CRM Contact Management: 5 Best Practices For Estate Agents

Effective CRM management allows you to keep your focus on motivated sellers and buyers. It’s important for agents to have good contact management skills to make sure they don’t miss any opportunities and to keep growing their relationships with clients and prospects. Here are five key foundations to help you succeed in contact management.

1. Clean and Standardised Data

Keeping your CRM data clean and organised is vital for keeping your contact management running smoothly. Make sure each contact has just one record with all the relevant information, like email addresses, phone numbers, and physical addresses. By doing this, you lessen the impact of duplicates, and finding what you need will be much easier!

It’s also key to keep things consistent across your team. If everyone uses the same formats for phone numbers, property addresses, and other important details, it makes searching and sorting through your CRM a lot easier. For example, avoid putting text into a number field, like “0494 185 794 Wife”. If you need to enter a second phone number consider adding another contact record or create another field in the CRM. By keeping your data tidy, you’ll guarantee that any bulk communication will include these contacts.

2. Group Management for Targeted Communication

Grouping your contacts into the right categories is super important for having meaningful conversations. You might have groups like sellers, buyers, investors, tenants, clients, past clients, owners, and referrals. When you organize your contacts this way, you can customize your messages and reach out to each group with just the right info.

For instance, a new property listing might be just the thing for buyers and tenants, while updates about recent sales would be beneficial for owners and sellers. By organizing your contacts thoughtfully, your messages will always hit the mark and keep everyone engaged, making your connections more relevant and successful!

3. Tasks and Automated Workflows for Consistent Contact

Adding future tasks or automating workflows is a game-changer for real estate agents looking to have more consistency in their connections with contacts. Setting up recurring tasks and automated reminders can help you stay on top of follow-ups, appraisals, and market updates. Whether it’s a phone call, email, SMS, or letter, automation ensures that no contact falls through the cracks and keeps you top of mind.

Automated workflows can also handle routine tasks such as sending weekly open for inspection times or follow-up messages after inspections. This not only saves you time but also ensures a consistent and professional approach in your communications.

4. Real-Time Data Entry

Entering data right away is really important to keep everything on track. Trusting your memory might mean missing out on details, which could affect your relationships with clients. Whether you’re at your desk or on the move, try to make it a enter information in your CRM as soon as possible.

Make the most of the CRM mobile app to jot down notes from chats, and use voice dictation to make the process even easier. This way, every interaction is recorded just right and ready for future reference!

5. Enhancing Phone Prospecting

Phone prospecting is part and parcel of being a real estate agent, and updating your CRM right away can really boost how well it works. Using headphones can make it easier to have conversations while entering notes directly into the CRM system. This way, all the details from your calls are captured perfectly and right on time.

By keeping your CRM up-to-date during phone prospecting, you can easily stay in tune with what your clients want and need, as well as any follow-ups you might need to do. Plus, it helps build stronger relationships with your clients and makes managing your leads a whole lot easier!

If you’re looking to boost your business’s contact management practices and make sure your team has the best tools and strategies, we’d love for you to get in touch with us today! Our  team of experts will work with you to create a customised plan that fits your unique needs. Together, we’ll explore new ways to make your processes smoother, improve your communication, and keep every prospect in the loop. By teaming up with us, you’ll stay at the forefront of your clients’ minds, grab every opportunity, and build strong, lasting relationships. Feel free to reach out or call us on 03 7045 1210 and take that first step towards refining your contact management strategy!