One of the easiest ways of generating business is simply working your database. Most homebuyers (53%)—and even more home sellers (66%)—find their agent through friends and neighbors, or use an agent they used in the past.1
The secret to repeat-and-referral business is simple: stay in touch with your past clients and sphere. Agents who set aside time for follow-up are the most likely to succeed, with the longest careers, highest earnings, and the highest percentage of repeat-and-referral business.
And if you organize your database, it makes staying in touch and sending relevant, engaging content a lot easier.
3 key ways to organize your real estate database
There are three ways to tag your contacts in Top Producer® X CRM: contact type, lead source, and contact status. Tagging all of your contacts makes it easier for you to identify and effectively follow up with a specific group. For example, people looking to buy in neighborhood X, or ‘A-List clients’ that get an invite to your holiday party.
Use contact types to keep track of:
- Who they are: Buyer, seller, sphere—you know the drill.
- Their interests: Market your listing on the golf course to the right people and stay in touch with relevant content.
Pro tip: How do you find out their interests? Social media of course, and in Top Producer® X CRM your clients’ social media info is automatically displayed in their records, so this info is just a click away.
- Geography: Keep track of the areas they like to make your marketing more relevant.
- Their occupation: This is more relevant today than ever to understand the impact global events are having on individuals.
- Their likes: From loan officers and lenders to whether they like coffee/tea or beer or wine—keeping track of your clients’ likes will come in handy down the road.
Pro tip: Long-time power user, Leah Goldstein, sends out a simple Google form to learn her clients’ preferences.
You can also use contact types to categorize your buyers and sellers so you know where to put your focus.
- A – ready to put in an offer within 3 months & have pre-approval
- B – same as ‘A’ but not pre-approved
- C – looking to put in an offer in 3-6 months
- D – looking to put in an offer in 6 months or later
- A – Referred you 2 or more times in a year
- B – Referred you to at least 1 person
- C – Would refer if the opportunity came up, but hasn’t yet
- D – An indifferent past client
To add a contact type in Top Producer® X CRM, just click Edit Contact from their record > then click in the Contact types field to select from the list.
Track where your leads come from to help determine your best lead sources. You can connect over 150+ lead providers to Top Producer® X CRM, and the lead source will be automatically added to the contact record.
To add a lead source, just click Edit Contact from their record > then select a Lead source from the drop-down list.
Keep track of where your contacts are in the client lifecycle—new, active, closed, etc—so you always have an accurate view of your pipeline.
To set a contact’s status, when viewing their record, just select a status in the Contact Status section.
And now that your database is the most organized on the block, let Top Producer® X CRM help you take client follow-up to the next level!
The Complete Follow-up Guide has everything you need to know about following up in Top Producer® X CRM, from how often to follow up to what to send.
Top Producer® Systems has been a leading real estate CRM provider since 1982. Tens of thousands of agents and brokers use Top Producer® real estate software to help them manage leads and contacts, stay organized, and follow up with home buyers, sellers and owners. Learn more at topproducer.com.
1 – National Association of REALTORS® 2019 Profile of Home Buyers and Sellers