When reviewing inbound emails for our clients, we have identified 27 different types of emails that real estate agents receive every day.
By sorting those types of emails into four different categories, we are able to efficiently sort, respond to, and action those emails on our clients’ behalves. Let’s take a look at how Tristan Assist sorts and handles our users’ emails:
High Priority – These are the emails that are time sensitive and need your attention immediately.
Offers, leads with a phone number, time sensitive documents, or clients with a pressing need are default high priority messages in the Tristan Assist system. When we receive emails like these, we send you a smartphone alert immediately and the email is instantly placed in your native email inbox.
Medium Priority – These are the types of emails that require a response but not necessarily from you or not necessarily from you immediately.
Requests for appointments, non time sensitive documents that require your review, and leads without a phone number are some of the default email types that we place in this category. When Tristan Assist receives an email like this on your behalf, we respond to it, qualify the lead, set up follow up tasks for your default contact time, and book appointments using your meeting time availability. Our real estate trained assistants are trained in the business of real estate and prioritize moving your business forward and toward getting deals done when dealing with these kind of emails.
Low Priority – These are emails that are not critical to the day to day mission of building your business and getting deals done.
Notifications about new mortgage products and rates, automatic property searches that are not critical, and updates on the office’s social calendar are the types of emails that Tristan Assist’s operators will sort as low priority and place in a low priority folder in your native email application. We advocate that it is worthwhile to review this folder at least one or two times a week when you have some time to do so, as there will be emails in this folder with information that is important and worthwhile, but nothing that is time sensitive or critical to getting a deal done or serving a client.
Junk Mail – Tristan Assist uses machine learning based on the ranking of treating of a million emails a day over the course of the last five years to identify junk mail and move it to a disposable junk mail folder. You can always view and review the emails in this folder, but they are almost always of the type that you will be glad we’ve gotten rid of for you.
…you always have the option of changing the priorities to match how you want your email handled.
While Tristan Assist has set priorities for the 27 types of email that real estate agents receive every day, as a user you always have the option of changing the priorities to match how you want your email handled. If you see leads without a phone number as a high priority that you want to handle as soon as it’s received, go to the Priorities tab in your Tristan Assist desktop portal and drag that email type to the high priority folder. Do you only use Tristan Assist when you are fully, truly unavailable except for offers? Don’t want an upset client intruding when you’ve finally taken that time for yourself? Move that email type to medium priority, and our trained real estate assistants will tactfully handle your client and let them know when you’ll next be available.
What about if a few automatic property searches that you’ve set up are critical and you want to be able to view those as soon as they come in for your hot buyers? Our filters allow you to see those emails the second they come in, instead of having them dropped into your low priority folder.
Tristan Assist is an extension of you and your business. We want to operate the way you need and want us to. By setting the prioritization of your emails in the way that works for you, you can always be assured that when we receive an email on your behalf, it will be handled the way that you want it to be.