In this commercial real estate market today you must have a database to capture all of the contact detail that you create each and every day. Over time you will come to know or meet many hundreds of people. The more of those that you know on a personal level the better it will be for you as a ‘top agent’.
Here are some tips from our Newsletter….
In saying all of this I am a great believer in the fact that the database that you use should be personally managed. That means that you enter the data and access the database every time you have your meetings or make your calls. The information that you collect and load about your contacts must be accurate and up to date. This will only be achieved if you take ownership of the process.
Here are some tips to establishing the data about all of your contacts and clients:
- Constant contact is a very important part of the process. Every person in the database should be contacted at least once every 90 days without fail. For those people that are more active and relevant to the property market currently, you should be speaking to them every 30 days. When you do your numbers and base it on your working hours in the office, you will soon see that commitment to the process must be systemised.
- Most of your data entry can occur as you talk on the telephone, whilst other information can be entered at the end of the day when you have more ‘free time’.
- Split all of your data into groups. They will usually be vendors, purchasers, property investors, tenants, business owners, and property professionals. Those groups will then need to be split into property needs, prices, rents, areas, and timing. Not all software will do that for you; however choose the best package that you can afford. Importantly the software should allow you to export your data in a common file form such as a CSV file. You must be able to export your information to a common spread sheet easily whenever you want to.
- All of your contacts should be able to get an auto responder email from you. Make sure that the software you use integrates with some auto responder email service. That process will save you a lot of time in sending the right information to the right people when a new or fresh listing comes onto the market.
If you keep a good database and make more calls every day to new people, you will find the market open up for you in many different ways. It takes time, but you manage your time anyway; so you know where the secret is to agent success in this industry. Good luck with your systems.
You can get more tips like this in our Newsletter.