Build a Daily Workflow That Works in Sierra

Summary

Success in Sierra is not about logging in occasionally. It comes from following a consistent daily rhythm that keeps conversations moving, follow-ups organized, and opportunities from slipping through the cracks.

This guide walks you through a proven daily workflow that helps you:

• Respond quickly to new lead activity
• Stay organized and on top of follow-up tasks
• Proactively engage leads who are still deciding
• Use automation to maintain consistent outreach
• Maintain visibility into team accountability and performance

Table of Contents

1. Your Daily Sierra Rhythm

   1. Clear New Conversations and Tasks

   2. Prospect and Re-Engage Leads Who Need Attention

   3. Assign Automation to Maintain Consistent Follow-Up

2. Daily Workflow Recap

3. Troubleshooting & Common Questions

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Your Daily Sierra Rhythm

Sierra is designed to support engagement in a specific order. Following this sequence helps you prioritize high-intent opportunities while continuing to grow your pipeline.

Recommended Daily Workflow

1️⃣ Respond to new conversations
2️⃣ Complete scheduled follow-ups
3️⃣ Prospect and re-engage leads
4️⃣ Assign automation to maintain communication

Working in this order ensures that urgent lead activity is handled first while still supporting long-term relationship building.

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Step 1: Clear New Conversations and Tasks

Your first priority each day is responding to people who have already shown interest. These leads are typically the most engaged and most likely to convert.

In Sierra, this means working through your Admin Inbox and Task Manager.

Both are accessible from the top navigation bar and should be checked at the beginning of every workday.

Work Through Your Admin Inbox

Your Inbox shows every new communication coming from your leads. This includes:

1. Property inquiries
2. Emails
3. Text messages
4. Phone calls and voicemails

Your goal is simple: respond to every active item.

You should also review each communication category individually. Some categories may not appear if email or Dialer connections are not fully set up at the account and user levels.

👉 For detailed Inbox management strategies and best practices, see: Mastering the Sierra Admin Inbox

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✅What Good Inbox Management Looks Like

By the time you move on from the Inbox:

1. All new inquiries have received responses
2. All messages are either archived or intentionally left active
3. You feel confident no new opportunities are waiting for attention

Complete Your Task Manager Activities

After clearing communications, move into your Task Manager. This is where Sierra tracks scheduled follow-up actions.

Tasks may be:

1. Created manually
2. Assigned through Action Plans
3. Assigned by managers or teammates

You can filter tasks by type, due date, or how they were created. Many users find it helpful to separate manually created tasks from automation-driven tasks when prioritizing their workload.

Task Manager also allows you to toggle between viewing formats:

1. Summary View: Quick overview of tasks

2. Detailed View: Includes engagement insights such as website activity, communication history, and behavioral trends

👉 For full Task Manager workflows and task completion rules, see: Using the Sierra Task Manager Effectively

✅What Good Task Management Looks Like

When you finish reviewing your Task Manager:

1. No overdue tasks remain
2. Tasks scheduled for today have been completed
3. You are aware of upcoming or future tasks that may require preparation
4. Managers have visibility into team completion progress

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Step 2: Prospect and Re-Engage Leads Who Need Attention

Once you have responded to new conversations, shift your focus to leads who have not contacted you recently but still show potential.

This is where consistent outreach builds your pipeline.

You will primarily work from the Leads Dashboard.

Use the Leads Dashboard to Prioritize Outreach

The Leads Dashboard allows you to sort and organize your database by lead status, engagement behavior, and lead type.

Lead Status helps you identify who requires attention first. For example:

1. New Leads: Typically require immediate outreach

2. Active Leads: Often require continued nurturing

3. Qualified Leads: May be closer to conversion

4. Pending Leads: Often require transaction support

Tags allow you to group leads based on interests or characteristics such as:

1. Investor opportunities

2. Relocation buyers

3. Seller prospects

4. High-engagement leads

Smart Filters allow you to save behavioral segments so you can quickly generate daily prospecting lists without rebuilding searches each day.

Building Your Daily Prospecting List

Most users build prospecting lists by filtering for:

1. Leads who have not been contacted recently
2. Leads who viewed properties or returned to the site
3. Leads who match specific buyer or seller categories

Once your list is built, outreach can be completed through calls, texts, emails, or by creating new follow-up tasks.

✅What Good Prospecting Looks Like

When you complete this step:

1. You have contacted high-priority leads
2. Your database reflects updated Tags and Lead Status values
3. Leads are progressing through your pipeline instead of stagnating

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Step 3: Assign Automation to Maintain Consistent Follow-Up

The final step of your daily workflow ensures that communication continues even when you are focused on new opportunities or appointments.

Automation keeps leads engaged long-term without requiring daily manual outreach.

Use Bulk Actions to Apply Automation Efficiently

Bulk Actions allow you to assign automation tools to multiple leads simultaneously. These tools include:

1. Action Plans that assign scheduled follow-up tasks and messages
2. E-Alerts that notify buyers of matching listings
3. Tags that trigger additional automation or segmentation

Before applying automation, it is important to review each lead’s recent activity to avoid sending duplicate or conflicting communication.

Many users queue automated messages rather than sending them immediately. This helps maintain deliverability and prevents overwhelming leads.

Supporting Automation Tools

1. Action Plans automate follow-up communication and tasks based on lead behavior or pipeline stage.
2. Market Updates help maintain seller engagement by automatically sending property match updates or market activity.
3. Drip Campaigns help maintain long-term relationships with past clients and nurture leads who are not actively searching.

✅What Good Automation Looks Like

When automation is set correctly:

1. Leads continue receiving relevant communication
2. You spend less time manually scheduling routine follow-ups
3. Your pipeline remains active even during busy periods

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Daily Workflow Recap

Your daily Sierra routine should follow this order:

1. Respond to new conversations
2. Complete scheduled follow-ups
3. Prospect and re-engage leads
4. Assign automation to maintain communication

Following this sequence ensures that urgent opportunities are handled first while still building long-term growth.

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Troubleshooting & Common Questions

Troubleshooting Issues

Issue	Solution
Agents can view future or completed tasks unexpectedly	Update Global Site Settings to restrict task visibility permissions
“Other” tasks cannot be acted on	Manually mark the task complete using the Actions menu
Inbox categories are missing	Confirm Dialer and email accounts are connected at both the account and user level. Visit here for more guidance: Mastering the Sierra Dialer: A Complete Guide to Setup & Strategy
Automation or Action Plan tasks are not appearing	Confirm leads meet assignment criteria and automation is properly applied
Inbox count differs from visible conversations	Inbox counts are grouped by lead; multiple messages from one lead may appear as fewer items

FAQs

1. Can I reassign a task from the Task Manager?
   No. Tasks must be reassigned from the lead detail page.
2. Why are some tasks missing action buttons?
   Only Email, Text, Call, and On-Site tasks include action buttons. “Other” tasks must be completed manually.
3. Will completed tasks be removed?
   Yes, they disappear from active view but can be filtered under “Completed.”

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