TPJG Processes | Architect View

Process Architecture

Every process in TPJG follows the 7-Phase Lifecycle: Contact → Cultivate → Contract → Close → Curate → Corporate → Culture

This page documents the operational SOPs that power each phase. Processes are designed to minimize friction for the human (Joe/Keri) while maximizing data capture for Cadence.

Process Index

#	Process	Phase	Status	Owner
01	Contact Intake — New contact from referral, event, or lead	CONTACT	ACTIVE	JRD/KLJ + Cadence
02	Lead Management — Lead assignment, 4-attempt tracking, status	CONTACT	ACTIVE	JRD/KLJ + Cadence
03	Referral Chain — Multi-contact entry from referral	CONTACT	ACTIVE	JRD/KLJ + Cadence
04	Client Communication — Voice profiles, email standards	CULTIVATE	ACTIVE	Cadence
05	Blitz Training — Weekly team assignments	CULTIVATE	ACTIVE	JRD + Cadence
06	Meeting Processing — Transcript → RAS → Deliverable	CORPORATE	ACTIVE	Cadence
07	Bank Statement Processing — Download, categorize, report	CORPORATE	PENDING	Cadence
08	Lead Nurture Campaign — Automated follow-up sequences	CULTIVATE	FUTURE	TBD
09	Round-Robin Assignment — Auto-assign leads to agents	CONTACT	FUTURE	Cadence

Contact Intake Process

How new contacts enter the TPJG ecosystem — from first meeting to CRM record.

The Flow

Joe/Keri gets referral or meets someone

→

Save to iPhone (syncs to contacts/J@TPJG)

→

Cadence detects new Google Contact

→

Creates in ReferralMaker CRM

→

Assigns rank, group, referral chain

Key Insight: Joe saves contacts to his iPhone immediately after a call to capture details while fresh. iPhone syncs to Google Contacts (contacts/J@TPJG.com). Cadence polls Google Contacts and handles the CRM entry — eliminating the manual copy step.

iPhone Contact Notes Format (HOWMET)

[HOWMET]: How you met this person (e.g., "BNI meeting", "Andy Scott referral")
[DEMOGRAPHICS]: Birthdays, Pets/Kids, Restaurant, Food, Drink, Hobby, Work, Alumni, Married/Dating/Partner
[REFERRAL]: YYYYMMDD: Referred By [Name]
[TRANSACTION]: (deal details when applicable)
[NOTES]: Any additional context

What Cadence Does Automatically

Polls Google Contacts (contacts/J@TPJG.com) for new entries
Parses HOWMET notes for referral chain and demographics
Creates contact in ReferralMaker with proper fields:
- Name, email, cell, home address
- Rank (default B, or A if prospect/referral)
- Group assignment (Prospect Buyers, Prospect Sellers, etc.)
If referral: creates referrER record (if doesn't exist) + logs referral activity
If spouse mentioned: creates spouse record with same rank/group
Adds bitly link to CRM (if applicable)

Previous manual steps eliminated:
1. ❌ ADD bitly to CRM — Cadence handles
2. ❌ COPY to CRM/General Notes — Cadence handles
3. ❌ IF referrAL, copy referrAL — Cadence handles automatically from HOWMET notes
Cadence IS the relational intelligence. The manual copy steps are gone.

Rank System

Rank	Meaning	Examples
A+	3+ referrals in last 24 months	Top referral sources, power connectors
A	Prospect, past client, or 1–2 referrals in 24 months. Also: referrERs.	Active buyers/sellers, agents who refer to us
B	Said yes to referring us (DEFAULT)	Met at event, agreed to refer if they hear of RE needs
C	Just met them	New acquaintance, no referral commitment yet

Required Contact Fields

Field	Source	Required
First Name	Joe/Keri provides	YES
Last Name	Joe/Keri provides	YES
Email	Joe/Keri provides	YES
Cell Phone	Joe/Keri provides	YES
Home Address	Joe/Keri or Cadence lookup	PREFERRED
Work Address	Joe/Keri or Cadence lookup	NICE TO HAVE
HOWMET Notes	Joe iPhone notes	PREFERRED

Lead Management Process

Leads come from 12+ sources. Co-leads (JRD/KLJ) assign to agents. Each agent makes 4 contact attempts.

Lead Sources (12 active)

HAR.com (108) Homes.com (82) ShowingSmart (73) Facebook (69) Zillow (32) Realtor.com (24) Luxury Presence (20) Forwards (32) ShowingTime (12) Rent.com (7) KW (1) Other (4)

Assignment Flow

Lead arrives (email notification)

→

Cadence captures to Lead Tracker

→

JRD/KLJ forwards to agent = assignment

→

Agent makes 4 attempts

→

Status updated

4-Attempt Protocol

Attempt	Method	Timeline
1	Call + text	Within 5 minutes of assignment
2	Call + email	Same day or next morning
3	Call + text	Day 2–3
4	Final call + voicemail	Day 5–7

Lead Status Flow

New

→

Assigned

→

Attempting (1–4)

→

Contacted

→

Engaged

Future: Round-Robin Auto-Assignment

New lead arrives → auto-assigned to next agent in rotation
First agent to reply "got it" claims the lead
If no reply in 30 min → farmed out to support agents (office colleagues, not on team)
Assigned leads auto-enter nurture campaign

Referral Chain Process

When a referral comes in, it triggers multiple contact records. Every person in the chain gets properly documented.

Example: Omar Aguilar (referred by Andy Scott)

Andy Scott (ReferrER)

refers→

Omar Aguilar (Primary)

spouse→

Dany Aguilar (Spouse)

What Gets Created

Contact	Rank	Group	Actions
Omar Aguilar (Primary buyer)	A	Prospect Buyers	Create contact • full details
Dany Aguilar (Spouse)	A	Prospect Buyers	Create contact • link as spouse
Andy Scott (ReferrER — Agent)	A (already exists)	N/A (already grouped)	Add activity: "Inbound referral Omar Aguilar 20260318" / Type: Referral

ReferrER Rules

Agent referrER: Ask Joe/Keri if agent or non-agent. Log where met (Buffini, BNI, office, etc.)
Non-agent referrER: Same referral activity logging, different group
If referrER not in CRM: Create new contact, Rank A minimum
If referrER already exists: Just add the referral activity

Referral Activity Format

Activity Type: Referral (dropdown)
Subject: Inbound referral [Client Full Name] YYYYMMDD
Direction: Inbound
Notes: Referred by [ReferrER Name], [context]

Communication Standards

How TPJG communicates externally and internally.

Email Rules

ALL team emails = ONE email — TO: all recipients, CC: JRD + KLJ. Never send individually.
Blitz/training: TO: DLO, SMT, GAV, EDE (agents only). CC: JRD, KLJ. Bobby Jo excluded.
General team comms: TO: DLO, SMT, GAV, EDE, BJdL. CC: JRD, KLJ.
Discreet Protocol: Name only on client-facing docs. NEVER display email/cell/phone.

Meeting Processing

Meeting occurs

→

Notetaker captures (Fireflies/Otter/Google Meet)

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Cadence downloads transcript

→

RAS synthesis

→

HTML deliverable

Notetaker stack priority: Fireflies > Google Meet transcript > HeyPocket > TapeACall. Phone calls often missed by notetakers.

Voice Profiles

See Foundation Principles for JRD and KLJ voice DNA.