10 Systems You Should Have to Run A Highly Productive Business – #TomFerryShow

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Play along with me here…

What happens when you don’t have a system for a certain task?

…You have to think, which eats up costly time.

…You have to come up with all the steps – and hope you don’t overlook anything.

…And then you have to rely on your memory to make sure it gets done. Every day!

Is that really how you plan to run a successful business?

I certainly hope not.

So the solution is simple… you NEED systems in place to run a highly productive business.

But which ones are most important?

That’s exactly what I’m covering in today’s #TomFerryShow… 10 “must-have” systems you need to succeed, including 25+ recommendations of my favorite tech solutions out there.

Interested? Keep reading!


“Must Have” Business System No. 1: CRM

Everybody wants to talk about what CRM is the best around.

And there are definitely some good ones… Boomtown and Follow Up Boss come to mind.

But my real answer is this: The one your company gives you for free.

Why? Because it’s not so much the software that matters as much as it is your commitment to “live” inside it every day.

If you have enough discipline and commitment, an Excel spreadsheet can do the trick.

Choose something and commit to making it a huge part of your business on a daily basis.


“Must Have” Business System No. 2: Email Service Provider (ESP)

With a 44-to-1 return on investment, you can’t afford NOT to include email as an important component of your marketing campaign.

The key isn’t just sending emails, though… Google and Outlook are not Email Service Providers.

What you need is a system that will help you automate your campaigns and make your life easier.

A few I’d recommend checking out include Mailchimp, AWeber, ConvertKit, and of course, BombBomb to add video email capabilities.


“Must Have” Business System No. 3: Social Media Management Software

Want to buy back some time in your schedule?

Then I’d highly recommend you seek out social media management software such as Hootsuite or Sprout Social so you can schedule and analyze all of your social activity in one place.

Related: Don’t forget Canva and Watermark for DIY designs to be used on social.


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“Must Have” Business System No. 4: Lead Generation

There are two qualities you should aim for with all of your marketing/lead gen efforts: You want them to be repeatable and scalable.

In addition to Facebook Ads, Google Ads, Zillow, Realtor.com and Trulia, I’d suggest you check out Ylopo as a great resource to manage your digital marketing.


“Must Have” Business System No. 5: Meetings

The COVID-19 pandemic has made video conferencing accessible and adopted by so many more people than ever before (Zoom reportedly went from 10m worldwide users to 200m in the span of a couple months), having this capability is now an essential part of running your business.

The beauty of video conferencing is twofold: Efficiency of effort with twice as much sensory feedback. In other words, no need to drive all over town, and as an added bonus, you can actually SEE people instead of just talking to them on the phone. This allows you to connect on a much stronger level.

So, what’s your go-to video conference platform? Zoom, Microsoft Teams, GoToMeeting, and Google Hangouts are all viable options I’d recommend.

BONUS TIP: Along with those virtual meetings, make sure you have an e-signature solution in place as well!


“Must Have” Business System No. 6: Tracking & Measuring

Numbers is the language of business, and when I want to know where things are at, where business is coming from, what’s working and what’s not, I need a way to track and measure it all.

One of the best solutions I know of for teams is SiSu.

The more tracking and measuring you do, the more efficient and productive you will become.

Your ROI will reward you for doing the work on this system.


“Must Have” Business System No. 7: Conversion

I dunno about you, but I don’t like spending money on my business without knowing if it’s really working.

Or how about this… Have you ever got a new lead but you have no idea how they found you?

Wonder no more, because CallAction can help solve these challenges. They’ll help you mark everything you do so you can trace exactly where it came from.

Whether you use CallAction or another conversion tracking solution, you’ll be able to operate with more certainty AND streamline your expenses in the process!


“Must Have” Business System No. 8: Transaction Management

Transaction management is critical to your business, but there’s not much to discuss beyond that.

My advice: Use whichever one your brokerage uses and stick with it!


“Must Have” Business System No. 9: Evernote

If you’re anything like me, you never know when inspiration will strike. That’s why you need a note-taking app where you can jot down anything, anytime and have easy access to it from anywhere.

For me, the solution I love is Evernote.

It categorizes everything and makes all notes searchable, saving me tons of time and making me more efficient.

What’s yours?


“Must Have” Business System No. 10: Project Management

The “Do/Doing/Done” board was the brainchild of one of my early and most influential mentors, Mike Vance.

It’s a great way to keep tabs on what you’re working on now, what you’ve accomplished, and what you’ll work on next as soon as you have the bandwidth to do so.

It’s built into nearly all project management software platforms, allowing you to take an idea from initial spark to implemented and analyzed.

A few of the best project management platforms I suggest are Trello, Asana and monday.com.


BONUS Secret Weapon: CrystalKnows

Here’s an extra one for ya…

If you’ve ever wished you had some secret insight about someone you’re about to talk to, wish no more.

Crystal Knows is a personality profiler and conversation coach that analyzes how people behave and will give you specific tips for how to communicate with them most effectively.

I think it’s genius, and I rarely make a call to someone without consulting it first.


So… how do your systems stack up against these 10 essentials? Let me know in the comments below, and share what’s your secret weapon as well! I can’t wait to read what you have to say.



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