Real Estate Licensee – Where is Your Client Database? Top 3 Choices for Client Databases.

You have clients, you meet new people who may be clients in the future, you have past clients, and you have business contacts – so where is your database?  If you are using a client database I applaud you, so many of the Agents around you aren’t.  You clients are important, not only for that one time purchase, but for your continued success as a Referral Agent.  It is just as important to stay in touch with past clients as it is to contact the clients that you are currently working with.  If you did the excellent job for your past clients that I know beyond a doubt is your customer service motto, then why shouldn’t your past clients refer business to you.  Any one that they refer would also have an excellent experience in buying or selling their property, right – after all that is just common sense.  (Look for future articles on building your referral business).

In order to keep in contact with not only your current clients, but those who came before, you either have to dig through your old files and manually enter each name and address, or you sit down at your computer and with a few clicks of the mouse, your entire client database is up and running.  If you haven’t compiled a database, or don’t know where to start, here are a few ideas.  Keep in mind, that if you are building your database, it will take some time and effort on your part – you may very well have to dig through your old client files, a few appointment books, your PDA or smart phone, or even the mess of papers that end up piled on the corner of your desk.  It is time consuming and will take a little patience on your part as well as diligence in finding the correct contact information on each client.  If you are too slammed to complete this task, you may want to hire someone to build your database for you, computer friendly children work well if all your information is in one place and easily sorted, a new agent that is just starting in the business may also be an idea, it will help train them on filing techniques as well.  Another option would be your assistant or the office assistant (after hours of course and paid) or hiring a computer science student from the local community college.

You don’t need any special computer programs to build your database.  So forget the expense and hype of the ones that the seminars are hacking.  My top three choices for client database for Real Estate Agents are:

1. Microsoft Excel, build a spread sheet with as much or as little information as you want.  You will definitely want to include; first and last names, address, city, state, zip, phone number.  But think of the possibilities – all the pertinent information from your client files can be in one spot- things like contract number, storage box number, transaction type, initial contract date, closed date, co-operating agent information (name, phone and company) escrow information (escrow number, company, agent name and contact info) and last contact dates, so you’ll know exactly when you last contacted them, you may also want to include referrals from the client to you, the date of the referral, and any referral gift you sent.  These files are easily manipulated to merge for mailings, or you can search by any field, thus making it easier to find – a transaction that closed in 2005 or only clients that live in a certain town, or by the last contact date.  Works great, remember to save your work often, and to make a back-up for your piece of mind!
2. Microsoft Outlook, yep your email.  You can easily create a new contact group, then add individual contact information for each of your clients, including name home and work address and contact information, personal information such as spouse, kids, birthday or anniversary for the purchase of their home, and notes on their transaction.  As with Excel it is easy to use your Outlook for mail merges.  You can also print out your client list in Outlook so you can have a hard copy of your client list, or send the info to your PDA or smart phone.
3. Microsoft Works Database, the program easily walks you through setting up your fields, then allows you to fill in your client information.  This way may be the way to go, if you’re not as computer friendly as you might like.  Like Excel, the fields are easily manipulated, searched, and added to.

So what’s stopping you?  Get that database built, and get started on your own Real Estate Referral Based Business.

Related posts:

1. Real Estate Agent – Client Appreciation Time is Upon You
2. Real Estate Agents Know When to Refer to an Expert
3. Are Your Newsletters & Mailings Drumming Up Business?
4. Setting Boundaries
5. Mentor Program – New Real Estate Licensee on the Job Training