You Do Not Need More Leads You Need a Better System
“More leads” is not the magic button you’ve been promised. If your systems are weak, more leads just means you’ll leak more opportunity.
The Real Problem: Leaks, Not Lead Volume
Most agents don’t have a lead problem—they have a systems problem. They’re losing money in the gaps between first contact and closing, long before “not enough leads” is actually the issue.
Those gaps usually show up as:
Slow or inconsistent response time.
One or two weak follow ups, then silence.
No central place where leads are tracked.
A client experience that depends on how busy you are that week.
Until you fix those leaks, buying more leads or chasing more opportunities will only make your business feel busier, not more profitable.relevanceai+1
A Simple System From First Contact to Closing
You don’t need a complicated build-out. You need a clear, repeatable path every lead follows:
Fast response.
Structured follow up cadence.
Clean tracking.
Consistent client experience.
When every lead goes through the same simple system, your conversion rises—without increasing lead volume.
Step 1: Response Time – Win the First Impression
Speed matters. People reach out to multiple agents and platforms at once. The one who responds quickly and clearly usually gets the conversation.
Put a standard in place:
Aim to respond within 5–15 minutes during business hours.
Use a short, friendly script: acknowledge, ask a clarifying question, and offer a next step (call, consult, or showing).
Set up notifications or basic automation so new leads never sit untouched for hours.
Example:
Text/DM: “Hey [Name], thanks for reaching out about [property/area]. Are you currently working with an agent, and when are you hoping to move?”
Then: “Perfect. Let’s do a quick 10-minute call so I can point you in the right direction. Does later today or tomorrow morning work better?”
The goal is not to “sell” in the first message—it’s to start a real conversation quickly.
Step 2: Follow Up Cadence – Stay in the Game
Most agents follow up once or twice and then give up. The reality: it often takes multiple touches before someone’s ready to engage
Create a simple follow up cadence:
Days 1–3: Multiple touch points (text, call, email or DM).
Days 4–14: Every few days with something useful (listings, info, short video).
Weeks 3–12: Weekly or biweekly touches for “not yet” leads.
Keep it human and value-based:
“Saw this listing in [area] and thought of you.”
“Quick video on what’s actually happening with rates this month.”
“Here’s what most first-time buyers wish they knew before they start looking.”
Use reminders or basic automation so you’re not relying on memory. A cadence removes emotion from the process—no more wondering “Am I being annoying?”—and replaces it with consistency
Step 3: Tracking – No More Lost Leads
If leads live in your phone, inbox, and social DMs, you’re guaranteed to drop opportunities
CRM, spreadsheet, or simple database—whatever you’ll actually use.
Every new lead gets added immediately with source, notes, and status.
Use simple status tags: new, attempted contact, connected, appointment set, active client, under contract, closed, nurture.
Track at least:
How they found you.
When you last contacted them.
When you’re following up next.
This lets you:
See who’s slipping through the cracks.
Identify which lead sources actually convert.
Make better decisions about where to spend your time and money.
Step 4: Client Experience – Turn Leads Into Referrals
The system doesn’t stop when they sign a buyer agreement or listing contract. Your client experience during the transaction is what creates referrals and repeat business.
Build a basic process for:
Buyers: consultation, pre-approval, home search, offers, inspections, appraisal, closing, and post-closing check-ins.
Sellers: pre-listing prep, photos and marketing, showings and feedback, offers, inspections/repairs, closing, and post-closing follow up.
At each stage, decide:
What you send (email, text, short video, or guide).
When you send it.
What the client should expect next.
For example:
Weekly update email for active listings: showings, feedback, market changes, and recommended adjustments.
For buyers: a quick recap text or video after each showing day—what you saw, what you learned, and next steps.
A consistent client experience makes your business feel professional, organized, and trustworthy—and that’s what turns one commission into many.
Why You Don’t Need More Leads (Yet)
When you put this system in place, you’ll often discover:
You already have enough leads to hit your goals.
Your conversion goes up because you’re actually staying in touch.
You feel more in control and less frantic, even if your lead volume stays the same.
Then—once your system is solid—adding more leads makes sense. At that point, your business can actually handle increased volume without chaos.
How Shaina McAndrews Helps Agents Build Real Systems
You don’t have to build all of this alone.
As a Team Leader with eXp Realty in the Greater Philadelphia area, Shaina McAndrews focuses on helping agents create simple, repeatable systems so they stop leaking opportunity and start building predictable businesses.
On the Shaina McAndrews Team, agents:
Plug into proven CRM setups, follow up frameworks, and communication templates instead of starting from scratch.
Learn how to tighten response time, follow up cadence, and client experience so every lead is handled consistently.
Get mentorship and accountability to actually implement the systems that make leads convert—not just collect more names and numbers.
The goal isn’t to make you busier. The goal is to make every opportunity count.
Your Next Step
If you’re tired of chasing “more leads” and you’re ready to fix the real problem—your systems—the next move is simple.
Book a free 15-minute systems review call with Shaina to identify where your business is leaking opportunities and what to put in place over the next 90 days:
https://calendly.com/agentshainamc/quick-callmontcoliving+2
