A playbook is a collection of tactics or methods that simplify an action, sort of like a best practice to-do list. It often just describes a documented, step-by-step process related to a repeatable task.
kvCORE's 'Work Your Sphere' playbook, however, is much more! It acts as a wizard that takes you through a curated set of activities to streamline the SOI conversion process and combines different tools within kvCORE to work for you.
This playbook leverages the actionable sphere hashtags you set up in the “Gather Your Sphere” playbook and gives you the tools you need to convert sphere contacts from leads to clients. Using this play, you’ll update detail gaps in your sphere contacts, set up sphere contacts with automated reports, and regularly reinforce critical agent-contact communications. This play also lets Agents set up life events for dialer lists, newsletter scheduling, and social media posts, providing the tools agents need to nurture all the contacts in your sphere more effectively.
Using This Playbook
The playbook for working your sphere contains 7 plays, analytics tracking, and a list of automatically created assets for you to use.
While you can choose which plays to follow and which to skip, the best practice is to leverage all 7 plays.
When you first log into your kvCORE and land on the Dashboard, you will see the playbooks available for use above your activity stream.
Clicking on the white 'Work Your Sphere' button will open up the playbook library where you can begin your playbook, revisit your playbook, or continue the current playbook.
Starting a New Playbook
To begin this playbook and Gather Your Sphere you can begin by clicking the green 'Open the Playbook' button on the top right.
This will open the playbook and show you the suggested plays one by one.
The 7 plays are organized into 2 categories:
Build Relationships: Plays 1-5
Stay Top of Mind: Plays 6-7
To save and continue on to the next play or skip the play entirely click the corresponding button at the top right.
Play #1 - Fill In the Gaps in Contact's Details
The first step in working your sphere is to ensure they have all of the important information added to their contact records. This play shows you information gaps for contacts, allowing you to fill in the blanks as necessary. Only contacts with missing information will show in this play. Contacts whose information is up to date are eligible for Market Reports, Search Alerts, and other automated communications.
For more information on the contact record, click here.
Play #2 - Capitalize on Sphere Opportunities
This play lets you set up Market Reports, Smart Campaigns, and Search Alerts for the contacts in each sphere hashtag. The hashtag won’t show up in this play if contacts here are already set up for opportunities!
You'll be able to view each sphere hashtag and the contacts who do not have important automation assigned. After assigning the key automation for a hashtag move onto the next using the blue 'Next Hashtag' button at the bottom of the popup window.
Set your contacts up for automatic emails, text, and more using kvCORE Smart Campaigns. If a campaign is enabled in your campaign library you will be able to assign it to a contact from Play #2.
If you have multiple contacts without a Smart Campaign you can assign one campaign to them all, or select the ones you'd like using the checkboxes next to their name. First, click on the contacts hyperlink and use the checkboxes to determine who will have the campaign assigned. Then select the campaign from the dropdown menu and add the campaign.
To learn more about Smart Campaigns, click here.
A Search Alert is an automated email sent from kvCORE that contains properties of interest for a specific contact. Search Alerts will send all newly listed properties, and properties that have been reduced in price or gone off-market that match the search criteria set, in an email. This makes Search Alerts a complete and simple automatic email that your contacts will look forward to in order to keep up with their chosen search or market.
There are two options in Play #2 regarding Search Alerts:
Contacts who do not have a Search Alert, but the system does have an address for them.
In this case, using Play #2, you can automatically create a Search Alert to send these contacts weekly listings in their area (based on their address). Simply, click the 'Create Search Alert' button.
Contacts who do not have a Search Alert, and the system DOES NOT have an address for them.
In this case, using Play #2, you can assign a generic Search Alert based on area and listing type. Simply, click 'Send Generic Search Alert' and follow through with the prompt on the popup.
Please Note: If you have multiple contacts without a Search Alert you can assign one alert to them all, or select the ones you'd like using the checkboxes next to their name.
To learn more about Search Alerts, click here.
Website Market Reports include a visual summary of area-specific statistics like the number of new listings, price reductions, average list price, etc. Using Play #2 you can subscribe them to monthly Market Reports sent straight to their inbox.
Contacts who do not have a Market Report, but the system does have an address for them.
In this case, using Play #2, you can automatically create a Market Report to send these contacts monthly listings in their area (based on their address). Simply, click the 'Create Market Report' button.
Contacts who do not have a Market Report, and the system DOES NOT have an address for them.
In this case, using Play #2, you can assign a generic Market Report based on area. Simply, click 'Send Generic Market Report' and follow through with the prompt on the popup.
Please Note: If you have multiple contacts without a Market Report you can assign one alert to them all, or select the ones you'd like using the checkboxes next to their name.
Play #3 - Reach Out to Sphere Contacts
This play shows you all the contacts you’ve organized by a specific hashtag with whom you haven’t communicated for 90 days. Organizing contacts in this manner ensures you’re reminded to send them a quick message, which builds your brand and keeps you top of mind. If a contact has received communications within 90 days, the hashtag will not show in this play.
For each sphere hashtag, you can send a canned email or text, or write your own! If you subscribe to CORE Video or CORE Voicemail Drop you can utilize those powerful tools to reach out to sphere contacts you may not have contacted in a while.
To learn more about CORE Video, click here.
To learn more about CORE Voicemail Drop, click here.
Use the checkboxes next to the contact names to select who will receive the message you'd like to send. After selecting your contacts, use the buttons on the right side to send an email, text, voicemail drop, or CORE video.
After selecting the communication you'd like to send, a popup will appear displaying the message and information. Even if you select a canned template you can edit the message before sending it.
Play #4 - Create 'Life Events' Lists
This play lets you create life events for contacts (e.g., birthdays, anniversaries, or home purchase dates). Nurture your contacts and stay top of mind by reaching out to them to follow up on recent life events. Use this play to create life event lists and add contacts to those lists.
4 life events are automatically available:
Who do you know that is recently married?
Who do you know that recently had a baby?
Who do you know that recently changed jobs?
Who do you know that is recently divorced?
You can use the blue arrows to go to the next or previous life event. You can also create your own life event list by using the '+ Add Another List' button on the bottom, or scrolling through all of the existing life events.
Play #5 - Dial Your Lists
This play allows you to select leads for your life events dialer list. When you're ready to start calling, hit the 'Call Using Dialer' button and a push notification will be sent to your phone to open the dialer to start calling from your mobile device!
You can always find your Life Events lists in the app by going to the dialer and selecting the 'Life Events' tile.
From this play, you can also send CORE Voicemail Drops or CORE Videos using the corresponding buttons.
Play #6 - Schedule Your Monthly Newsletter
Schedule a newsletter to send to each of your contacts and keep the Agent-contact communication going.
Step 1. Select the Recipients
Send Matching Criteria from Saved Filter: This will send the email to all the contacts that match a saved filter.
Contacts with Hashtag: This will send the email to all the contacts that match a specific hashtag.
Send to Contacts with Status: This will send the email to all the contacts of a specific status: Sphere, Prospect, New Lead, Active Lead, Client, Contract, Closed, Archived.
Please Note: This newsletter will send to all contacts within your Smart CRM who fit the criteria. Contacts do NOT need to be added using one of the sphere hashtags in order to receive the email sent from this play.
Step 2. Select the Date & Time to Send the Newsletter
The timezone will be indicated to the right of the list, which may be different than the timezone you're intending.
Step 3. Choose the Email Template or CORE Video
Canned responses are also known as email templates. Templates can be used in Smart Campaigns (campaign actions), mass emails, and anywhere else an email may be sent. Although they are mostly used for emails, you can create separate text message templates as well for text actions.
To learn more about creating email templates, click here.
Play #7 - Post to Social Media
The final step is to create a Market Report Squeeze Page and Home Valuation Landing Page to post on social media.
Please Note: All New Leads that are created using the Work Your Sphere Market Report or Landing Page will be assigned #WorkSpherePlaybook. This hashtag is locked and cannot be removed.
Market Report Squeeze Page
Select the area and post directly to Facebook, Twitter, or Pinterest from the playbook. You can also copy the link to post on other social media sites.
To learn more about Market Report Squeeze Pages, click here.
Area: Select the area you would like to be the focus of the Market Report Squeeze Page.
Link: Copy this link to post on social media. Please Note: A link will not appear until you select an area.
Hashtag: #WorkSpherePlaybook will automatically be applied. You can also add a specific hashtag you'd like added to these contacts using the blue 'Add' hyperlink.
Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.
To edit the source of the contacts who are added using this Market Report Squeeze Page you can click the 'Edit Settings' button.
A popup will appear allowing you to update the source and add additional hashtags.
Home Valuation Landing Page
Create an address-capture Landing Page by selecting your domain from the dropdown menu, and post to social media using the link or Twitter, Facebook, and Pinterest buttons.
To learn more about Landing Pages, click here.
Domain: As an Agent, you will only have the option to select your kvCORE website. Admins Please Note: You can select any domains that fall under your entity. However, If this is not your website, leads coming in will go through lead routing and may not appear in your results.
Link: Copy this link to post on social media.
Hashtag: #WorkSpherePlaybook will automatically be applied.
Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.
You can update the Landing Page background image by clicking the 'Edit Settings' button. Then select 'Background' on the top left.
If you have any questions or need further assistance while using a playbook, please reach out to Customer Support via the blue chat bubble to the right or by emailing email@example.com!
(Keywords: playbook, work your sphere, SOI, play book)