lead generators -and because leads, properly handled, drive the sale of our listings – our agents have a much more manageable job description.  You see, the ordinary real estate Broker builds his business by adding agents, agent after agent.  The only way the ordinary Broker can get the large number of agents required to make his business viable is by offering prospective agents HUGE commission splits.  Because the ordinary Broker has fewer dollars to work with after paying those huge splits, he can’t afford to orchestrate and implement the kind of lead generating marketing program the Help-U-Sell broker can.  Instead, the ordinary Broker delegates this responsibility to his agents who generally just do their own thing . . . which is not to market or generate leads, but to advertise in hopes that their latest ad will show the anxious seller that they are really working.   In a Help-U-Sell office that is all handled by the Broker.  Our Brokers are in charge of and responsible for marketing, for creating all of those leads that turn into buyers and sales.  Our agents are there to take care of the buyer leads our marketing has created.  Period.  We don’t ask them to market or to build our business on the strength of their sphere of influence, to prospect for listings or call on FSBOS.  We ask them to take the leads we’ve generated for them and to take incredibly good care of them as they find their dream home.  Building and maintaining listing inventory is the broker’s job, converting buyer leads into sales is the agent’s job.  And it’s a wonderful, manageable job!  Compare that with the job description of an ordinary agent who is expected to do everything from soup to nuts, essentially running his or her own real estate company within the Broker’s company!  No wonder they burn out so quickly!

We recognize that a  buyer for a particular home might come from several sources and that the cost of acquiring a buyer varies from source to source . . . and we price our services based on which source produced the buyer.  Ordinary real estate is a one-size-fits-all world.  Usually, when you list with an ordinary broker, the high percentage based commission you are agreeing to pay is designed compensate four different entities:  the Listing Agent and Listing Office, the Selling Agent and Selling Office.  But in most cases you’re going to pay that same high percentage based commission even if there is no outside agent or company involved in securing the buyer.  In fact, you’re probably going to pay full fare even if YOU find the buyer.  With Help-U-Sell the fee is based on where we had to go to find the buyer.  If you find the buyer through an open house or talking it up at work, you pay just our low set fee – usually thousands less than you’d pay an ordinary broker.  If you want, we’ll ask the buyers agents in our Help-U-Sell office to go to work trying to drum up a good buyer for the house and if they are successful, we’ll have to pay them as well . . . but you’ll still save thousands over what you’d pay most ordinary brokers.  Finally, if we have to go into MLS to find a buyer (and we don’t always have to!), you’ll pay your Help-U-Sell low set fee and you’ll have to take care of that outside agent and broker -which will be relatively expensive.  You’ll still save, but just not quite as much.  And, if you elect to go full-bore on marketing your home, if you do elect to participate, if you ask our Help-U-Sell buyers agents to get involved and you do opt to go into the MLS . . . and then you find the buyer yourself . . . all you’re going to pay is the low set fee, saving you maximum dollars.

There are a lot of other differences between what we do and what the other guys do, whether they are Full Service, Limited Service or Discounters.  But most are technical twists on how we operate our offices.  By the way:  that is a key to how we’re able to charge less and still maker more: we operate our offices very differently from ordinary brokers.  We’ll save those twists for another discussion and leave this one where it is.  I think it’s clear that we are different.  We don’t fit any of the definitions that the industry has put on itself.  We are a different category because we approach the task of selling a home differently.  And one of the big differences is that we make sense.

Refresher Course

  1. You are a Set Fee Real Estate Company
  2. You market TO sellers
  3. You market FOR listings because listings create opportunities for Lead Generation (Sign, Ad, Directional, Arrounds, Open House, etc)
  4. Leads drive your business – there is no such thing as a ‘bad’ or ‘dead’ lead at Help-U-Sell
  5. You realize that the way leads are handled and managed in your office is key to your success.
  6. The one skill you practice almost constantly is:  handling buyer and seller inquiries, whether on the phone or from the Internet
  7. You keep hard copies of all your buyer leads in a Buyer Pool Book.  This is the first place you go when you have a new listing.  It also feeds the buyer agents you bring in to help you take care of the business (leads) you’ve created
  8. You recognize word-of-mouth advertising – whether via Facebook, Yelp, Zillow or the old fashioned way, person-t0-person – is the most powerful form of advertising there is
  9. You build this word-of-mouth advertising by doing an excellent job, saving people money, and staying in touch
  10. Your goal is to have your client base be so delighted with the service they receive (and the savings they achieve) that they become advocates for you in the field, a word-of-mouth recommending army
  11. You believe in systems and employ them to do large numbers of transactions with just a few people
  12. You are developing an asset (your company) and you have an exit strategy in mind, even if it is decades away
  13. And, Oh yes:  you are having a whole lot of fun, too!

Congratulations!

And welcome to your life on Help-U-Sell!

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