Agent success tracker user manual

Agent Success Tracker User
Manual
Because Success Doesn’t Just Happen

AgentSuccessTracker.com

support@agentsuccesstracker.com

Contents
Introducing Agent Success Tracker - Your New Sales Manager ............................................................... 3
Overview Of Agent Success Tracker ....................................................................................................... 5
What Is Agent Success Tracker? ...................................................................................................... 5
How Agent Success Tracker Can Increase Your Business ................................................................ 5
How to Provide Feedback ................................................................................................................ 5
Using Agent Success Tracker .................................................................................................................. 7
Personalize Your Goals (Don't forget to click the "SAVE GOALS" button at the bottom) ................ 8
Choosing What Weekly Lead Generation Activities to Track ........................................................... 9
Lead Generation Definitions: ......................................................................................................... 10
Recording Your Daily Activities .................................................................................................... 12
Understanding the Dashboard ........................................................................................................ 13
Understanding How To Interpret The Results Page to Increase Your Business ............................... 14

Agent Success Tracker User Manual Page 2

Introducing Agent Success Tracker - Your New Sales Manager
By Jason Blackburn

In my career I have sold for a strong sales manager, a terrible sales manager, and without a sales manager
at all.

My strong sales manager helped me to sell successfully. My terrible sales manager didn’t care about my
success or me. Selling without a sales manager was better than selling for a terrible sales manager.

But it was nowhere near as nice as selling for a great sales manager. There were a lot of things missing,
like processes, goals, and accountability. I had to learn to manage myself.

As a real estate agent, you are your own sales manager and you have to sell effectively to reach your
goals.

That is why we created Agent Success Tracker. To help you succeed as your own sales manager. It’s a
sales manager’s job to ensure that you reach your goals and maintain the right levels of lead generation
activities to get you there.

You have heard it said before that successful people do the things the unsuccessful aren’t willing to do,
and that is true.

Success as a real estate agent begins and ends with your ability to hold yourself accountable. Each of us
has a responsibility to produce results. We owe this to ourselves, our clients, our brokers, and our
families. We cannot fulfill this responsibility without managing ourselves. No one can succeed without
self-discipline, determination, initiative, and resourcefulness. You are going to need all these things and
more.

To hold yourself accountable you must:

 Set your own goals. Goals help you know what is expected of you. Know what you need to
produce to be successful, on a daily, weekly, monthly and yearly basis.
 Build and manage your lead generation plans. You have goals that will act as milestones along
the way, now you need to commit to the activities that will help you reach your goals. The
difficult question isn’t “What do I have to do?” The difficult question is “What do I have to do to
produce the outcome that I need?”
 Review your database and opportunities. As you pursue your goals, you have to stop and take
account of where you are. This allows you to take notice of what’s working, what’s not working,
and what changes need to be made. Are your daily activities are producing the outcomes that you
need?
 Measure yourself against your goals. If you want to succeed, you have to hold yourself to a
higher standard than anyone else will. Taking responsibility and owning the results, is what will
allow you to make adjustments and improve in the future. There are lessons to learn, if you are
open to learning them.


With Agent Success Tracker, you can do all of the above.

Set your goals, track your activities and Agent Success Tracker provides you with clear numbers for
instant direction. Our dashboard puts all your vital numbers and activities in a central location. Quickly
evaluate where you stand in relation to your monthly goals and what you need to do each day to meet
them. It’s fast, easy and inspiring.

Agent Success Tracker makes you a better sales manager of yourself. It helps you to keep the
commitments you have made to yourself. It helps you stay accountable. It helps you stay focused on what
is important to your success.

Agent Success Tracker is your new sales manager, because success doesn’t just happen.

To Your Success,
Jason Blackburn
CEO and Founder


Overview of Agent Success Tracker
If this is your first time using Agent Success Tracker, here is a great way to start.

What Is Agent Success Tracker?
Agent Success Tracker is a simple, powerful goal and activity tracker for real estate agents that provides
clear numbers for clear direction. Our dashboard puts all your vital numbers and activities in a central
location. Quickly evaluate where you stand in relation to your monthly goals and what you need to do
each day to meet them. It’s fast, easy, and inspiring.

Four simple steps and five minutes a day will keep you on track to achieve your goals.

Step 1: Enter Your Income Goal
Simply enter in a few details, such as your net income goal, your commission split, and your average
sales price, and Agent Success Tracker will calculate how many closings, appointments, and contacts you
need to achieve your goals.

Step 2: Choose Your Lead Generation Activities
Choose from over twenty lead generation activities to track and set your daily activity goal based on the
results of Step 1.

Step 3: Enter Your Daily Activities
Enter in your lead generation activities as you do them, or at the end of each day, as well as any
agreements, contracts, or closings you had for that day, and Agent Success Tracker will update your
progress automatically.

Step 4: Review Your Results and Track Your Success
Agent Success Tracker will show you with hard numbers how your activities lead to your success. You
will always know if you are on the right path to reach your goals.

How Agent Success Tracker Can Increase Your Business
Agent Success Tracker helps real estate agents to reach their income goals by:

1. Defining the actions and milestones needed to achieve their income goals.
2. Focus Daily on completing minimum lead generation activities;
3. Requiring Accountability to yourself for taking those actions;
4. Identify what you are doing right, what you need to do better, and what you need to do more of to
reach your goal.

Simply put, if you develop the habit of logging in daily and completing your lead generation activities
and record such things as appointments, listings, contracts and closings, you will either reach your goals,
or you will find where your skills are lacking so that you may improve them to increase your business.

Yes. It really is that simple and powerful.

How to Provide Feedback
You can provide feedback while logged into Agent Success Tracker in two simple steps:


1. Click on the "Feedback" button located on the left side of the screen:

2. Fill out the form that opens on your screen.

 Requester - Please add your email address that you registered under. Please do not add
your name as we will be unable to communicate with you.
 Subject - Please add the Page and Section that you are experiencing issues with.
 Product - Please use the drop down arrow to choose Agent Success Tracker.
 Description - Please give as detailed explanation as possible of the problem and the issues
you are experiencing.
 Add File - If you have the ability to add a screenshot, please upload that here.
 Submit - Click the submit button to send us your feedback.


Using Agent Success Tracker
Here you will find detailed instructions to get you up and running the right way fast.

Entering & Updating Your Income Goal
We use your yearly income goal to determine how many daily lead generation activities you must
complete and how many of each of the following are needed:

1. Appointments
2. Listing Agreements
3. Buyer Agreements
4. Contracts in Escrow
5. Closings

Entering Your Income Goal: Enter the income you wish to earn after your broker split and paying your
business expenses. This number should be your net income before taxes. EX. (Gross commission - broker
split - expenses) = Income Goal

PLEASE NOTE: It is important to input what you wish to earn over a full year, and not what you wish to
earn for the remainder of the year. If you enter what you want to earn for the rest of the year, Agent
Success tracker will not be accurate.

If you are using Agent Success Tracker for the first time and it is not the beginning of the calendar year,
you will not hit your yearly goal, but you can hit your weekly and monthly goal, and if you do that you
will be on pace to hit your yearly income goal the following year.


Personalize Your Goals (Don't forget to click the "SAVE GOALS" button at the bottom)

1. Average sales price per transaction: can be the median area home price or the average of your
past sales over the last 12 months
2. Average commission per transaction: your percentage of broker co-op commission paid by the
seller based on the sales price of homes closed
3. Your commission split: the average split you earn after splitting the commission with your
broker. If you work on a sliding scale commission schedule, enter the average commission you
would earn from the income goal you wish to achieve. If your commission contribution to the
broker is capped after a certain amount, do not adjust this percentage as you will actually make
more money.
4. Franchise fee: the percentage collected by National Franchises from the gross commission
earned before splitting with your broker
5. Expenses as percentage of gross commission income: the percentage of your income earned
after splits and fees are removed that will spent to cover your real estate expenses, such as desk
fees, technology, marketing expenses, etc. The default is set to 15%, but your number may vary.
If you are an experienced agent, look at your expenses from last year and determine what percent
that was in relation to the income you earned. If you are a new agent we recommend you leave
this number on the default.
6. Number of weeks worked per year: the number of weeks left after subtracting for vacation time
7. Number of hours worked per day: the number of hours you want to spend working on your real
estate business
8. Number of hours prospecting per day: the number of hours you want to spend on lead
generation activities
9. Number of prospects needed to close single transaction: this is the number of prospects you
need in your database to close one transaction. Unless you are experienced agent who has tracked
this number in the past, we recommend you leave this number on the default of 25, and then
update this number every 12 months based on your business.
10. Desired listings as total percentage of sold transactions: the percentage of closings you wish to
have from representing sellers


Choosing What Weekly Lead Generation Activities to Track
Based on your income goal, Agent Success Tracker will recommend a minimum number of weekly lead
generation activities. Please choose the types of activities that you’d like to track and adjust the goal
numbers based on what you think you should do. You will then record the activities you have completed
each day by clicking on the 'RECORD ACTIVITY' on the left side of the screen.

Ideally you want to choose 3-6 daily activities to reach those goals. Not all of the lead generation
activities listed will apply to you. Please note that we do have plans to add custom fields in a future
update.

Choosing Your Activities:

1. Recommended weekly lead generation activities: this number represents the minimum number
of activities, contacts, or touches you should complete each week to achieve your goal of
appointments needed to meet your income goal.

2. Activities Set: this number represents the number of activities you currently have chosen to track
to each week. You may decide that you want to exceed that number.

3. Activity On / Off Toggle Button: Slide this button to the 'ON' position to track this activity each
day and week.

4. Goal Input: in this area, simply put the weekly contacts or touches you wish to make for that
particular activity.


5. Save Goals: Do not forget to click the 'SAVE GOALS' button when done.

NOTES About Choosing Your Lead Generation Activities:

By default; we have turned on four lead generation activities with a minimum goal of 25 for each. Those
defaults are calls to:

1. Expired Listings
2. FSBOs
3. Referral Partners
4. Sphere of Influence

Lead Generation Definitions:
Telemarketing

 Expireds: cold call to prospective home sellers that had their home listed but did not renew their
listing agreement with the same agent
 FSBO: cold call to homeowner that has chosen to sell their home without the services of a real
estate agent
 Networking events: calls to those people you met at a recent networking event to build a
relationship for the opportunity to help them or someone they know with future real estate needs
 Referral partners: calls to touch base with your network of other professionals with whom you
trade referrals
 Sphere of Influence: calls to touch base with friends, family, past clients, acquaintances to
determine if they or someone they know needs your real estate services

Face To Face

 Client Parties: client parties would be any event, formal or informal, where you are hosting a
function or get together with past clients or referral partners. This could be a simple as weekly
coffee of hosting dinner parties.
 Door-Knocking Expireds: visiting the residence of a homeowner whose listing agreement has
expired and who has chosen not to renew the listing agreement with the prior agent
 Door-Knocking Farm Area: visiting homeowner's residence in a neighborhood where you have
chosen to prospect
 Door-Knocking FSBOs: visiting the residence of a homeowner who has chosen to sell their
home without the services of a real estate agent
 Open Houses: holding an open house for one of your listings or the listing of another agent in
your office
 Seminars: seminars hosted by you on a real estate topic designed to attract those who wish to
learn more about the real estate process

Traditional Marketing

 Farming Postcards: postcards mailed out in a neighborhood where you have chosen to prospect.
You may enter 1 for one mail out or click the total number of cards mailed.


 Just Listed/Just Sold Cards: postcards mailed out in a neighborhood where you have just listed
a home for sale or where you have recently sold a home. You may enter 1 for one mail out or
click the total number of cards mailed.
 Market Updates: local real estate market trends either mailed or emailed to your database
 Newsletter Campaigns: real estate news and tips either mailed or emailed to your database
 Special Event Cards: postcards or invitations to your database for any type of special event. Can
include mail outs to prospects you don’t know for seminars.

Social Media

 Blog Posts: articles written on your blog
 Facebook Comments: any Facebook comment on another’s post that is real estate-related or
designed to keep you top of mind with your sphere of influence
 Facebook Likes: liking the status of friends of updates to stay top of mind
 Facebook Status Updates: any Facebook status update or post that is real estate-related or
designed to keep you top of mind with your sphere of influence
 Tweets: any Tweets on Twitter that are real estate-related or designed to keep you top of mind
with your sphere of influence

Follow-up Activities

 Ad Calls: follow-up calls to any leads that come as result of any advertising you are doing
 Buyer Internet Leads: callbacks to any prospective buyer that have come as a result of your
IDX or your listings posted on the MLS, listing syndication website, your website, etc.
 Phone Duty Calls: callbacks to any inquiries you receive while working phone duty at your
brokerage’s office
 Seller Internet Leads: callbacks to any leads that are a result of any homeowner that is inquiring
about your listing services unless they come from an ad
 Sign Calls: buyer or seller leads that are a direct result of your listing’s yard sign


Recording Your Daily Activities
Follow the simple instructions below to record your lead generation activities and appointments, new
agreements, contracts, closings and commission by clicking on the 'RECORD ACTIVITY' button on the
left side of the screen.

Add that day's lead generation activities in the 'TODAY'S ACTIVITIES' tab:

1. Click on the 'TODAY'S ACTIVITIES' tab
2. Click on 'CONTACT MADE' to record one contact, touch, email, mailer sent, etc...
3. Click on 'APPOINTMENT SENT' to record an appointment set as a result of the specific lead
generation activity.
4. See a running track of that day’s activities. Click the 'x" on the right to delete one contact or
appointment set if you accidently enter a contact of appointment set.


Add that day's success in the 'TODAY'S SUCCESS' tab:

1. Click on the 'TODAY'S SUCCESS' tab
2. Click on plus or minus button to record one appointment completed, new listing, new buyer
agreement, contract in escrow, or closing.
3. Enter any commission you have earned that day as a result of a closing and click submit.
REMEMBER, this is the amount of your commission check from your broker, not the GCI.
4. Choose from 0-9 to record the hours you have worked that day.
5. See a running track of that days success. Click the 'x" on the right to delete one contact or
appointment set if you accidently enter a contact of appointment set.

Understanding the Dashboard
The Tracker Dashboard is the first thing you see when you log in every day and provides you with a
snapshot of your current progress and the activities and goals you still to complete. We recommend you
open this first thing in the morning and review it throughout the day to stay motivated and focused on
those activities that lead to successfully reaching your income goal.


1. Record Activity: clicking here will open up the record activity tabs to record the lead generation
activities you have completed for the day and to record new appointments, agreements, contracts,
closings, and commissions.
2. On / Off Track Widget: this provides just a quick accountability reminder as to whether you are
on pace to complete your activities and goals for the week.
3. Quick View To-Do Widget: quickly see what activities you need to complete to meet your goals
and stay on track for the week.
4. Date Toggle: quickly choose Week / Month / Year to see your progress for each.
5. Commission Tracker: see how much commission you have earned to stay focused on your goal.
6. Activity Progress: quickly see how many lead generation activities you have completed and how
far you have to go to reach your goals.
7. Results Progress: see how many appointments, contracts, listings, and buyer agreements you
have successfully achieved
8. Activity Breakdown: see exactly which activities you have completed and still need to complete
for the week

Understanding How To Interpret The Results Page to Increase Your Business
The results page is where you see your overall progress and can get feedback on your effectiveness.

1. Time Period View: toggle to see your results for the current week, month, or year to date.
2. Commission Progress: a quick reference to see what you have earned in relation to the your
weekly, monthly, and yearly goals. We believe that the month view is the most appropriate view
to judge whether you are on track.
3. Goal Progress: See how you are doing when it comes to achieving the goals of your lead
generation and what you still need to accomplish to reach your income goal.
4. Top 5 Activities: These are the top 5 lead generation activities that have led to the
most appointments. To reach your goals and do it faster, consider doing more activities that lead
to more appointments, work on your skills to improve in the other areas, and ditch the activities
that give you very little return.


5. Activity Efficiency: This section provides the ratios of action to results. The higher the number,
the more efficient and effective you at converting an action to the desired result. These ratio's
provide you with the feedback to know where in your sales skills or process you need
improvement. For example, if you have a high ratio of appointments to contacts made, but have a
low ratio of appointments gone on to appointments set, you may need to examine
your appointment follow up skills or determine if you need to do a better job of qualifying your
prospective appointments.

"The method of the enterprising is to plan with audacity,
and execute with vigor; to sketch out a map of possibilities;
and then to treat them as probabilities." -Bovee


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