The key components of using a database – Tracie Mattar

You need a database to help maintain the relationships of your past and potential clients. You need to ensure you are being kept front of mind for when people need to call on your services. Leaving it to chance or thinking people will just remember you, isn’t enough. Constant, regular contact is important, as is choosing the right system in which to capture your data and then work it.

If starting from scratch, you need to look at the network around you, who do you have currently in your email address book and phone contacts? Think of the sports groups/Community Groups/Networking opportunities. You can start by introducing yourself to the other businesses around the village that you are based in and include the professional sector of Solicitors, banks, Accountants, Doctors. It’s all about networking and becoming known around your area. Once you have collated all the information, make sure you take the time to enter the data cleanly and correctly – the most common method of capturing data is on an excel spreadsheet – this can then be easily imported into most CRM (Client Relationship Management) systems. 

Another thing to consider when looking choosing a system, is how easily can I access it from my mobile devices. Does it come with an APP? Can I log in remotely? Does the information synchronize so if I enter it into one device, will it update to the others?  Cutting down on double – entering data is what you’re looking for as this will make you more efficient and minimize on errors as well as having it available to you 24/7 on a mobile APP.

The other feature you need to consider is how easily you can create newsletters, marketing material, Just Listed, Recently Sold, Auction Invites etc and can you filter your database so you can send relevant information to specific people. Gone are the days of blanket marketing your database. Get creative – send content specific material of what’s important to your clients out to them.  You also want to have the ability to make and save notes, set tasks and store information so you can start to form a history around each person and hopefully a long lasting relationship, which is the key to a great database.

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