A high-volume real estate calling team opened its playbook on how to turn cold calls into consistent, qualified appointments. With over 100 callers, 60 of whom are dedicated to real estate, they’ve built a scalable system for converting dials into deals.
Whether you're managing a call center, outsourcing calls, or building a team in-house, their insights reveal one key truth: data is the difference between guessing and scaling.
Their strategy leverages dashboards, detailed reporting, and agile adjustments to keep conversion rates high and cost-per-lead low. What sets them apart? They don’t just track activity, they measure outcomes and adjust in real-time.
In this episode of the DealMachine Real Estate Investing Podcast, we sat down with Kareem Moursy and Mohamed Allam from Nedialo to unpack their data-driven strategies, conversion insights, and scalable outreach methods. Want to hear the full interview? Watch the episode below:
The team operates with a clear principle: cold calling should be treated like a predictable, measurable system. Rather than waiting a week to diagnose issues, they detect them in real time with live dashboards.
This allows managers to spot dips in pickup rates, spikes in wrong numbers, and fluctuations in conversion rates before they affect the bottom line.
Their favorite approach is reverse engineering results. They start by identifying what success looks like (appointments, signed contracts), then break down the steps that drive those results, list quality, skip tracing accuracy, dialer mode, timing, and rep performance.
"We measure every part of the system. If something drops, there’s always a data reason."
The team relies on a focused metric stack:
Visual dashboards break down these numbers by zip code, caller, and time of day. This lets them move quickly, shifting hours, updating scripts, or refining lists based on what the data shows.
"Wrong numbers or fewer pickups aren't just bad luck, they’re signals. We track and fix the cause."
Cold calling success varies dramatically by zip code. One zip might return 10+ leads, while another delivers a flood of wrong numbers. Dashboards highlight this instantly. Underperforming zips are paused. Productive zips get more call volume.
Time of day is another critical lever. Their analysis shows most pickups and conversions occur between 10 a.m. and 1 p.m. and again between 5 p.m. and 7 p.m.. Rather than flat 9-to-5 shifts, they split staffing into these peak windows, often doubling performance with the same hours.
"Two part-timers during peak hours outperformed a single full-timer spread across the day. Same cost. More results."
Every rep is tracked for:
If a rep (like "Jack") is having enough conversations and talk time but underperforms in conversions, the data reveals it immediately. Coaching becomes targeted:
Managers pull call recordings, isolate where momentum drops, and coach just that part.
Data also guides how long to work a list before replacing it. Their analysis showed:
So they follow a cadence:
This protects the budget while squeezing more ROI from each record.
Most skip tracing tools return multiple phone numbers per contact. But the first and second phone slots tend to have the highest quality. The team analyzed disconnected rates per slot:
They re-ordered call priorities to hit the top slots first and excluded lower slots on underperforming lists.
“Not all phone numbers are equal. Slot order matters.”
The team builds in-house dashboards tailored to each client. One client tracks legal status like probate. Another tracks motivation by reason. A third tracks cadence effectiveness.
“We can add any metric you want. If it matters to your campaign, we can measure it.”
This adaptability gives clients full transparency while helping managers make smarter, faster decisions.
If a rep’s talk time and conversations are strong but conversions are weak, they diagnose the issue through call reviews:
They apply one small change (e.g., a new closing line), then measure the conversion rate the following week. If it improves, they scale it across other reps.
Not all campaigns work with predictive dialers. Manual dialing is sometimes better for deeper lead research but it also introduces idle time between dials.
They track:
If reps are taking too long between calls, they investigate: script confusion, tech issues, or lack of training.
Wrong numbers waste time and hurt morale. The team reduced them by:
"Even the best rep can’t succeed with a bad list."
With over 100 callers and multiple clients, scaling is essential. Every campaign gets:
This standardization lets them support outside call centers while running their own efficiently.
Avoid these common mistakes:
Fixes:
What is the best time of day to cold call real estate leads?
Typically 10 a.m.–1 p.m. and 5 p.m.–7 p.m., but it varies by campaign. Track performance per state and niche.
How many times should you call a lead before giving up?
Most conversions happen within the first 3–5 calls. Some leads convert after 8–10 attempts. Adjust cadence based on campaign data.
How can I reduce wrong numbers in cold calling?
Use "likely owner" filters, prioritize top phone slots, and cut numbers that are marked wrong/disconnected repeatedly.
What cold calling metrics should real estate teams track?
Track dials, connect rate, conversation rate, appointment rate, wrong number % and talk time.
What’s the most common cold calling mistake?
Calling outside peak hours and ignoring patterns in zip code or list performance.
How do I train a cold calling team for real estate success?
Focus on conversation quality, cold calling script delivery, and conversion tracking. Use real-time dashboards to guide coaching and track performance by rep.
Q7: What’s the best cold calling script for real estate?
A: The best cold calling script is short, curiosity-driven, and focused on seller motivation. Personalize it and test variations based on conversion data.
Cold calling still works, if you listen to the data. This team shows how to:
If you're building or scaling a real estate calling team, start with one change. Look at your pickup rates by hour. Move two reps into the best window. Watch results for 7 days. If conversions rise, lock in the schedule.
Then move to your next lever, filtering better leads, prioritizing high-quality phone slots, or coaching based on actual call data. Step by step, the system builds itself, guided by real-world performance and effort-backed decisions.
"This is how we turn dials into deals, and how real estate teams can run lean, effective, scalable outreach."