While the process of managing recruits begins when they apply on your site, we are going to focus on the back half of the 20%.
Remember, the power of The Recruiting Platform is the leverage provided by the automated drip, which nurtures your recruits and encourages them to sign up for a Discovery Call with you when they are within a few weeks of taking their licensing exam. This leverage is the 80%.
The other 20% is divided between driving traffic to your site (the first 10%) and the discovery call, MC handoff, and follow up.
We’ll go deeper into these three key items in this section.
NS: Not in School #
NS recruits rely heavily on automation with the call to action being to sign up for school. This is where being a real estate school affiliate becomes an advantage. Below is a resource on how to maximize your NS recruiting leads. It shows how you can shift your thoughts on those who aren’t yet in school and leverage cultivating that interest beyond what the automation includes.
Recruits will automatically be tagged “NS” if they submit the Join KW form on your site and select the “Not in School” or “Looking for real estate schools” option to the licensing question.
IS: In School Recruits #
When a new recruit applies on your site marked with the Recruit Type “IS” tag, that means they are currently enrolled in school.
It’s always a good idea to make note of the test date they list on their application. Test dates further out into the future are typically estimates, where ones listed within the next few weeks are often already on their schedule.
You can approach these in a variety of ways, but at the very least, it’s a good idea to reach out to any recruit who has a test date within a month of their application to start engaging them one-on-one.
Even though IS recruits are input into a nurture campaign, some Career Consultants send out a simple welcome email to prompt a response. Below is an example of the email Andy uses to connect with and engage IS recruits.
Note that he will modify this language depending on how far out into the future an IS recruit is. Additionally, if the recruit is within 2 weeks of sitting for their exam, he treats the recruit as an EX lead.
Simple Welcome Email #
Subject: <<First name>>, How Are Real Estate Classes Going?
Hi <<First Name>>,
Thanks for connecting re: your career in Real Estate! I’ll be in touch here and there as you move through school toward getting licensed. Know that I’m here as a resource in the meantime, so feel free to reach out if any questions pop up!
When you’re within a week away from sitting for your state and national exam, reach out and let me know. At that time, I’d love to have a quick discovery call to learn more about you, your journey into real estate, and your goals as a newly licensed agent!
Are you planning to sit for the exam on <<Test Date>>?
Talk to you soon,
<<Your Name>>
EX: Licensed Agent #
There are a few things to consider when a Recruit Type: EX applies on your site. First is that upon hitting the “Submit” button, they are immediately prompted to schedule a Discovery Call with you. Second is that not all take this step, but some do.
Here’s a simple process for engaging EX recruits.
1. Check Your Calendar #
The first step is to check your callendar. See if the recruit has scheduled a Discovery Call with you. If they have, take note of it and move on with your day! We’ll dig deeper into the Discovery Call process later.
2. Reach Out to the Recruit #
If the recruit has not scheduled a Discovery Call with you within 10 to 15 minutes of submitting an application, it’s a good idea to reach out to them. Do this in the manner that best works for you. Ask yourself the following:
How would you follow up with a prospect lead that comes into your real estate business?
Would you text them? Call them? Email them?
You know you better than anyone. If your first inclination is to pick up the phone and call, do that. If you tend to call and follow up with a text, go that route.
Do what works for you and what keeps you accountable and consistent.
3. Schedule a Discovery #
If they answer or respond when you reach out, your #1 goal is to get them on a Discovery Call. This could take place the moment they pick up the phone if you both have availability, or it could be something you get on the schedule for the next day.
Taking the initiative to schedule the Discovery at this stage is important. Don’t just send them the link to your calendar and trust that they’ll schedule themselves. While you can go this route, working with them to take that onus off their plate helps ensure they get on the schedule and they keep the appointment.
4. Follow Up #
If you are unable to get through to the recruit, follow up as you would with a lead that comes into your real estate business.
In your day-to-day as an agent, do you follow up once? Twice? Three times? How much time do you put between touches? When do you drop them into a Smart plan and let the system do the work?
Following a similar path with your recruiting efforts with help you remain consistent.
WW: Worldwide #
The WW tag represents the global Keller Williams recruiting network.
- Leads and opportunities that originate through the KW Worldwide ecosystem will appear here.
- It allows Market Centers to see activity that may not have come directly from local sources, but is still connected through Keller Williams’ global brand.
- This is useful for teams operating in areas with international interest, or for tracking recruits that are associated with broader KW initiatives.
Think of WW as the global-level pipeline feed that connects beyond KW within the United States.
For these, make note of the recruit type (ns, is, or ex) and reach out to the applicable region to make the connection. Unlike recruits in the United States, you’ll want to pass them along to the right person so they know how best to get licensed in the country they’re looking to join from.
You’ll still want to follow up regularly with these recruits. Sponsorship language would be the same, though many countries worldwide use the language “Growth Share” rather than “Profit Share.”
Downline #
The Downline section focuses on profit share tracking within Keller Williams.
- When a recruit joins KW, they are placed in the sponsor’s downline.
- You can manually add the “downline” tag if you wish to track and communicate with these folks through the system.
