Sales Managers' Guide for CRM Clean-Up

As we move into the summer selling season (do we even have selling seasons anymore?), it may be time to streamline and renew your CRM. For managers, there are a few easy things you can do to make sure your database is clean so your team can use your CRM for new home sales more effectively. We like to call this “Lasso hygiene.”

Here are seven key tasks you can perform to save you time and frustration down the road.

Review ratings

Make sure everyone on your team is on the same page with what each rating means. Managers, this is a good time to consider how your ratings are working for your team and adjust or add ratings if needed.

Speaking of ratings, do you know why you see all of those “N” rated leads in your database? “N” is the default rating Lasso assigns to a new incoming lead. “N” could just as easily mean “not a clue." If a prospect rating remains as “N”, we don’t know the status of that prospect. The best practice is to clean those up promptly by properly rating all leads. “No lead left behind!” should be your team’s mantra. If needed, encourage your sales agents to take some time to pull up a list of their “N” rated prospects and work with them to give a good rating. If there are a lot, encourage them to set aside twenty minutes each day to review twenty prospects (one Lasso list page) – they’ll be cleaned up in no time!

Test forms

Test all web forms on your website to ensure they are properly connected with the CRM and the appropriate autoresponder is being sent. While at it, double-check that first name, last name, and email are required fields on your web forms.

Review projects

If you work in many communities, having sold-out communities on your list can clutter your database. We can help you close out old communities or mark them as archived for later use. (Contact our support team for assistance.)

Every registrant has a salesperson

In each project, pull up the list of “Unassigned Registrants” (a pre-defined static list in Lasso). Assign all unassigned registrants to a salesperson. If they aren’t assigned to someone, they are likely to get missed with follow-up.

Review users

Most businesses have had some turnover in the past couple of years. If you have client admin access, check to be sure the users listed are correct. Disable the login for any user no longer with your company.

While you are reviewing your users, it is a good time to make sure they are assigned to the proper community projects in which they work. Double-check user roles in the client admin center to make sure.

Review sales processes

Review the sales processes you have set up in Lasso at least once a quarter. Make sure you review the timing and methods of communication and adjust as needed. If you find that your sales agents have hundreds of overdue activities, it may be a sign to evaluate how your sales processes are triggered. While you are looking at your sales processes, make sure to review all of the associated email templates. As the market shifts, so should your message.

Give your sales team a break

Is your sales agent in a cold sweat over the 468 overdue activities on their activity list? Give them a break and allow a reset. That phone call they didn’t make in July 2021 isn’t going to happen – delete it. Of course, we want to be certain we have future activities set with all prospects and everyone gets a proper follow-up, but chances are your sales agent didn’t make that call because it wasn’t appropriate at the time. If you find most of your agents have hundreds of overdue activities, it is time to rethink your sales processes and how they are triggered.

Setting aside a little time today can pay dividends for months to come. Your teams’ use of your CRM usage will be better, your data will be better, and most importantly, your prospects will be moving forward toward buying their new home.

Want to take a deeper dive into your CRM for new home sales? Learn how Lasso audits can help you leverage your CRM.