Top 3 Tips To Manage Your Database Effectively With a CRM

By Marcus Vanzant

Marcus Vanzant is a second-generation real estate broker and founder of Marcus & Company Realty in Bradenton, FL.

Are you using your CRM effectively so that it helps you grow your business? We didn’t have much technology when I started in real estate over 15 years ago. Leads piled up on my desk, and systems like ACT and Top Producer overwhelmed me. Every few months, I’d toss the stack and start fresh, which was frustrating.

With better technology, it’s all about streamlining your processes, and that’s why a CRM tool is essential for managing your database.

If you ask me, “What is the best CRM tool for my real estate business?” My answer is simple: it’s the one you’ll actually use. My friend Pastor Markel often gets asked which Bible to read, and he replies, “What Bible will you read?” It’s the same with CRMs—choose one that fits your business needs and feels comfortable to use.

Our company uses Follow Up Boss, and we’ve been using it since 2014; we have set up automation to make managing leads much easier. Aside from automating your processes, here are three tips you can do now to manage your database more effectively:

1. Fill Your Database. Make sure your database is big enough to keep your business going. About 5% of your contacts will change every year, so you need to add new people constantly. Whether you nurture those relationships or not, this turnover will happen, so focus on keeping your list full to support your future business.

2. Maintain Your Database. To be effective in prospecting, you need to set up processes that help you build lasting relationships. Our team focuses on lifetime clients for repeat business, referrals, and sales. For example, one past client has brought us around 15 sales, showing how valuable each relationship can be.

Add everyone from your phone contacts and social media to past clients. Also, remember to update your database regularly with new contacts daily, weekly, and monthly to keep it fresh and relevant.

3. Keep Your Database Engaged. It’s important to nurture your leads once you have them. While we get a lot of web leads from Zillow, the real focus should be on how you engage with those contacts.

Consider setting up a structured touch program, like a 36-point or 45-touch approach. You can do things like drop-bys, send postcards, or make phone calls to stay top of mind as their go-to Realtor®. Keeping those lines of communication open matters to maintain important relationships.

If you need help with building your database, I’m here to talk and guide you. With years of experience in real estate, I can coach you through our effective programs. Call or send a message anytime at (941)404-8676 or success@marcusandcompanyrealty.com. We’d love to hear from you.