Jacob Wolkenfeld is a New York City Commercial Real Estate Leasing Broker and Tenant Representative. He is an ambitious go-getter, constantly hustling and building an impressive list of leads. With dreams of scaling his business, he had one major challenge: managing his growing list of contacts and leads efficiently. 

Identifying the Problem

When Jacob and I first started discussing his business, I asked him several questions about how he was managing his contacts. Jacob showed me his calendar, which was overflowing with appointments, along with free-flowing notes containing potential leads, clients, and meeting details.

This system worked for him at the time; however, with his goal of scaling the business, it quickly became unsustainable. He had too many notes on different clients, and this level of disorganization made it easy for follow-ups or critical information to be missed. Not to mention, it took significant time to scroll through scattered notes and calendars. It was clear that a new system needed to be put in place.

The Solution: Organizing the Chaos

Step 1: Organizing Data

We reviewed the data from his notes and worked together to identify the key fields Jacob needed to manage his leads efficiently:

• Area (e.g., Financial District, Midtown, Midtown South,

  Penn Station)

• Size (Small, Medium, Large)

• Lead Level (Hot or Cold)

With this information, we categorized every contact into a structured system, making it far easier to find and manage leads. Instead of digging through endless notes, Jacob could now simply search for a contact and instantly access relevant information.

A major part of Jacob’s outreach strategy involves cold emailing potential leads with listings from specific sites to spark interest. This led us to build a filtered lead list that allows Jacob to create targeted lists based on area and size. This filter has proven extremely valuable, as it enables him to send listings that are more relevant to specific contacts.

Additionally, Jacob can now see the last time each contact was emailed, allowing him to avoid overwhelming prospects while re-engaging with people he hasn’t spoken to in a while.

Step 2: Automating Campaigns and Workflows

Beyond improving his cold email outreach, we implemented automations to support Jacob’s daily operations. Some examples include:

• Automated Email Campaigns: We created a fully automated four-step email campaign for new contacts that introduces Jacob and showcases different listings.

• Next Reach-Out Date Reminders: For leads not in an email campaign, we added a “Next Follow-Up Date” field. This automatically generates a task on Jacob’s dashboard when it’s time to reconnect.

• Daily Lead Pipeline Updates: We built a workflow that updates his lead pipeline daily, allowing Jacob to see which leads are hot and ready for follow-up.

Step 3: Going Beyond Systems

To truly scale, Jacob needed more than just improved operations—he needed new layers to support long-term growth.

• LinkedIn Outreach: We encouraged Jacob to become more active on LinkedIn. By positioning himself as a thought leader in the industry, his name recognition increased significantly. Through consistent posting and outreach, more people began noticing and engaging with him on the platform.

• Case Studies: To further build authority, we helped Jacob showcase recent deals. These case studies provide insight into deal challenges, office space options, and client needs. The landing pages highlight who he’s worked with and where he operates in New York City, giving potential clients a clear understanding of his expertise and approach.

• Website Creation: Most commercial real estate agents don’t have a dedicated website, but Jacob wanted to change that. We helped him create a website that showcases his case studies, media features, and background. It serves as a central hub for everything related to his business. You can preview his website here: jacobwolkenfeld.com

The Results:

So far, the results have been nothing short of remarkable:

• Jacob now has complete control over his leads, with organized data and automated reminders keeping him on track.

• He has generated credible leads through cold email campaigns, LinkedIn outreach, and his website.

• His business processes are now scalable, allowing him to focus on growing his network and closing deals instead of being bogged down by administrative tasks.

Jacob’s story is a perfect example of how implementing a CRM and automating workflows can transform a business.

Ready to Streamline Your Business?

At Goals To Results, we specialize in helping businesses take control of their data and automate key processes. If your business is struggling to keep up with disorganized information or falling behind on follow-ups, it’s time to take action. Let us focus on your data, so you can focus on running your business. Interested in learning more? Let's Chat!