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Keeping Track of Your Numbers

One of the most important aspects of your job as a professional salesperson is

keeping track of your numbers. We know it's not always an exciting thought, but it is

one that you have to get used to starting now.

The next few pages are to assist you in the process of tracking your numbers.

BEFORE YOU START USING THESE FORMS MAKE COPIES FOR YOURSELF.

The first form is called the Daily Log Sheet. This form allows you to keep track of

your prospecting calls (attempts and contacts) for the day. It also helps you monitor

incoming ad calls, sign calls, leads generated and total appointments set. We've also

included a simple To Do Today List to keep you focused on the things that must be

accomplished for the day. Use this form daily.

Another form is the Daily Tracking Form. The purpose of this form is very simple; to

keep track of the number of contacts you have in each of the areas we've listed so

you can report the numbers to your Coach. YOUR COACH WILL BE ASKING YOU FOR

THIS INFORMATION ON EVERY CALL. BE READY!

The page following the Daily Tracking Form is what we refer to as a Call Log. As you

can see, the Call Log gives you a history of the past two weeks, as well as a goal for

the next two weeks and your year-to-date totals.

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Daily Log Sheet

CONTACTS (My Goal: __________)

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29

30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55

56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81

82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100

AD CALLS 1 2 3 4 5 6 7 8 9 10

SIGN CALLS 1 2 3 4 5 6 7 8 9 10

LEADS 1 2 3 4 5 6 7 8 9 10

APPOINTMENTS SET 1 2 3 4 5 6 7 8 9 10

TO DO TODAY LIST

1

2.

3.

4.

5.

6.

7.

8.

9.

10.

DAILY AFFIRMATIONS

1

2.

3.

4.

5.

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Daily Tracking Form

From: ______________ To: ____________

CONTACTS MON TUES WED THUR FRI SAT SUN

Center of Influence

Expireds

FSBOs

Past Clients

Just Listed/Sold

Sign Calls

Ad Calls

LEADS MON TUES WED THUR FRI SAT SUN

Centers of Influence

Expireds

FSBOs

Past Clients

Just Listed/Sold

Sign Calls

Ad Calls

TOTALS MON TUES WED THUR FRI SAT SUN

Hours Worked

Hours Prospected

Contacts

Contacts

Leads Generated

Appointments Set

Listing Appointments

Listings Taken

Listings Sold

Buyers Appointments

Buyer Sales Made

Price Reductions

Transaction Fees

Listings Exp/Cxld

Listing Inventory

Income Earned

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69

Lead Generation Form

1. Prospect's Name:

2. Address:

3. Phone: ________________________________ Buyer/Seller:

4. Source: FSBO: ____________ Expired: _______ Cold Door: _______

JL/JS Call: _________ COI: __________ Ad Call: _________

Sign Call: __________ Past Client: _____ Referral: ________

Other: _________________________________________________

5. Time Frame: 30 Days or Less: 60 Days or Less: Other: _______________________________________________

6: Moving to: ______________________________________________________

7. Motivation: Move Up: Move Down: Move Out: _______

Other: _________________________________________________

8. Referral Agent Needed: Yes/No:

9. Next Contact Date: ______________________ ______

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My Hot Prospects

B/S Client's

First, Last Name Street Address

City, State

Phone # Date of Contact*

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

*Log date of every contact made with client.

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71

Monthly Action Plan

Each month your Coach is going to suggest that you complete the Monthly Action

Plan on the following page. As you can quickly see, this form is very simple. It allows

you to set some very basic goals for a short period of time, which is easier to achieve.

Remember, our job is to assist you in:

A. Setting a goal and writing a simple business plan,

B. Coaching/teaching you how to achieve your goals,

C. Monitoring you during the course of your program,

D. Holding you accountable to the goals and plans you've set.

You will select your production goals based on a number of factors, ranging from last

year's production all the way to your personal financial needs. Once you've selected

the production goals, the Monthly Action Plan becomes a very important part of

your entire year. This simple plan is a great confidence builder, as well as a way to

monitor and adjust your business activities. COMPLETE IT AS YOUR COACH

SUGGESTS AND FOLLOW IT EVERY DAY!

You will also find the Month to Month Tracking Form. We encourage you to use this

form to track what you've actually accomplished for each month worked. BEFORE

YOU START USING THIS FORM MAKE A COPY FOR YOURSELF. This will help identify

your strengths and weaknesses and allow us to set realistic goals for the following

month.

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Monthly Action Plan

Month: _____________________________ Superstar: _____________________

Daily _____ Days/Week _____ Days/Month A. Days Worked ________ _______________ ________________ B. Hours Prospected ________ _______________ ________________ C. Contacts ________ _______________ ________________ D. Leads Generated ________ _______________ ________________ E. Appointments Set ________ _______________ ________________ F. Listing Appointments ________ _______________ ________________ G. Listings Taken ________ _______________ ________________ H. Listings Sold ________ _______________ ________________ I. Buyer Appointments ________ _______________ ________________ J. Buyer Sales Made ________ _______________ ________________ K. Price Reductions ________ _______________ ________________ L. Transaction Fees ________ _______________ ________________ M. Listings Exp/Cxld ________ _______________ ________________ N. Listing Inventory ________ _______________ ________________ O. Income Earned ________ _______________ ________________ P. CD # ________ _______________ ________________ CD # ________ _______________ ________________ Q. Read Business Plan ________ _______________ ________________

Things I must do to insure that I achieve my goals!

1. 2. 3. 4.

Create one affirmation for each time referenced above.

(To be written in the present tense: I have, I am, I enthusiastically, I now, etc.) 1. 2. 3. 4.

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Weekly Business Plan

Name: ___________________________ Week of _____________

Goal Actual 1. Number of Days Going to Work ______ ________ 2. Total Hours Prospecting ________ ________ 3. Contact goal ________ ________ 4. Leads generated goal ________ ________ 5. Total Listing Presentations

(Actual = appts went on) ________ ________

6. Total Listings Taken ________ ________ 7. Total Listings Sold ________ ________ 8. Buyer Controlled Sales ________ ________ 9. Total Price Reductions ________ ________ 10. Number of Role-Play Sessions ________ ________ 11. Other Goals a. b. c. d.

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Month to month tracking form

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEAR END Days Worked

Hours prospected

Contacts

Leads Generated

Appointments Set

Listing Appointments

Listings Taken

Listings Sold

Buyer Appointments

Buyer Sales Made

Price Reductions

Transaction Fees

Listings Expired/Cxld

Listing Inventory

Gross Income

Expenses

Net Income

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The Annual Business Plan

Last Year Recap Goals (Projected) 1. Total Income _______________ ______________ 2. Total Closed Transactions _______________ ______________ 3. Total Business Expenses _______________ ______________ 4. Average Hours Worked Per Day _______________ ______________ 5. Average Hours Worked Per Day

week _______________ ______________

6. Average Sales Price _______________ ______________ 7. Total Listings Appointments _______________ ______________ 8. Total Listings Taken _______________ ______________ 9. Total Listings

exp./withdrawn/Cxld _______________ ______________

10. Total Listings Sold _______________ ______________ 11. Total Buyer Controlled Sales _______________ ______________ 12. Days Worked Annually _______________ ______________ 13. Existing Inventory _______________ ______________

Things I Have To Do To Accomplish This Year's Goals

1. __________________________ 6. __________________________ 2. __________________________ 7. __________________________ 3. __________________________ 8. __________________________ 4. __________________________ 9. __________________________ 5. __________________________ 10. __________________________

Monthly Annually

1. Days Worked _______________ _______________ 2. Hours Prospected _______________ _______________ 3. Contacts _______________ _______________ 4. Leads Generated _______________ _______________ 5. Appointments Set _______________ _______________ 6. Listing Appointments _______________ _______________ 7. Listings Taken _______________ _______________ 8. Listings Sold _______________ _______________ 9. Buyer Appointments _______________ _______________

10. Buyer Sales Made _______________ _______________ 11. Price Reductions _______________ _______________ 12. Transaction Fees _______________ _______________ 13. Listings Expired/Cancelled _______________ _______________ 14. Listing Inventory _______________ _______________ 15. Earned Income _______________ _______________

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ANNUAL BUSINESS PLAN Name: _____________________ Page 2

Major Challenges and Solutions

A. What are the major challenges or problems that you face in achieving the goals you've set?

B. What are the solutions to each challenge?

1.) a. b. 2.) a. b. 3.) a. b. 4.) a. b.

Daily Schedule

Early 12:30 pm

Morning 1:00 pm

7:00 am 1:30 pm

7:30 am 2:00 pm

8:00 am 2:30 pm

8:30 am 3:00 pm

9:00 am 3:30 pm

9:30 am 4:00 pm

10.00 am 4:30 pm

10:30 am 5:00 pm

11:00 am 5:30 pm

11:30 am 6:00 pm

12:00 am Evening

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How to plan and structure your day

A. Take 15 minutes each morning or afternoon to plan your day:

1) Decide to make it fun, 2) Decide your outcome in advance, 3) Remember Real Estate is 90% attitude.

B. List all the activities necessary to help you achieve your goals.

C. Prioritize these activities into three groups:

1) Must do, 2) Should do, 3) Could do.

D. Focus on the "must do" activities. E. Block out specific times during the day to do your:

1) Administrative work, 2) Prospecting, 3) Lead follow-up/appointment setting time, 4) Going on appointments, 5) Negotiation/paperwork, 6) Practice, 7) Mental preparation. Remember to treat your prospecting and lead follow-up as individual appointments! They are the engine of your business … do them daily!

F. Set aside a specific time(s) to return phone calls and return phone calls only at that time. Stop reacting to the phone.

G. Create an action plan, review it daily and stick to it!

1) Daily = Daily schedule 2) Monthly = Monthly action plan 3) Annually = Annual business plan

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Sample Affirmations

A big part of your business development will be your ability to mentally grow at the

same pace as your business grows. One method of making this happen is to use your

affirmations daily. The following are affirmations that you may want to use for

yourself:

I am a great salesperson.

I love prospecting.

I prospect with energy.

I have a positive, productive attitude every day.

I stand up when I prospect.

I love prospecting, so I do it every day.

I am a great listener.

I enjoy negotiating contracts daily.

I listen when I prospect.

I focus on qualifying my prospects.

My past clients call me with referrals daily.

I listen for motivation.

I follow the script.

I give my prospects approval.

My prospects like me.

Great sales people prospect every day.

I enjoy making the first call of the day.

I prospect with intensity.

I am extremely effective talking on the phone every day.

I enjoy knocking on doors every day.

I generate highly qualified leads every day.

I am an inspiration to all those around me.

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Pre-Prospecting Checklist

Pre-Prospecting Checklist (This form must be filled out each day you prospecting.)

Rules to live by while prospecting (check each one off):

Positive excited attitude only.

Commitment to reaching my daily goals.

Out-bound business creation calls only.

Keep personal calls to emergency only “Tell your people!”

Work on helping myself and others achieve goals.

Key to Success is my….………………………………………………….Attitude, Approach, and Expectations

Attitude: If what I felt before I walked in today is not where I think I should be, then I need

to adjust it now. Examples of where I want to be: hungry, motivated, excited,

pumped up, turned-on, happy, successful…

TODAY’S ATTITUDE: ____________________

Approach: The approach I have with my clients comes out over the phone loud and clear.

Here are a few helpful reminders to check off:

Smile while talking on the phone.

Stand-up tall.

Use a down swing.

Know your scripts.

Be excited.

7% of communication is Words, 55% is body language, 38% is tonality.

Present with power, confidence, and excitement.

Remember to close, close, and then close again.

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Expectations…what are my goals today?

I will make ______________________ contacts.

I will prospect from __________ to ___________.

I will set _______________ appointments today.

I will ___________________________________.

I will ___________________________________.

My two powerful daily affirmations are:

________________________________________________________________________

______________________________________________________________

Grade yourself when you are done. How you did on a scale of 1 to 10, 10 being highest on your

attitude, approach, expectations, and results. ________________________________

What did I learn today? _____________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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