Kathleen Black Ecosystem

Transform yourFollow Up Bossfor Success

Boost your Success with the Ultimate Ecosystem

✅ Lead Nurturing

✅ Beyond Closing

✅ Accountability

✅ Comprehensive Checklists

Not a Follow Up Boss user? Click here to learn more.

Benefits

This powerful ecosystem will...

1

Provide you with proven protocols

Follow up protocols for new leads, nurturing, Past and future clients, COI, and VIP COI

2

Keep your agents accountable

Worry less about leads falling through the cracks with a built in accountability system - fully automated.

3

Provide you with processes for transactions

Our automations allow you to quickly ensure leads are in the right smart lists for your daily calling and on the right action plan to supplement your efforts and provide value to your leads and clients.

Struggling with Your CRM? You're Not Alone.

Whether you are new to Follow Up Boss or a veteran user, if you are looking for a curated and intuitive approach to using your CRM then you've come to the right place. We're here to help ensure you're utilizing Follow Up Boss to its fullest potential. We offer a thorough setup comprised of smart lists, action plans, and automations that provide a simplified workflow and enable you to stay focused on what you do best: creating relationships and closing deals.

    Do any of these sound familiar?

  • I have a CRM, but I'm not really using it
  • I have some action plans, but they're not performing
  • I don't have the time to create drip campaigns
  • I struggle with finding which leads to call
  • My agents are not following proper protocols
  • I don't have standard operating procedures
  • I feel like I've been going down rabbit holes
  • I'm worried I'll break something

What’s Included in Our Setup

Follow Up Protocols

  • New Lead Plan for Field Agent or ISA/Lead Conversion Partner - Call cadence, frequency that an agent/ISA is expected to call a new lead within the first 30 days

  • Lead Plan Follow Up & Lead Plan Protocol - Frequency of calls to attempt to reengage a buyer or seller until they are ready to book an appointment

  • Booked Appt LCP/Field Agent - Tasks for Lead Conversion Partner or Field Agent once a buyer or listing appointment is booked for a lead agent

  • Missed Appointment - Frequency of calls to attempt to reengage and rebook a missed buyer or seller appointment.

  • Closing Follow Up - Call tasks once a client is moved into the Past & Future Client Community stage. Lasts 20 years

  • VIP COI - Call cadence for VIP COI past clients, SOI, those identified as highly likely to repeat, refer, or influence others when we show them extra love. This is the protocol for the top 5 to 10% of your database per lead agent. Lasts 20 years

Accountability Automations

  • New Lead Accountability - Multi-layered, multi-step process to keep your agents accountable. If expectations are not met, the lead is reassigned to the pond for other agents to access the lead, the previous agent is notified about the loss of the lead, and the team lead/manager is notified

  • Lead Follow Up/Missed Appointment Accountability - Multi-layered, multi-step process to keep your agents accountable. If expectations are not met, the lead is reassigned to the pond for other agents to access the lead, the previous agent is notified about the loss of the lead, and the team lead/manager is notified

  • Closing Follow Up Accountability - The assigned agent will be alerted that they missed their closing follow up and that the team leader/manager will be alerted

  • VIP COI Accountability - The assigned agent will be alerted that they missed their closing follow up and that the team leader/manager will be alerted

Transactional Checklists

  • Buyer Plan - Tasks for operations when new buyer Buyer Representation paperwork is submitted. As well as best practice tasks and call cadence for lead agents to guide buyers with instructions per step.

  • Buyer Accepted Checklist - Tasks for lead agent and operations that must be completed when a buyer offer is accepted, including reminders for paperwork required to firm up or release the deal.

  • Buyer Firm Checklist - Tasks for lead agent and operations that must be completed when a buyer offer is confirmed to be firm.

  • Buyer Closed Checklist - Tasks for lead agent and operations that must be completed when a buyer purchase is confirmed as closed by the lawyer

  • Postponement Plan - Buyer Plan to be used when buyer is reactivated after their original plan was put on hold or after an expired agreement leads to a new buyer agreement being signed, and this plan is activated for lead agent call and face to face cadence.

  • Seller New Listing Checklist - Tasks for operations when listing paperwork is signed and submitted to operations by the lead agent. As well as, best practise tasks and call cadence for the lead agent.

  • Seller Accepted Checklist - Tasks for operations when new listing agreement paperwork is submitted. As well as, best practice tasks and call cadence for lead agent.

  • Seller Firm Checklist - Tasks for operations when listing sale is confirmed firm with paperwork submitted by the lead agent. As well as, best practise tasks and call cadence for the lead agent.

  • Seller Closed Checklist - Tasks for operations when listing sale is confirmed closed by the lawyer. As well as, best practise tasks and call cadence for the lead agent.

  • Relist Checklist - Tasks for operations and lead agent when an active listing is terminated and re-listed back onto the market.

Stages, Definitions, and Lead Flows

  • Provide new, simplified stages from Kathleen Black Coaching, define your new stages in your FUB account to help simplify your processes, collaborate with client to merge previous stages.

  • Set up lead flows to ensure all new lead sources have the correct action plan assigned.

Smart Lists

There are a total of ten smart lists arranged by importance. These smart lists update automatically based on the filters set up.

Training

After the setup is complete, we provide the following training:

  • One-on-one personalized implementation call with a customer success manager

  • One additional 30-minute training call included at no extra cost

  • Two ambassador seats with access to bi-monthly interactive group training sessions in the Kathleen Black Community, hosted by a Kee Technology Customer Success Manager (sessions are recorded)

  • Access to our comprehensive video training library for in-depth learning

  • A detailed cheat sheet for quick reference on setup components and daily Follow Up Boss activities

Frequently Asked Questions

Have questions about content, integrations, or how we set it up? Start here.

Yes, however, we ask that you consult with our team prior to making any adjustments. We want to ensure nothing “breaks” prior to making an adjustments as this will incur a fee to correct.

This setup is intended to be out of the box and cannot be customized by Kee Technology Solutions. You can make adjustments yourself, however, we ask that you consult with our team prior to making any adjustments. We want to ensure nothing “breaks” prior to making an adjustments as this will incur a fee to correct.

Yes. To receive the Kathleen Black Ecosystem setup you must be a client of Kathleen Black Coaching.

If you are not Kathleen Black Coaching client, you can still sign up for our Follow Up Boss revamp which provides you automated drip campaigns that start meaningful conversations. The revamp also helps provide you a realistic daily workflow in Follow Up Boss and helps ensure no lead gets lost in your system. Learn more about the Follow Up Boss revamp here: https://keetechnology.com/

You will need a Follow Up Boss account.

Determine who will be the best fit for the tasks/roles within the setup

Specify Team Leader/Manager/DOO

These tasks are the safety net to check in and ensure the tasks and smart lists are being followed. The leader who you would like to be alerted when an agent does not meet accountability standards when calling past clients, COI, and VIP COI. This role will be notified per new client plan and if accountability is needed as tasks are missed specifically by the sales agents, but also for ops and the team overall. Assign this to the team manager of Director of Operations once you have one. This can also be assigned to a strong admin role, otherwise for a growing team, the team leader would be assigned these tasks to oversee.

Contracts Management Partner

Includes

Client Buyers or Seller Agreement to Closed

OR

Listing Co-ordinator: Listing to Firm Sale (Heavy Checklist Focus)

&

Transaction Co-ordinator: Firm Sale to Closed (Heavy Checklist Focus)

OR

Overall Admin/Ops if covering these aspects of the business as well

Specify Lead Pool Pond Agents

Team pool where leads are directed if agent or ISA assigned do not meet minimum contact and frequency protocols. This is a pool where new recruits, and agents looking to pick up extra business, can call in order to establish a relationship, whereby the lead would then be assigned to the new agent with a follow-up smart list assigned.

Specify Database Manager

A role used by larger teams to oversee the CRM, lead assignment protocols, including nomenclature of the tagging systems, stages, and overall systems in the database. They monitor accountability, source of business accuracy, and bring any issues with missed or incomplete tasks directly to the agents or to a Team Leader, Director of Sales or Operations. Otherwise this would fall with the overall Operations or administrative role on a smaller team.

Do you have a Lead Conversion Partner? LCP/ISA

This is ISA, Inside Sales Agent, an agent who only calls and nurtures leads to book face to face consultations for sales agents on the team

Specify Admin / Front Desk

Basic Administrative Role, assist with incoming calls, provide overflow support to contract management and team leader/team manager, tidy office space, welcome clients to the office, call for feedback, track and facilitate client reviews/feedback, and overall an entry level admin position for larger teams, usually with their own office space.

Create and Manage all Systems and oversee all administrative aspects of the agents day to day business.

Ensure you are operating with optimal email deliverability. To optimize the likelihood of your emails reaching recipients’ primary folders instead of being marked as spam, it is crucial to consider domain reputation and adhere to best practices. We recommend refraining from using free email accounts and instead using an email address tied to your own domain name. This can be accomplished with a Google Workspace account. We also recomend employing effective email warm-up techniques for any newly created email address. For expert guidance on setting up and configuring your email servers, as well as obtaining a Google Workspace account (if you need this setup), we highly recommend consulting Alex Shahkov at https://sh.consulting/email-solution.

NOTE: These samples are only applicable to the optional power up add on which costs extra.

The goal is for you to not need to do any changes to the emails — they have been tested & proven. We would recommend utilizing the emails as they’re intended if you’re open to it. However, these emails are plug & play so you can edit them to your liking.

Click here to view sample email templates from our setup.

These action plans will get applied to the next new leads you receive via Lead Flow or when they trigger an automation one by one. Follow Up Boss doesn’t allow for applying action plans in bulk to avoid abuse. However, we do have a workaround to mass apply action plans to your opt in leads. We can process those at 10 cents per lead with a $50 minimum charge. This would be discussed after the revamp is provided.

NOTE: This question is only relevant for the optional power up add on which costs extra.

The email content will be edited to incorporate any of your personal content you may have. These items can include educational guides, web pages, infographics, YouTube videos, BombBomb videos, and blog posts. If you don’t have any, that’s okay as well.

We don’t have the capacity to write brand new content from scratch. For this, we’d recommend you hire an in-house copywriter.

This setup includes action plans, automations, smart lists, stage structure with all content provided for you with proven results. The email content is plug-and-play, however, we do recommend leaving the content as is in order to have the best results for deliverability and response rates.

NOTE: We ask you review the deals action plans for compliance prior to enabling the automations.

If you’re curious about the exact stages we use in the Kathleen Black CRM Ecosystem:

Lead: Lead not reached but continuing to try

A - Hot 1-3 Months: Buying or selling in less than 3 months

B - Warm 3-6 Months: Buying or selling in 3-6 months

C - Cold 6+ Months: Buying or selling in 6+ months

Booked Appointment: Appointment is booked with potential client

Active Signed Client: Current buyer or seller client you are working with/signed client

Past & Future Client Community: Past clients you worked with that are now forever clients

COI (Center of Influence): Personal relationships

VIP COI: VIP circle of influence/sphere of influence

Closed: Past client you don’t want to stay in contact with

DUD: No longer going to try, removed from smart lists, removed from drips. This can be people who have an agent, not interested, already bought, under your price point, out of your service area, etc.

Trash: “Delete”

We do not. Follow Up Boss is our specialty. However, if you’re not open to switching to FUB you can purchase our drip content on Etsy: https://www.etsy.com/shop/keetechnology

This setup is company-wide and uses the same email templates for our action plans.

Since your account is provided by your broker, there are a few extra steps we’ll need to take in order for the automations/action plans to only apply to yours. With that said, there are a few things we will need to look into:

  • Our setup is designed to be company-wide, meaning, everyone within the CRM is opted into the setup.

  • The stages will be brokerage-wide in order to correctly set up the automations. You will be required to use Kathleen Black's stages for the setup.

If you leave the brokerage, you don’t get to take the setup with you.

You don’t have control over the setup since it has to be managed through broker account login.

We normally recommend, especially if you’re building a team or already have a team, creating your own personal FUB account versus staying under brokerage.

Our setup includes one automated text message to online generated leads that push to FUB via lead flow.

When it comes to automated texting, FUB will facilitate one automated text for brand new leads generated online. The “one automated text” limitation is to protect your phone number’s reputation. This aids in keeping your number from showing up as “spam likely”, texts landing in spam folders or worse, being blocked altogether.

There are services that integrate with FUB to automate texting. These services use a different number from your FUB number to keep it protected. We’ve partnered with a few of these services. Click the links below to learn more about each service

Get the power of the Kathleen Black Follow Up Boss Ecosystem for FREE!

This done-for-you Follow Up Boss setup is included in your coaching package!

* Approval is required from Kathleen Black Coaching after you sign up

  • Lead Nurturing Protocols
  • Beyond Closing Follow-up System
  • Accountability Framework
  • Comprehensive Checklists

Optional Add-On

Ecosystem + Power Up

Optionally get the Kathleen Black Ecosystem paired with
Kee Technology Solutions' Automated Drip Campaigns!

Receive automated email campaigns that seamlessly complement your active nurturing efforts with empathetic and personable messages that drive engagement and generate responses.

Base Price for Ecosystem + Power Up

$800USD

* Optional Add-Ons to this power up available at signup

Just some basic information is needed to get the ball rolling!