March 24, 2021
Whether you prefer to keep your list in a spreadsheet or a more sophisticated CRM (hopefully not a pile of business cards and sticky notes), it’s important for it to be organized and accessible. Having an organized database of leads, past clients and people in your sphere of influence provides a solid foundation for nurturing relationships and making the most out of the connections you’ve worked so hard to make.
Not to mention, cultivating referrals from your database cuts down on your cost to acquire new leads.
Every good realtor knows that having a system to follow helps create good habits and thus good discipline - let’s get to work on building your ideal database organization system.
I’ve seen some realtor databases that give me a headache. We’re talking 15-20 labels for every contact. When it comes to organizing your database, the Marie Kondo approach is going to get you a lot further than the hoarders approach.
Use this simple litmus test for whether you add a new tag or label - Will I market to this group of people differently or separately? If not, add it to the notes and move on.
It’s best to start small and think of basic categories that apply to the majority of contacts. A good primer exercise for this would be - who might I want to mail or email important updates? Who might I want to exclude from this list for one reason or another?
For starters every contact needs a type which applies to the lifecycle stage they are in with you. Common labels in this category include Sphere, Buyer Lead, Listing Lead, Active Buyer, Active Listing, Past Client. Be sure to use labels that provide context and make sense to not only you, but future office staff who may need to communicate on your behalf. As you move people from leads to raving fans, be sure to remove old tags every so often. Remember - we’re not hoarders here.
If you’ve mastered the basics and you’re ready to ramp up your segments, marketing segmentation or stay in touch processes, you can consider moving to more advanced segmentation.
In the spirit of progress, It's time to put this plan in motion. Block an hour each day or perhaps a full day (preferably right now) and add this project to your calendar. Afterall, the longer you wait to get started the harder it will be to complete.
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