Jacob Wolkenfeld is a 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 talking about his business, I asked him several questions about how he was managing his contacts. It was clear he lacked a structured system to organize his growing network.

Jacob showed me his calendar, overflowing with appointments, followed by his free-flowing notes, which had no rhyme or reason.

The Solution: Organizing the Chaos with Automation

We started by mapping out Jacob’s scattered data. We took the unstructured information from his notepad and organized it into an Excel table. But this was just the first step. The real transformation came when we imported everything into HighLevel —a game-changing system I highly recommend for its simplicity and effectiveness.

Step 1: Organizing Data

We 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)

• Campaign Assignment (if applicable)

• Next Follow-Up Date

This categorization enables Jacob to efficiently filter contacts by these identifiers, making it easier to find specific lists and send targeted communications based on set criteria

Step 2: Automating Campaigns and Workflows

We didn’t stop at organizing the data. Using HighLevel’s automation tools, we built workflows that would automate Jacob’s daily tasks and communication. Here’s what we implemented:

• Automated Email Campaigns: We created a fully automated 4-step email campaign new contacts will go through.

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

• Landing Pages and Forms: This helped streamline Jacob’s process for capturing new leads. When someone fills out a form on his website, the data goes directly into the CRM, triggering further follow-up actions.

• Daily Lead Pipeline Updates: We built a workflow that updates his Lead Pipeline every day. This automatically sorts his leads based on specific criteria. This allows Jacob to easily see which leads are hot and ready for follow-up at a glance.

The Results:

After implementing a system and automating his workflows, the results were nothing short of remarkable:

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

• He can manage his campaigns, landing pages, and follow-ups all within one system—saving time and reducing the chance of human error.

• His business processes are now scalable, allowing him to focus on growing his network and closing deals, rather than 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!