There’s three save filters in your applied save filter section, that are going to allow you to follow up and reach out to new leads. These are typically your number one new lead zero calls logged, your new lead need to make contact, and finally, your number three, may contact recently active. Now, if you’re ambitious and you’re definitely hitting those calls, we can go through that number four where you need to make contact and you’ve attempted eight or more calls on your leads.
So let’s look at the first filter. So the first filter here, you’re simply going to stack your filters to produce this. So I’m going to clear all these filters and build it as if I’m creating it. So the first thing you’re going to do is click on the add filter item, and you’re going to go number of calls, and here we want to select equal, and we’re going to put zero. So this is then going to pull up all the leads where there’s zero calls logged on them, meaning we have not called this person and where we failed to log that call.
Now, because this is a call list, we want to ensure that we’re including leads that we can actually call by phone. So, meaning we don’t want leads that have opted out of phone communication or have provided a bad or invalid number. So here, we’re going to choose phone validity, and we’re going to leave this as is, and we’re going to select, we want people where we know their phone number is valid, or we don’t know yet if it’s valid, meaning we’re not including anyone that again have provided an invalid number and we’ve marked it as invalid, and/or have opted out of phone communications.
We are then going to add a third filter, which is for the pipeline. So the pipeline, in this scenario is for all the leads we have not made contact with yet. So we’re going to select not set, new lead, and tried to contact. So when we apply this filter, we’re going to be left with a list of leads that match these filter items. Now to save this filter, you’re simply going to give it a name. So this is where you’re going to, you can call it whatever you like, but this we call here as number one, new leads, zero calls logged.
And then you would simply either create this as a company filter by clicking this button or a personal filter. If you create it as a personal filter, it’s going to show up in your applied save filters in this personal section, and it means that only your user access has access to that filter. If you create it as a company filter, then if you’re a team leader or have administration rights, any other user account within your system is going to be able to access that filter and take advantage of it. So all you need to do is give it a title and click one of those names, and it’ll simply populate into this list, so that when you click it, that filter is already applied.
Now to create the number two filter, it’s just a slight change. So the number one filter is going to have all the leads that we haven’t called yet. Now the second filter is going to be for primarily for leads that we have attempted at least one phone call on them, but we have to keep calling them in an attempt to get them on the phone. So all we’re going to do on this filter is we’re just going to, you can leave this open and you’re going to change us to equal to or less than, and change this to a seven. So we’re going to call these leads at least eight times. So anyone will pop into this list with seven or less calls on them. We’re going to keep these same rules with respect to your phone validating and pipeline, but we’re going to add an additional filter item. This filter item is going to be, the was not contacted. So was not contacted by phone, and it’s all leads within the last number of days, and you’re going to select two.
So what this filter does essentially, is it’s going to pull up all the leads that you’ve already attempted to call, but you haven’t called in the last two days. So essentially you’re going to call your leads every other day. So this one here will be number one new lead, and then it’s need to make contact. Contact, because again, we have to keep calling. Now, I’m going to show you something quickly here. So when we click apply filter here, and we have these 81 leads, now, again, don’t forget to save this as either a personal company once you’re done, we’re going to notice that there’s several leads in this list that have zero calls logged on them. These leads are still in your number one list because they have not been contacted by phone in the last two days.
Now, the reason we separate these two, instead of just having the one list, is for the purpose of your initial call. So the initial call, what we encourage, is that you let it rang til it hits the voicemail, just to confirm if the name on that voicemail matches the name of your lead should they not answer, that is it. Whereas the second filter, you’re essentially going to power dial through these leads because now you know you’ve essentially got a good number and it’s going to increase your call rate. So, if you still have leads in your number one filter, what you’re going to do is simply go over here and change this to last contact call. And what that’ll do is it’ll flip the list to show you the leads that have a call already logged on them at the top of this list. So with these leads here, when you open up the lead, essentially, you’re going to only let the call and the dialer ring for 23 to 25 seconds at most, that’s four to five rings on the receiving end.
So if your lead had any intention of answering their phone, they most definitely would do it between four and five rings. And yes, you will from time to time, get a call back from somebody that just missed the call. Now, by doing this, if you were calling leads and you’re only letting it ring 23 to 25 seconds, that means if you called Anya here and she doesn’t answer, so you move on to the next lead. And let’s say, you call this lead and this lead doesn’t answer, so you move on to the next lead, you’re essentially completing those three calls within a minute and a half, if you’re using the dialer, of course. Now, if you’re not using the dialer again, you’re still going to log your calls here, however, it takes about 30 seconds longer per call to do it that way.
So with this filter, specifically the number two filter, and let me just pull it up this way, you’re going to want this list empty and you essentially are going to clear out your number one and number two lists daily. At the end of the day, if you’re all caught up in your CRM, these two filters will only produce the leads that have registered in the last two weeks. All right? So it’s again, just being consistent with your calls or not leaving voicemails, or it’s encouraged, it really depends on your market area, but it allows you to connect with more people in less amount of time.
Now, once you finish that, we’ve got the number three, made contact recently active. So what this filter is, is it’s going to pull up all your leads that you’ve made contact with essentially that have been active. So let’s create this filter. So this one here, we are going to use the pipeline. We’re going to select anything below the made contact, assigned from sold in garbage. So you’ve either made contact, set a meeting, signed an agreement, or you’re showing them. And then we’re going to go to add the filter item and we are going to choose the last activity filter. And we are going to select over here, all leads within the last number of days, and we are going to select 30. Then when we apply this filter, we’re going to have a list of leads that have been active within the last 30 days, that we’ve essentially made contact with.
Now in this list here, it is important that you start tagging your leads, which will be into our next video so that you can organize your leads for a more effective follow-up. So, in here we know that these leads we’ve made contact with them, and we know that they’ve been active. You’re going to be able to see your last point of contact, but you really want to be able to identify their timeline either by indicating they’re here or having an appropriate check-in filter, which is going to go into our check-in filters next series of that video in creating those check-in filters for a seamless followup there.
Now, if you’re wanting to put a timeline here, you’re simply going to open up your lead. You’re going to go down to the bottom and you have an option for buying in, as well as an option for selling in. So let’s pretend this lead is buying in the next three to six months and they are planning to sell in the next zero to three months. So when we go back to the homepage here, we’re also going to be able to visualize and see that there, as well in connection with our last point of contact. Based on their timeline, should I be reaching out to this lead, then your tags will help to identify various aspects about that lead, so you know how to provide that lead with information or educate them through that process.
Now, this filter here again is called the number three, made contact, recently active. And again, you can save it either as a personal or as a company filter. Now, if you’re ambitious and you’re really on top of your calls and you’re really head of the game, you then have the number four filter. So the number four filter, as a lot of people will ask, is what do I do after that eighth call attempt? Do I just stop calling them, or what am I supposed to do? So after that eighth call attempt, what you’re going to do is you’re essentially going to scale back your calls to once a week, but only if they’ve been active in the last 30 days, essentially, is what you’re going to do. So they kind of go down to the bottom of your priority list because you’ve exhausted two weeks of calling them and you still haven’t got them on the phone. So we’re only going to try contacting them weekly, provided that they’re active.
So for this filter here, it’s really quite easy. You can essentially take this number two and then just modify and resave it. So instead, we’re going to go is equal to or greater than, and then we’re going to have the eight right there, and then was not contacted by phone. We’re going to change that to a seven, so that it’s every week, and you’re simply adding in the additional component of their last activity, and we’re going to choose, all leads within the last number of days and go 30. Again, you can call it whatever you want, but we call this a number four. It’s need to make contact, and then identifying that there has been eight or more calls already on those leads. And again, you’re going to save as personal or as a company filter. So those are the essential filters of your CRM system, to allow you to follow up with those new leads and gain contact with as many as you can, within the shortest amount of time possible.