✨ Today we covered:
📋 Part 1: Lead Intake Workflows in Flodesk
✅ Why you need a lead intake form: Every new lead should enter your business through a form, not a DM or a text. It keeps everything organized, makes automation possible, and protects your time. Even referrals should fill out the form before scheduling a consultation so the basics are captured before you ever get on a call.
✅ How to set up your form: Create two separate forms, one for buyers and one for sellers (or one combined form with a buyer/seller selector). Keep it short. At minimum: name, email, phone, Instagram handle, and one business-specific question tailored to your market or niche. The more fields you add, the fewer people will finish it.
✅ Importing your branding into Flodesk first: Before building anything, import your logo, brand colors, and fonts into Flodesk's branding settings. This makes every email consistent and speeds up the whole process. There is already a tutorial in the hub for this step.
✅ Connecting your form to Flodesk with Zapier: Zapier is the bridge between your intake form and Flodesk. You need one Zap for buyers and one for sellers. The free Zapier plan is enough to get started, so don't worry about paying anything right now. A Zapier tutorial is available on the hub.
✅ The three-email buyer workflow: Download the buyer workflow template from the hub and customize it:
- Email 1: Welcome email, sent immediately. Introduce yourself, include your buyer guide link and a booking link (Calendly or equivalent).
- Email 2: Sent 3 days later. Add a testimonial or Google review to build trust. Include the buyer guide again.
- Email 3: Sent 4 days after that. A warm "stay in touch" email to keep the relationship going.
✅ The Google Drive link trick: Instead of uploading your PDF guide directly to Flodesk, link it from Google Drive. That way, when you update the guide later, the link automatically reflects the newest version and you never have to go back and update Flodesk manually.
✅ The seller workflow: Almost identical to the buyer workflow. Change the language, swap in seller testimonials, and make sure the Zapier segment says "seller" instead of "buyer." That's it.
✅ Newsletter segmentation: At the end of both workflows, add an action that subscribes the lead to your monthly newsletter segment. From that point forward, they receive every email campaign you send. It keeps you top of mind long after the initial sequence ends.
✅ Test before you go live: Add your own email to the workflow and run through the full sequence before publishing. Confirm timing, links, and delivery are all correct.
📋 Part 2: VA Coaching 101: How to Be an A-Player on your Realtor's Team
✅ Your number one job as a VA: Make your realtor's life easier. That's it. Whenever you're not sure about something, ask yourself: will this make my realtor's life easier? If the answer is yes, you're probably in the right track. Big tasks and small tasks both count equally.
✅ The traits of a great VA: Initiative (don't wait to be told every step), coachability (feedback is information, not criticism), attention to detail (small errors build up over time), trustworthiness (you often have access to sensitive information, so trust is everything), and proactive energy (notice things before you're asked about them).
✅ Habits that slow you down: Inconsistent communication, being distracted during Zoom meetings, and waiting until a problem gets big before you say something. None of these are fireable offenses on their own, but they slowly erode trust if left unchecked. The good news: all of them are fixable.
✅ Communication routines that build trust: Send a short message at the start of your day with what you're working on. Send an end-of-week recap with what got done and what's still in progress. Batch non-urgent questions and bring them to the team meeting rather than sending one question at a time. If something IS urgent, send it right away.
✅ How training works: Every realtor trains differently. Common methods include Loom walkthroughs, shadowing, team meetings and coaching calls, written SOPs and style guides, and external resources like YouTube. Watch Loom recordings more than once because you always catch details the second time. You can also use Claude or ChatGPT to help you understand a new platform or task, but always verify the output.
✅ The task tracker template: A working template for organizing your daily, weekly, monthly, one-time, and listing tasks, with fields for priority, progress, approvals, assigned VA, due date, and notes. This will be added to the hub. If you are an admin VA rather than marketing, just adapt the task categories to match your role.
✅ How feedback works over time: Feedback in the first few months is frequent. That is completely normal. It just means your realtor is investing in you and helping you understand their brand and voice better. By months four or five, you will rarely need correction because you will already know how they think. Don't take early feedback personally.
✅ How VA roles grow: Many VAs start in admin and move into specialized roles like marketing, AI systems, or operations as they show where their strengths are. Some end up training other VAs. This is the path.
