By Linda Davis

Bill Gates, in his book called "Business at the Speed of Thought" said "How you gather, manage and use information to serve the needs of your customer will determine whether you win or lose in your business."   I happen to think Bill Gates is a pretty smart guy.  I know he has more money than I do, so I try to pay attention to what he has to say. 

Whether you are a single agent or have a team, whether you use Top Producer, Online Agent, Outlook or something else for contact management, you should spend some time each week on your database.  You’ll need a good system of categorizing your contacts. 

Here are the categories I use in my database:

Clients:  Clients are anyone who I have done business with and as a result, earned a commission.  

     I also include my sphere of influence as part of this category.  My sphere of influence includes people who have given me referrals.  Members of BNI groups, Rotary Members etc. would go here.

Prospects:   Prospects are people I hope to do business with in the future.   This list includes:

     CMA prospects - anyone I have completed a CMA for including those "thinking" about putting their home on the market. 

     Orphans - those people who bought my listings. They will most likely be ignored by their own agent so I adopt them.  When it comes time to sell their home, they will remember me because I will be in touch.

     Movers and Shakers - Political leaders,  organizational leadership like the local Chamber of Commerce.

If you have a team and generate online leads for them, you might want to add an Online Leads category here. I’ve gone back and forth on this.  At this time, due to the volume of lookers on my IDX site, I prefer to keep those leads separate. I can create drip campaigns there so this group is not being ignored.

Family and Friends:   They should be on your mailing list too!  Sometimes they need to be reminded you are in the real estate business.

Out of Area:   These are clients who have moved out of the area.  Because I live in a military community, this category is a great source of referral business and I keep in touch several times a year. 

I have other categories including attorneys, appraisers, mortgage professionals, home inspectors etc. as well as local agents and out of area agents.  I also have a category called vendors, for people like painters, cleaners etc. 

I include the obvious under each contact:  Address, phone numbers, email addresses.  And maybe the not so obvious like birth dates, children’s names, favorite dessert, pets names etc.  How do we get this information?  For all of our clients, we send a VIP form in a self addressed stamped envelope. I’d say we get 95% of these returned.

The notes section under each contact is where I tell each person’s story and comment on recent phone calls or correspondence.  For instance, I like to send my clients articles they may find interesting.  I make a note of it in this section. 

As I develop my business plan, and more specifically my marketing plan each year, I decide what I am going to send to each group in my database.  I plan how often I am going to make contact, whether by mail, phone, email or in person. 

The overall benefits of having a well organized database are many, including efficiency, time savings and continuity in communications. 

My database is my future business.  I try to take good care of it.

You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.