Manage and Maintain your Database Copy

A client database is a database that each real estate agent or agency creates and maintains. In some offices, each database is personal to individual agents, while in others, the database is common to the entire office.

Databases are used to:-

• Keep track of all client and customer information,
• Record details of conversations with clients and customers,
• Enable you to refer to the information during follow-up activities.

 

Much of the information you will add will be a result of conversations with clients and customers on the telephone or during open homes and contacts you have met as a result of your prospecting activities.

Your client database is one of the most important resources you use for prospecting, and a powerful marketing and promotional tool.

Examples of the sort of information that should be stored in an effective database include:-

• All the properties in your area,
• All clients and customers in your sphere of influence, and
• Prospective buyers, eg first homebuyers and investors.
• Homeowner’s names,
• Property details including the address, and your comments.

 

Generally, you will update your database continually as you conduct your prospecting activities. You will use the database constantly in your everyday work.

Additionally, you will use your client database to track promotional activities and organise mail-outs of marketing materials.

Having taken steps to add homeowners and buyers personal and professional contacts to your database, it is vitally important to manage and maintain that database.

Having an effective plan in place to manage the contacts you have on your database, and to maintain contact with the different groups of people is what creates the difference between a successful real estate agent and an average agent.

So how should you plan to contact people?

Each individual or group of people will have differing expectations from their agent:

• Buyers will want to know the details of newly available properties as soon as they come onto the market.
• Potential sellers will want information on market trends, recent sales, changes in zoning that may affect their property.
• Professionals may want information about new listings, recent sales, as well as investment and development opportunities.

 

Understanding each client’s individual requirements and setting in place a plan to provide the information they want when they want it will ensure that you meet each client’s expectations.

Using a proprietary database system to manage your contacts makes this whole job easier, and makes you appear to be the Professional that you are!

Most franchise groups have internal database software and there are many other commercially available systems (such as Goldmine, ACT etc) that can achieve similar results.