“You need to build your relationships with your real estate clients”. I’m sure you hear this all the time. You probably have been given quick tips, gimmicks, and ideas even though you already know what you need to do.

How do you build these relationships, you ask?  You need to organize your client database and keep it organized.

I can hear you right now saying….” Yeah, right – I know this, but I’m busy – I don’t have time and I don’t have a good system in place.”

This should be the #1 priority on your list every day. You can’t afford to NOT find the time! I know your schedule is packed. Starting when you wake up, you have your 5-minute motivational meditation moment, then it’s time to go over your day, make sure you have your appointments scheduled, email checked, social media checked, and family obligations done, then it’s time to get dressed, eat breakfast, make 25 calls between 10 and 12, and the list goes on.

But what if you stopped for a minute and thought about this….

Your database consists of people who know you and who have either bought or sold with you already. These are your people, they matter to you, but how do they know this?

Now think about this…

What if you spent 20 minutes every day organizing your database?  Now, you might have a database of 5,000 or 50.  It doesn’t matter what your database looks like because we are going to scrub it clean.

As I give you these tips keep in mind, this is not a marathon. The size of your database will determine how long this takes you.  The goal is to take your time, think through each person, and do it right the first time. Then you will know how to manage it going forward.
Where is your database right now? It might be in a real estate CRM program, your Google contacts, smartphone, an Excel Spreadsheet, etc.  Let’s think about what is the best option for you to keep track of your database, and how you want to manage it moving forward.

1. Now, let’s determine if you have any method for your database currently. If not, that’s ok. We are going to create that method. Right now, just look at your database and determine if you have a method today or did you start a method and didn’t follow through.
2. Who is in this database? All leads, past clients, vendors, family, friends etc.?  We need to start separating them. So first, you need to create groups.
3. What are you going to call each group and what are the qualifications for that group?
4. This is where you will spend some time – again depending on the size of your database – we will determine your investment of time.
5. Start sorting the people in your database by group.
6. Now, go through each person and decide what information you need on that person.
7. Full name of all parties
   b. Correct address
   c. Email address
   d. Phone numbers
   e. Birth date along with some kind of reminder in place so you acknowledge it
   f. Anything else you want to include? Maybe pets, children, interests.

Now that you have the database sorted, next decide how you want to connect with them.

 Take time to write out your script or bullets so you know what you want to say. Think about what information you want and if you need to mention anything.

As you speak to each person, you will want to update any information, add notes, birthday, etc.  I find that having a Client Information Sheet to write on makes it much easier to organize information. As you are talking you can jot down information, notes, and anything else important, then transfer that information into your CRM.  This way, you are not rushed to type it in, and that enables you to have a great conversation with them.  Always leave the call on a good note.

Many agents will ask me, “Where do I begin in organizing the people in my database?”  I say, start with your past clients and go from there.

A great way to say, “thank you for your time”, is to have a stack of note cards, envelopes, stamps, and business cards on your desk.  After each call update their contact record, then the next step is to write them a thank you card. Address the envelope, put 2 business cards and the note in, seal it, stamp it, and put it in a place so you can drop it off on your way out that day.  This step is critical, as you are still fresh on their mind when they receive the card, and they will appreciate the small gesture.

When you get off the phone, if your client mentioned something such as an upcoming surgery, new baby, or vacation, schedule yourself a reminder to follow up with them to see how it went. The follow-up is what builds lasting relationships.

As you go through your database, you also need to decide what the people want and need.  This could be a question you ask when you talk to them.  Ask them what they would find interesting and beneficial from you.  They might say they don’t want anything.  Respect those wishes, but also ask if you can give them a call now and then.  But always remember to send them birthday and holiday cards.  I find agents get really positive results when they send a Thanksgiving or Happy New Year card.  You’re not fighting for attention during these two holidays.

Another thing you need to do is consider how to start taking your past clients to the next level in referral relationships.  Remember, past clients, business associates, and your community is going to be the ones sending you referrals.  Nurture these relationships now and before you know it, your database will be running your business.  And, that my friend, is how you grow your business.

So, how are you going to find time to start this project?  One day at a time, stay focused, be determined, and instead of turning on Netflix tonight, take that time to work on your database. The return on investment is so amazing. You will be proud of yourself when you have this area of your business organized and a strategy in place to move forward…

Got a tip to share on how to manage your database?  Let’s hear from you.  Please comment on your tip below and share it with the world.  Sharing is a wonderful thing!

Free Download:

Click here to get your Client Information Sheet

KimHughes.com
The Ultimate Expired Listing System
Social Media Success Tools

Instagram: https://www.instagram.com/kim_hughes_consulting/
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Lee Iacocca once said, “Business, after all, is nothing more than a bunch of human relationships”.  This is true in many businesses but especially true in real estate. Real estate is personal and because of that you can sell a house one time to anyone but if you want to have clients that call you every time and refer you to every friend, coworker, and family member, you must build lifelong relationships and stay in touch with your clients.

Relationships are about connections and how you connect with those you may not know all that well yet. Here are four easy ways to connect on a personal level to turn your acquaintance into a raving fan of your business.

1. Start on Facebook. Go through your list of friends and make a list of birthdays you don’t want to forget. Then make yourself a list, find their mailing addresses, purchase cards and sit down once a month and prepare them to mail out. Any Facebook user knows they will be bombarded with birthday messages on their birthday but how many cards will they receive in the mail? Be the person that stands out from the crowd.
2. While you are on Facebook or Instagram, dig a little deeper. How many times do you scroll through Facebook and offer casual comments but not go beyond the surface? Don’t worry, I am not suggesting you get super personal on Facebook but use the knowledge you gain there to go a little further. Did someone share they were sick or had surgery? Follow up in a few days to check on them or send a card. Did someone post pictures of an awesome vacation you have always wanted to take? Call them the week after they return and ask to meet for lunch so they can tell you all about it. New pet post? Drop off a bag of treats to the newest member of the family. Proud parent post? Send the child a card congratulating them on their accomplishment. Reaching out to people in small ways will make you stand out and allow your relationship to grow to the next level.
3. Have you ever hosted an event for your past clients? Small events are a great way to visit with your clients and do something nice for them. Events don’t have to be fancy or complicated. Invite everyone to join you for a local baseball game, meet at the coffee shop or ice cream store or even host a food drive and invite your clients to drop food off at a certain time. After the event, follow up with those that came to share a photo and thank them for coming.
4. Do something with a group regularly. Are you part of a book club, workout group, bible study, or any other small group activity? Many times we get so busy these items become nothing more than another item on our to-do list. Stop that mindset and focus on your time there. Don’t overcommit yourself and these will feel less like chores. Whatever group you are a part of, be all in and truly engage with those in your group. Don’t just show up to each meeting and then dash out the door when it’s over. Take time to talk to those involved and ask what they have going on. The same way you follow up from social media posts, apply that here too. When you talk about something that is going on, follow up later to see the outcome. If you aren’t currently a part of a group like this, find one that applies to your interests and fully participate.

As you complete all of these activities, you don’t have to constantly talk about real estate but as your relationships strengthen, your connections will think of you when real estate comes up. None of these activities should take you days and weeks to implement. They are about being fully engaged on a daily basis and nurturing the relationships you already have so that those relationships become stronger and last longer. These are the keys to your long-term success.

I hope you walk away from this podcast with some ideas on how to take action right now with how you will nurture your clients to build a business on referrals and past clients.

Let me know in the comments and if you have a topic you would like for me to cover, please let me know.

KimHughes.com
The Ultimate Expired Listing System
Social Media Success Tools

Instagram: https://www.instagram.com/kim_hughes_consulting/
YouTube: https://www.youtube.com/channel/UCm4T_I5-Imrx_uOsMImKnvw
Facebook: http://facebook.com/KimHughesRealEstateProductivityExpert
Twitter: http://www.Twitter.com/KimHughes
LinkedIn: https://www.linkedin.com/in/kimhughescoaching
Pinterest: https://www.pinterest.com/kim_hughes/pins/

 

The Unstoppable Real Estate Agents Podcast is here to provide real estate agents with real strategies and solutions that will motivate you to create structure and systems as well as organize and focus on an action plan for your business.

We will provide you with the best tools and techniques to create systems that will help you scale your business.   In addition, guest speakers from all aspects of the real estate industry will share their tips, their stories and so much more.

I’m Kim Hughes, your real estate productivity expert with over 30 years of experience in the industry. Tune in each week as I help you to become the authority in your community by developing skills and strategies that empower you to grow your brand and achieve your goals in both business and life.

Don’t miss an episode, subscribe today1

KimHughes.com
The Ultimate Expired Listing System
Social Media Success Tools

Instagram: https://www.instagram.com/kim_hughes_consulting/
YouTube: https://www.youtube.com/channel/UCm4T_I5-Imrx_uOsMImKnvw
Facebook: http://facebook.com/KimHughesRealEstateProductivityExpert
Twitter: http://www.Twitter.com/KimHughes
LinkedIn: https://www.linkedin.com/in/kimhughescoaching
Pinterest: https://www.pinterest.com/kim_hughes/pins/