How a Smart System Quadrupled Our Contact Rate for Improved Leads

Are you tired of combing through your entire database only to feel like you’re getting nowhere? This used to be me. We had thousands of leads in our CRM, but without a clear strategy, our follow-up efforts weren’t making any progress. Then, we made one small change that transformed everything. Our contact rate quadrupled, and our lead follow-up became more focused and efficient. Here’s how we did it:

Smart system for smarter decisions. We implemented a platform called GGMS, which helped us organize our database and prioritize our outreach. It segmented our leads into clear categories and applied behavioral filters to identify those actively engaging with our listings. As a result, our contact rate jumped from 9% to 38%, a 322% increase thanks to this tool. Ultimately, it wasn’t about making more calls. It was about making smarter calls.

Instead of working through a bloated CRM without direction, we now focus on leads that show clear buying signals. These filters tell us who is revisiting properties, saving listings, or actively searching. This gives every call a clear purpose and improves our efficiency and conversion.

Priority task list. My team maintains a “pond” of over 19,000 unassigned leads in our CRM. Without a system, it would be impossible to know where to start. But with GGMS, we use a priority task list that updates us daily.

For example, if a lead views a specific property multiple times, it becomes a top priority. I can review the home they’re interested in, understand their behavior, and reach out with a relevant, targeted call to action. This method leads to better conversations, more appointments, and more meaningful follow-ups.

If you’re working with internet leads from platforms like Zillow or Realtor.com, precision is more important than volume. A smart filter in your CRM acts like a full-time assistant by sorting through data and helping you focus on the leads that matter most.

For those looking to improve lead conversion, I’m happy to offer a walkthrough of this system. I can show you how it works and connect you with the team behind it. This simple change transformed how we approach our database, and it could do the same for you. You can call me at 480-332-6468 or send an email to dave@zteamaz.com. I look forward to hearing from you.