TPJG CONSORTIUM — SOP Contact
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The 7C Framework: Phase 1 — Contact
The 7 Contact SOPs
C01
Lead Capture & Assignment
Trigger: New lead arrives (Zillow, HAR, referral, open house, cold call)
- VA-R sets up lead in CRM (ReferralMaker)
- Assign to agent by territory/specialty
- Initial contact within 5 minutes (speed-to-lead)
- Categorize: Buyer, Seller, Tenant, Landlord
- Begin appropriate nurture drip campaign
Exception: Physician/medical leads route to DRS track
C02
Open House Lead Capture
Trigger: Hosting an open house
- Prepare Agent Packet (property info, contacts)
- Set up sign-in sheet / digital capture
- Collect contact info from all attendees
- Enter contacts into CRM within 24 hours
- Follow up with personalized video text (BombBomb)
- Add to sphere drip campaign
Exception: Broker open house has separate template & follow-up
C03
Sphere of Influence Outreach
Trigger: Daily proactive prospecting (scheduled activity)
- Send 10 video text messages per day (Krista Mashore method)
- Be genuine, personalize each message
- DO NOT ask for business directly
- Target: past clients, neighbors, businesses, former colleagues
- Include special occasion messages (birthday, anniversary)
- Track in CRM with appropriate tags
No exceptions — this is a daily non-negotiable activity
C04
Referral Generation & Tracking
Trigger: Any client interaction or networking event
- Plant referral seeds naturally during service
- Use “Big 3 Dialogue” from Buffini system
- Ask: “Do you know anyone thinking of buying or selling?”
- Track referral source in ReferralMaker
- Send thank-you note card within 48 hours
- Update referral agent working agreement
- Log in Layer Map for referral tracking
Exception: Referral agent splits follow Sales Agent Agreement terms
C05
Geographic Farming / Location Domination
Trigger: Quarterly marketing plan review
- Identify target area (subdivision, zip code)
- Research area statistics (volume, turnover, median price)
- Create “Just Listed” / “Just Sold” mailings
- Schedule monthly postcard drops
- Combine with digital ads for same geography
- Track leads generated from farming vs. other sources
Exception: Budget approval required for new farm areas
C06
Call Reluctance Management
Trigger: Agent reports difficulty making prospecting calls
- Identify specific fear pattern (rejection, perfectionism)
- Apply scripted openers (Never Split the Difference)
- Practice with role-play sessions
- Start with warm calls before cold calls
- Track call volume daily — accountability through reporting
- Weekly coaching check-in on call metrics
Exception: Persistent reluctance may require formal coaching intervention
C07
Seller Pre-Qualification Script
Trigger: Inbound seller inquiry
- Use “Never Split the Difference” master script
- Start by hearing the other party first
- Qualify motivation, timeline, price expectations
- If qualified, schedule seller consultation
- Send pre-consultation materials
Exception: Expired listing door-knock uses separate opener script
7 SOPs. One Phase.
Every lead, every day.
Contact Taxonomy & Storage
📚
Relationship Types & Naming
How contacts are classified, named, and stored
| Relationship Type |
Google Account |
Naming Convention |
CRM/RM Group |
Non-Business
Friends, family, neighbors |
A@TPJG (member) |
Standard name |
Sort B default |
Business / Non-Realtor
Vendors, contractors, lenders |
M@TPJG (team) |
Lastname INDUSTRY phone
e.g., Truman ELECTRICITY 713-867-5309 |
Sort B default |
Business / Realtor
Other agents, brokers |
M@TPJG (team) |
Lastname CITY phone
e.g., Truman HOUSTON 713-867-5309 |
Agents group + Sort B |
Dual Storage Requirement
CRM / ReferralMaker
Source of truth. Group-based segmentation. All touches logged here.
contacts.google.com
Account-based (A@TPJG or M@TPJG). Twins maintain sync between both.
UPSERT Logic
Search lastname + phone/email
→
Add firstname if multiple
→
Found? UPDATE
→
Not found? INSERT
→
Duplicates? MERGE
Minimum data: full name + email + phone + address (ideal). Partial OK when necessary.
Daily Activities & Logging
📅
Activity Logging
CRM/RM Required
- All activities logged in CRM/ReferralMaker
- AI-logged activities marked with 🤖 emoji
- Every touch type tracked: call, text, pop-by, note, email
- Rotate touch types — never same method twice in a row
🔎
Search Chain
Finding Contacts
Step 1: Search RM by lastname
Step 2: Try firstname variants
Step 3: Search Gmail contacts
Step 4: Check BNI directory
Step 5: Search contacts.google.com
🔥
Non-Negotiables
Daily Minimums
📷 10 Video Texts
Personalized video messages to sphere (C03)
📞 Speed-to-Lead
First contact within 5 minutes of new lead (C01)
📝 Log Everything
No touch happens without CRM documentation
🎯 Referral Seeds
Plant seeds in every client interaction (C04)
Contact is the foundation.
Everything else follows.