Best Practices to Manage Tasks

How Often to Set Tasks

Task setting is the single most important piece of our acquisition strategy. If you’re not consistently following up and re-engaging with sellers multiple times, you won’t be successful. Rarely does a single outreach result in an immediate vehicle acquisition.

Best Practice: After the initial engagement with a seller, always set a follow-up task or assign a follow-up plan immediately.

Using Follow-Up Plans

We have structured follow-up plans that represent best practices for different lead temperatures.

New Lead Follow-Up Plan:

For new opportunities, we use a plan that sets tasks on days 1, 3, 5, and 7. After completing these four tasks, assign another follow-up plan for continued long-term engagement.

Temperature-Based Follow-Up Plans

After completing the New Lead Follow Up Plan, buyers should then assign a temperature plan to the lead based on their previous engagement or lack thereof with the seller.

• Cold Lead Plan: If the seller is minimally responsive or far off on price, follow up about once every two weeks until day 60. Some buyers go to day 90.
• Warm Lead Plan: For sellers who are somewhat engaged but not ready to close, follow up about once a week until day 60. Some buyers go to day 90.
• Hot Lead Plan: For sellers who are very engaged and close on price, use a more aggressive follow-up plan, aiming for daily or near-daily touchpoints until the deal is closed or until it’s clear they aren’t interested.

Daily Task Completion and Structuring Your Day

To avoid monotony and ensure all tasks are completed, break your day into segments:

1. Morning Segment: Complete about one-third of your tasks.
2. Midday Fresh Outreach: Spend some time on fresh outreach or new leads.
3. Afternoon Segment: Return to follow-ups and complete the second third of your tasks.
4. Evening Segment: Finish the remaining tasks and any final follow-ups

Key Performance Indicators (KPIs)

Set personal goals for how many listings to review.

If you have 50 tasks to complete, that means you have 50 fresh listings that need to be reviewed as well. An example breakdown might look like this:

• Morning
  • 20 tasks
  • 15 fresh outreach
• Afternoon
  • 15 tasks
  • 20 fresh outreach
• Evening
  • 15 tasks
  • 15 fresh outreach