ProManage Market Center Edition of TOP PRODUCER 7i Starter Manual

Transcription

1 ProManage Market Center Edition of TOP PRODUCER 7i Starter Manual Kim Harryman Leveraging TOP PRODUCER 7i Immediately to Increase Your Market Center Recruiting and Retention!

2 Notes Preface PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. ii

3 Preface Acknowledgments The author(s) gratefully acknowledge the assistance of the following individuals in the creation of this course: Eric Copper Ryan Kucera Jack Miller Julie Pedraza Dean Poole Rhonda Schauerman Shanan Steere Beth Torrence NOTICES While Keller Williams Realty International (KWRI) has taken due care in the preparation of all course materials, we cannot guarantee their accuracy. KWRI makes no warranties either expressed or implied with regard to the information and programs presented in the course or in this manual. This manual and any course it s used as a part of may contain hypothetical exercises that are designed to help you understand how Keller Williams calculates profit sharing contributions and distributions under the MORE System, how Keller Williams determines agents compensation under the Keller Williams Compensation System, and how other aspects of a Keller Williams Market Center s financial results are determined and evaluated. Any exercises are entirely hypothetical. They are not intended to enable you to determine how much money you are likely to make as a Keller Williams Licensee or to predict the amount or range of sales or profits your Market Center is likely to achieve. Keller Williams therefore cautions you not to assume that the results of the exercises bear any relation to the financial performance you can expect as a Keller Williams Licensee and not to consider or rely on the results of the exercises in deciding whether to invest in a Keller Williams Market Center. If any part of this notice is unclear, please contact Keller Williams legal department. Materials based on the Recruit-Select-Train-Manage-Motivate (RSTMM ) system and the Winning Through Selection course have been licensed to Keller Williams Realty International by Corporate Consulting. KWRI has the exclusive right within the residential real estate industry to market and present material from RSTMM, Winning Through Selection, and any derivatives owned by or created in cooperation with Corporate Consulting. Material excerpted from The Millionaire Real Estate Agent appears courtesy of The McGraw-Hill Companies. The Millionaire Real Estate Agent is 2003 Rellek Publishing Partners LTD. All rights reserved. All other materials 2007 Keller Williams Realty Inc. All rights reserved. No part of this publication and its associated materials may be reproduced or transmitted in any form or by any means without the prior written permission of Keller Williams Realty Inc. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. iii

4 TABLE OF CONTENTS Preface INTRODUCTION...1 Overview 2 How ProManage Market Center Edition Helps Your Market Center! 3 Your Day with ProManage Market Center Edition 4 CHAPTER 1: PROMANAGE MARKET CENTER EDITION SETUP...14 Account Setup 15 Setup 17 Import Your Database 19 CHAPTER 2: USING PROMANAGE MARKET CENTER EDITION...20 Repeating Activities 21 Contact Records 24 Mass 34 Library 42 Action Plans 46 Retention Strategies 54 Questions? 56 PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. iv

5 Introduction PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL Introduction In this chapter, you will [1] See an overview of the main objectives of this manual. [2] Discover the benefits that ProManage Market Center Edition provides your Market Center. [3] Experience what your day will be like with the ProManage Market Center Edition. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 1

6 Introduction Overview Main Objectives 1. Get You Up and Running The most important purpose of this manual is to show you just the steps you need to immediately begin using the ProManage Market Center Edition of TOP PRODUCER 7i in your Market Center to increase your recruiting and retention of top agents. This manual does not begin to show you everything TOP PRODUCER 7i can do, just the steps you need to get started, and in the order in which you will most likely need them. 2. Your Day with ProManage Market Center Edition This section will demonstrate how simple it is to use the Market Center Edition s Today s Business feature on a typical day to complete your recruiting lead generation activities, and schedule recruiting consultations and other appointments. NOTE: You will need to set up your account, import your data, and schedule activities such as phone calls, s, and appointments with the people in your database before you will be able to use the Today s Business feature as it is demonstrated in this manual. 3. Professional Quality Marketing Materials and Action Plans ProManage Market Center Edition comes complete with professional quality templates and action plans. This manual will familiarize you with these materials and demonstrate their use. NOTE: Be sure to check your Market Center Edition s Communication Library, Library, and Action Plans frequently as new materials and plans will be continually added as they become available. These topics are discussed in more detail later in this manual. 4. Additional Resources For more detailed instructions on how to use the more advanced features of TOP PRODUCER 7i, consult the Your Business Is Your Database for TOP PRODUCER 7i learning guide. It s available as a free download on the KW Intranet. Just sign in, click on the eagentc tab. Scroll down to the Resources area to the left of the screen and click on ProManage/Top Producer. Click on ProManage Downloads to the left of the screen and click on the ProManage Learning Guide, Your Business is Your Database for TOP PRODUCER 7i link to download the file. You can get one-on-one technology coaching and consulting through Keller Williams Realty International s MAPS Institute. Contact maps@kw.com for more details. You may also become certified to teach TOP PRODUCER 7i in your Market Center by attending the Certified ProManage Instructor Training course. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 2

7 Introduction How ProManage Market Center Edition Helps Your Market Center! By implementing ProManage Market Center Edition in your Market Center, you can revolutionize the way you recruit and retain your associates. ProManage Market Center Edition helps you in countless ways including: 1. Automatically Prioritizes Your Activities At a glance, the Today s Business screen shows you exactly which activities you need to complete that day: the people you need to call, the s, notes and letters you need to send, and the appointments you have. 2. Time Blocking to Focus Your Effectiveness The built-in Scheduler helps you organize your time to focus on lead generation in the morning and recruiting appointments and consulting in the afternoon. 3. Recruiting on a Grander Scale Exponentially increase the number of recruiting touches you send to the agents you seek to attract through automated mass s and other touch plans that share the training events and other value your Market Center has to offer. 4. Increased Credibility When Recruiting Mega Agents One of the most powerful magnets for attracting top agents is to show them the tools like TOP PRODUCER 7i for building their business to the 7th Level. What better way to demonstrate this than by using TOP PRODUCER 7i in the Market Center too. 5. Automates Agent Retention Get automatic reminders of your agents birthdays. Send handwritten notes of appreciation to your agent roster on a consistent basis. 6. Easily Target Various Groups You can instantly separate the people in your database into various contact type target groups. For example, you can easily invite all of the megas in your area (whether Keller Williams or not) to celebrity events. And, you can send Profit Share reports to just those co-op agents from Greensheets during the last month. You can also invite agents at various levels of production to mastermind events appropriate just for them. 7. More Consistent Touches Both recruits and agents in your office will make positive comments about the professional, consistent way you keep in touch with them. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 3

8 Introduction Your Day with ProManage Market Center Edition Today s Business When you begin each morning, the Market Center Edition s Today s business screens will show you the exact phone calls, s, appointments, and other events you need to complete that day. 1. Point to the Schedule tab at the top of the screen. Then point at Today s business and then Summary. 2. The Today s business summary screen will appear showing you that day s activities. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 4

9 Your Day with ProManage Market Center Edition Introduction Make a Phone Call To make a phone call: 1. Click on Calls in the Today s business summary. 2. A list of your calls for that day will appear. 3. Click Select all to select the entire list. Click on View or edit contact in the Action Menu at the left of the screen. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 5

10 Your Day with ProManage Market Center Edition Introduction 4. The Contact details for the first person on the list will appear. 5. Click the Next button at the bottom right corner of the screen. 6. By repeatedly clicking Next, you can cycle through the contact details for everyone you are scheduled to call as if you were shuffling through index cards. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 6

11 Your Day with ProManage Market Center Edition Introduction 7. Choose a person to call and have your conversation. When you are finished, click on Add new below the Contact notes area and note any important points from the conversation. 8. Click on Next call date at the center of the screen. 9. A screen will appear to let you schedule your next call to the contact. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 7

12 Your Day with ProManage Market Center Edition Introduction 10. Click on Mark done in the action menu in the left margin of the screen. The call will be removed from Today s business and added to the contact history for that contact. If the call was scheduled as a repeating call, the next call will be added to Today s business at the appropriate date. Send The Today s business screen will also notify you of any s you need to send. To view the Today s business summary: 1. Point to the Schedule tab at the top of the screen. Then point at Today s business and then Summary. Click on s. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 8

13 Your Day with ProManage Market Center Edition Introduction 2. A list of all of the s you are scheduled to send appears. You may select specific s to send or click Select all. The s will automatically be populated with the appropriate contact information for each contact. Some s, such as those mentioning a referral, will each need to be customized before they are sent. To customize an before sending: 3. Double-click on the you wish to customize. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 9

14 Your Day with ProManage Market Center Edition Introduction 4. A View or edit screen will appear. 5. Click on View or edit in the center of the screen. 6. The actual will appear already populated with the contact information. Complete the information that must be customized. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 10

15 Your Day with ProManage Market Center Edition Introduction 7. Click OK twice to return to the list of s. 8. Select the (or s) you wish to send. 9. Click Send in the Action Menu in the left area of the page. NOTE: Although you can have TOP PRODUCER 7i automatically send s on the date they are scheduled, many people choose to send the s manually so that they can see exactly what they are sending out that day in case they get a call regarding the from a recipient of the . PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 11

16 Your Day with ProManage Market Center Edition Introduction My Schedule To see your schedule for the day: 1. Point at the Schedule tab and click on My schedule. 2. Your schedule will appear. You can choose to view your day, week, month, or year. Notice that there is time blocked for lead generation activities in the morning and recruiting appointments in the afternoon. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 12

17 Your Day with ProManage Market Center Edition Introduction Also, notice that in the graphic below, the second recruiting appointment has a time block set even though no one has been scheduled yet. It is a good idea to set time blocks for your recruiting appointments even if they are blank. If a recruit calls to cancel an appointment, your Director of First Impressions, Assistant Team Leader, or whoever else helps you with your schedule can reschedule them while they still have them on the phone. You, as Team Leader, just assume that you will be conducting recruiting presentations each afternoon. NOTE: You must purchase an additional subscription of TOP PRODUCER 7i for more than one person to be able to access TOP PRODUCER 7i at the same time and for you to be able to assign activities to more than one person. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 13

18 Chapter 1 PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL Chapter 1: ProManage Market Center Edition Setup In this chapter, you will [1] Observe the steps to complete the Account Setup process. [2] Observe steps to complete the Setup process. [3] Be directed where to get support to import your database into ProManage Market Center Edition. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 14

19 ProManage Market Center Edition Setup Chapter 1 Account Setup The steps below show you how to set up your ProManage Market Center Edition account. NOTE: It is recommended that you purchase at least one additional Agent or Assistant license so that activities may be assigned to other individuals as well as the Team Leader. Any correspondence sent from an Assistant license will be sent in the name of the Team Leader. Correspondence from an additional Agent license will be sent in the name of the person on that account. For example, recruiting materials usually bear the Team Leader s name while agent intake messages would typically bear the name of your Director of First Impressions or Agent Services Coordinator. 1. Log on to TOP PRODUCER 7i ( 2. From the Setup menu, click Agent setup. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 15

20 ProManage Market Center Edition Setup Chapter 1 Account Setup 3. Add your contact, address, , and signature information. 4. Select Agent or Assistant Pictures in the in the Action Menu in the left margin of the screen to add your photo. QUICK TIP: address field should contain the address you are currently using for your business. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 16

21 ProManage Market Center Edition Setup Chapter 1 Setup 1. From the menu, click preferences. 2. If you have ever used Configuration before, you will need to click the Configuration link. If this is your first time to set your preferences, skip to Step 3. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 17

22 ProManage Market Center Edition Setup Chapter 1 Setup 3. The configuration screen will appear. 4. Select the third option: I DO NOT WANT TO USE THE MY FEATURE. (You will be able to send mass s and action plans from TOP PRODUCER 7i, but receive s through your existing account.) 5. Click OK. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 18

23 ProManage Market Center Edition Setup Chapter 1 Import Your Database 1. TOP PRODUCER 7i Support, , offers assistance in importing an electronic database. Call them to help you import your database. 2. The import tool is located under Setup, Data transfer/conversion. NOTE: Importing data always creates a new record. You should not import the same list more than once or you may end up with duplicate records! PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 19

24 Chapter 2 PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL Chapter 2: Using ProManage Market Center Edition In this chapter, you will [1] See how to schedule a repeating activity. [2] Explore how to work with Contact Records. [3] Discover how to send Mass s. [4] See how to use the Library. [5] Observe how to access Action Plans. [6] Explore some Retention Strategies. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 20

25 Repeating Activities You can schedule repeating activities such as to-dos, appointments, s, letters, etc. For example, you can schedule a repeating recruiting consultation appointment to time block each afternoon for recruiting. To do this: 1. Point at the Schedule menu and click on Schedule activity. 2. Select Appointment. 3. Click Next. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 21

26 Repeating Activities 4. The Activity details window will appear. Write a description for the activity, set its start and end time, and select Repeating. Click on Setup repeating activity. 5. Specify exactly how you want the activity to repeat and for how long. 6. Click Finish twice. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 22

27 Repeating Activities 7. To view your schedule, point to the Schedule tab and click on My schedule. 8. The repeating appointment will now be scheduled. NOTE: You can time block each morning for lead generation and each afternoon for recruiting appointments. If a recruiting candidate calls to reschedule, you can edit one of the time-blocked appointments to add the candidate s name. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 23

28 Contact Records Creating a New Contact Record To add a new contact to your database: 1. Point to the Contacts tab and click on Detailed contact entry. 2. The Detailed contact entry screen will appear. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 24

29 Contact Records Name Section Guidelines 1. Only use spouse name if they are part of the business. 2. Enter the company name. 3. Deselect On mail to prevent the company name from appearing on labels and envelopes mailed to their home address. 4. Adjust the letter and envelope salutations as needed. Do not use the "secondary person" or "spouse" field under the Name section in TOP PRODUCER 7i to record the spouse name and information if you are recruiting an individual agent (not a husband and wife team). If you put a name in the "secondary person" or "spouse" fields, it addresses everything ( s, letters, etc.) "Joe and Mary Baker." The Spouse field is only used if you are recruiting a husband and wife team and want everything sent to them addressed to both. This is useful in preventing duplicate physical mail-outs to the same address. Once a husband and wife team joins the Market Center, you will split their records into two contact records, one for each agent. This is so you can track retention and other activities separately. 5. In the Name details section, you can track family or real estate team members. You can also set birthday reminders for the primary contact and their family members in this section. For recruiting, you can track the designations of your recruits. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 25

30 Contact Records Name Section Guidelines (continued) 6. Add the spouse and other family members names under Add family or friend in the Name details section if you need to keep track of this information. 7. You can also track assistants and team members in the Name details section. 8. When you view the contact record for an individual and hover the mouse cursor over the Family icon, information regarding any additional family members will appear in a pop up window. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 26

31 Contact Records Contact Information Section Guidelines 1. Set Show in list to the preferred phone number for candidate. 2. Always set a Next call date to ensure follow-up with candidate. 3. Set Contact types based on the information known about candidate. See the following section, Modify Contact Types, for a list of suggested contact types you can create. 4. Set Urgency if this is known about the candidate. Always use the "Next call date" link to set up your follow-up calls. This enables you to set a description to the call that shows up in the call manager. Always check that the call is assigned to the appropriate person when you set up a call; by default, TOP PRODUCER 7i assigns the call to the person entering the data, so if you are logged in as an assistant it will assign calls to you! Address Section Guidelines 1. Address for recruits is always a home address do not use company address! 2. P.O. Box goes in Street name : P.O. BOX PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 27

32 Contact Records Contact Notes Section Guidelines Always enter contact notes when a contact is entered. Any information about the candidate, including referral information, should be recorded in the contact notes. Be sure to click Add new when adding a note so that the note will be date and time stamped. Referral Management If the recruit is a referral, click Create Referral in the action menu on the left. Go through the workflow (receive referral, look up agent in the office who referred, set transaction status to Active, send an to the referring agent letting them know the contact has been referred) and save the referral and the contact. It is still important to note the referral in the contact notes, since the contact notes will travel with the contact throughout the system. You can see all referrals in the system in the referral manager. Go to Contacts then Referrals to see the list. You can sort by referring agent, status, date, and other fields. Once you have added all of the contact s information, click OK to save. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 28

33 Contact Records Using Contact Types to Sort Your Database By assigning contact types to the people in your database, you can quickly sort them by countless critera such as: 1. Whether they are a recruit or already on your roster 2. Their level of production 3. Any ALC committees they may be on 4. Any other combination of criteria you choose Assign a Contact Type To assign a contact type: 1. Point to the Search tab and click on Search for contacts. 2. The Search contacts dialogue box will appear. Type the name of the contact you wish to assign a contact type to. 3. Click Start search. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 29

34 Contact Records 4. The Search results window will appear. Double-click on the name of the person you want to assign a contact type to. 5. The Contact details for that individual will appear. 6. Click on Contact types. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 30

35 Contact Records 7. A list of contact types will appear. Click to highlight the contact type (or types) you wish to assign and click OK. NOTE: You will typically apply several different contact types to each individual s contact record. Modify Contact Types Since the ProManage Market Center Edition is an adaptation of the TOP PRODUCER 7i version used for agents, you will need to modify the existing contact types to add ones more appropriate for Market Center usage. To modify or add a contact type: 1. While viewing the Contact types window, click on Modify list. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 31

36 Contact Records 2. An input window will appear. 3. Type the name of the contact type you wish to add and click OK. QUICK TIP: By starting the contact type name with an asterisk (*), the contact type you create will appear at the top of the contact types list. NOTE: Adding a Contact type to the contact type list does not automatically apply that contact type to any of your records. Also, deleting an existing contact type from the list does not delete that contact type from any records it has already been assigned to. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 32

37 Contact Records Market Center Contact Types Below is a partial list of some contact types you may want to create for your Market Center: *01.0 Icon *01.1 Mega *01.2 Full Cap *01.3 Half Cap *01.4 Qtr Cap *01.5 New/Prelicensing *Career Development Committee *Core Services Committee *Culture Committee *Financial Planning Committee *Mastermind 0-4 Million *Mastermind 4-10 Million *Mastermind Over 10 Million *Recruiting Committee *Technology Committee PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 33

38 Mass Sending a Mass One of the quickest ways to jump-start your recruiting results is by using the Market Center Edition to send mass . Once you have imported a list of agents, you can send everyone on the list a monthly mass . To do this: 1. Point to the Search tab and click on Search for contacts. 2. Click Advanced search. 3. Click on your Search criteria and click on the right-hand arrow. 4. Click Start search. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 34

39 Mass 5. Click Select all. 6. Click Mass The Mass window will appear. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 35

40 Mass 8. Select the Category. 9. Select the Template. 10. Click Use this template. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 36

41 Mass 11. The template will appear. 12. If necessary, edit the group message and select Next. 13. An will appear populated with the contact information from the first person from the search results. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 37

42 Mass 14. To view or edit the individual messages, select Next or Previous. 15. Clicking Send will send individual s to each recipient. NOTE: Mass s may not go out immediately but typically go out within an hour or so. Be certain you ve given the mass sufficient time to go out instead of sending it repeatedly. QUICK TIP: Copies of messages are saved in the contact history. Unsubscribe Feature Set up Unsubscribe Preferences Always include the Unsubscribe option when sending unsolicited materials. There is the ability to add or remove the Unsubscribe option when sending mass s. NOTE: The Unsubscribe message will not show in the preview screen when you preview the mass s you intend to send. To use the Unsubscribe feature: 1. Point to the Setup tab and click on Unsubscribe. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 38

43 Mass 2. Check the appropriate boxes that correspond with the messages that will include the Unsubscribe text. 3. From the action menu at the left of the screen, select View report. 4. Check the Include unsubscribed contacts option and select OK. 5. A report will appear that shows you all of the contacts who are Unsubscribed. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 39

44 Mass Check Unsubscribe Status You can do a search to determine whether contacts are Unsubscribed or not. To do this: 1. From the Search menu, select Search for contacts. 2. Select the Advanced search tab. 3. Highlight Unsubscribed from the search criteria list and click the righthand arrow. 4. Select Start search. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 40

45 Mass 5. Highlight one of the contact records and select View or edit contact from the action menu to the left of the screen. 6. The forbidden symbol over the envelope symbol indicates that the contact is currently Unsubscribed. From the contact record, select Contact information. 7. You can then view and/or change the contact s current Subscribed/Unsubscribed status. NOTE: Any contact who uses the option on an to request to be Unsubscribed will automatically be changed to Unsubscribed status by TOP PRODUCER 7I. You can also set a contacts Subscribed/Unsubscribed status manually. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 41

46 Library ProManage Market Center Edition allows you to copy and edit existing templates. Accessing the Library 1. From the menu, click on the library. 2. Recruiting templates are to be found under.kw MC Recruiting. 3. Click on one of the template categories to view a list of the individual templates in that category. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 42

47 Library Copying Personal Templates 1. Click on the library. Create a New Personal Category Before you create your personal template, you should create a new personal category to place it in. To do this: 2. Click on Add. 3. Type in a descriptive name for the new category and click OK. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 43

48 Library QUICK TIP: Place an asterisk or number in front of the category name to move the template to the top of the list. Copy the Template 1. Select the Template to copy and click Copy. 2. Change the name of the template to personalize it. Select the personal category you wish to save it into and click OK. QUICK TIP: Place an asterisk or number in front of the name to move the template to the top of the list. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 44

49 Library Editing an Existing Template 1. From the library select the template you want to edit and click View or edit. 2. Use the editor to make changes to your template. NOTE: You can only edit templates that have been copied. You cannot edit or delete any of the original templates provided by TOP PRODUCER 7i or Keller Williams Realty International. QUICK TIP: You can add JPEG image files to your templates. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 45

50 Action Plans Applying an Action Plan An action plan is a series of scheduled events over a period of time. For example, the.kw MC Recruiting: Experienced Agent Get Appt. action plan is a series of seven s and one handwritten note sent approximately once a week explaining the benefits of joining Keller Williams Realty. There are follow-up phone calls scheduled to alternate with the s to provide opportunities to schedule an appointment with the candidate. NOTE: The REVISE BEFORE SENDING s can be copied and updated so that you do not have to revise each one each time before sending it. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 46

51 Action Plans 1. From the contact record you want to apply the Action Plan to, click Action plan. 2. Click Select plan. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 47

52 Action Plans 3. Select the Action Plan and click Add. 4. Enter the start date and click OK twice. Remove an Action Plan To remove a plan from a record, click Select plan, highlight the current plan, and select Remove. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 48

53 Action Plans Applying an Action Plan for a Group Using Mass Update 1. From the Contacts menu, click on Mass update. 2. Select your group. 3. Click Start Search. 4. Click Select all and click Next. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 49

54 Action Plans 5. Click the Follow-up tab. 6. Select the Action plan and click Start. 7. Enter the Start date. Click OK and click Yes. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 50

55 Action Plans Copying and Editing an Action Plan 1. From the Setup menu select Plans setup. 2. Select an Action Plan and click Copy. 3. Name your plan and click OK. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 51

56 Action Plans 4. To edit individual activities, select the activity and then select View or edit activity. 5. You will now be able to edit the activity s description, which template is used, and the Activity dates for the activity. To use a different template, click on Select template. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 52

57 Action Plans 6. Choose a category and the specific template you wish to use. Click OK. QUICK TIP: To send Action Plan s automatically, select Send this automatically. 7. The changes you ve made will now appear in the action plan. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 53

58 Retention Strategies Contact Types for Your Roster Using contact types, you can group agents by production level, mastermind groups, committee membership, and any other way you choose. You can automatically invite them to events, send them your training calendar, and notify specific groups of any developments that would be of interest to them. Production Level Many of the contact types you use to group your recruiting candidates by production level can also be used to group and communicate with the agents already on your roster. Some examples are: *01.0 Icon *01.1 Mega *01.2 Full Cap *01.3 Half Cap *01.4 Qtr Cap *01.5 New/Prelicensing ALC Committee Membership You will also want to be able to quickly identify your agents that are on the ALC or its committees so that you can easily invite them to meetings, retreats, and other events. Some of these contact types might be: *Career Development Committee *Core Services Committee *Culture Committee *Financial Planning Committee *Recruiting Committee *Technology Committee PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 54

59 Retention Strategies Masterminds by Production Level You can set the Market Center Edition to send invitations to mastermind events tailored to agents at very specific levels of production. NOTE: You can use this same contact type to invite guests to your mastermind events! *Mastermind 0 4 Million *Mastermind 4 10 Million *Mastermind Over 10 Million PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 55

60 Questions? If you have any questions or comments about using ProManage Market Center Edition, you can contact TOP PRODUCER Support: support@topproducer.com You can also get one-on-one technology coaching and consulting through Keller Williams Realty International s MAPS Institute. Contact maps@kw.com for more details. PROMANAGE MARKET CENTER EDITION OF TOP PRODUCER 7I STARTER MANUAL 1007E1R KELLER WILLIAMS REALTY INC. 56