Leads Box System Doc

Version: 08/21/15

Please follow this system each time you are scheduled to cover the leads box:

  • 9:00am Check box
  • Check the lead management ishidos (LMI) folders first to see if they still have emails to process. If emails are in the lead assistants’ folder, send them an email reminding them they have emails to process. Make sure to cc lead box team leader. You can send one email to all LMI’s instead of sending multiple emails.
  • Move all emails in the inbox to the appropriate folders. To determine which LMI assigned to a client, check the our Quickbase App - Logins – Clients App -- Lead Management Sheet – Client List report.
  • 1:00 pm Check box
  • Move emails from inbox to respective folder
  • 4:00 pm Check box
  • Move emails from inbox to respective folder
  • 8:00 pm Check box
  • Move emails from inbox to respective folder
  • Once done moving all emails, send a reminder email to all LMI who have emails in their folder to process, that they need to process emails right away.
  • Send end of shift email to person who is covering lead box the next day and cc Leads Box Leader and Leads Box

Example of End of Shift email:

To: Leads Box Next Day Person

CC: Leads Box Leader, Leads Box ATL, Leads Box

Subject: Leads Box Daily Report - 8-02-2015

Date / From / Client / LMI / Folder / No of Emails
8/2/2015 / success.marketleader.com / SPAM / SPAM / 1
8/2/2015 / Nancy Enoy / LaVerne Pettigen / LaVerne Pettigen / 1
8/2/2015 / galvestontexasrealestate.com / James Selig / Aishah / 12
8/2/2015 / / SPAM / SPAM / 1
8/2/2015 / mail delivery error / Trash / Trash / 2
8/2/2015 / marketleader.com / Joe Saccone / Lavern / 2
8/2/2015 / realtor.com / Nicholas Leyendecker / Aishah / 5
8/2/2015 / Elaine Thigpen / Cory Kingbay / Elaine / 2
8/2/2015 / Mildred Lim / Rina Kunk / Lead Management / 1
8/2/2015 / Rina Kunk / Rina Kunk / Mildred / 3
8/2/2015 / Mildred Lim / Lead Management / Lead Management / 1
8/2/2015 / Rita Tuhairwe / Helen Chong / Helen Chong / 1
Total Number of Emails / 32

Thank you,

Your Name

Assistant – Lead Management

Best Agent Business

Billing

  • Moving emails (1 minute per email) – This is billed to that client. For example, you move 6 emails for Brett Jennings. The time it took you to move his emails will be billed to Brett.
  • Emails to lead assistants reminding them to process emails and end of shift email – time is divided among all clients on your end of shift email. For example, you spent 10 minutes creating end of shift report and emailing lead assistants. 10 minutes divided by 10 (# of clients on report) = 1 minute will be billed to each client.

**Moving emails time includes opening, reading, and determining which client. If you know right away which client the email is for then you should be able to move multiple emails within 1 minute. If you only spend 1 minute moving 10 emails, do NOT bill 10 minutes. Bill the time you spent to move emails.

**If you feel like 1 minute per email is not enough, email Leads Box Leader and explain why you need more time.