How to Build Your Database

Referral Maker CRM makes it easy for you to build and maintain the database of your best clients.

Referral Maker CRM makes it easy for you to build and maintain the database of your best clients.

If you’re like many real estate professionals, part of your database is on a spreadsheet on your computer, while another part is in your phone address book. Oh, and there are probably some names and phone numbers on napkins, business cards and scraps of paper on or around your desk, in the glove box of your car, in your day planner and balled up in your briefcase or purse. There’s no rhyme or reason to the order; like a raffle, you contact whomever you happened to stumble upon while cleaning out your personal belongings.

It’s time to get organized! Without an organized database, with your clients’ information located in one place, you may spend most of your day trying to market your services to the wrong people. Creating your database is a vital part of developing a system that will generate a predictable stream of referred leads.

A database is more than a list of contact information; it’s a list of relationships.

Why do I need a database?

To focus your efforts. When you sort and qualify your database, you can focus your attention on the clients who will be an integral part of your success by sending referrals to you. As a result of the attention and value you provide, these clients are more likely to tell their friends, families and neighbors about the great services you offer and send referrals your way.

To focus on lead generation activities that will build your business. Marketing to people you already know allows you to build upon the existing relationships that generate referrals. This is done through personal note cards, phone calls, client lunches, etc. using an effective real estate CRM, like Referral MakerTM CRM, that allows you to track your activities.

“Prioritize your people so you can prioritize your time so you can prioritize your activities.”

Brian Buffini

 How to Sort Your Database

Regardless of the size of your database and whether you have an existing database or are starting from scratch and making a list of everyone you know, Referral Maker makes it easy to sort your clients into the following categories:

  • A+ clients are people who have sent you multiple referrals.
  • A clients are people who are most likely to refer you.
  • B clients are people who would refer you, if asked and shown how.
  • C clients are people who might refer you in the future.
  • D clients are people to be deleted from your database.

It’s important to give attention to your entire database, except for those D clients who should be deleted (If they have you talking to the roof of your car after meeting with them, they’re a D client). Your A+ and A clients should receive the most attention, receiving phone calls, personal note cards or invitations to client parties. Once you’ve taken care of these clients, shift your focus to your B clients, and then to your C clients.

The sorting process should be repeated every few months, especially if you are frequently adding new people to your database, for example when referrals are sent your way. Don’t worry; it may seem like a tedious process now, but once you have all of your contacts in one place, instead of located in various places around your home and office, it’ll take just a few minutes of your time—the same time it takes to think of a clever Facebook status update.

Referral MakerTM CRM fully integrates the Work by Referral system. Not only can you input all of your clients’ information, the program also helps you sort your clients into A+, A, B, C and D categories. Referral Maker is a real estate CRM designed to help you track your numbers and update your database with ease. Click here to learn more and to start using Referral Maker CRM today.


5 thoughts on “How to Build Your Database

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