A Coaching Client (a Real Estate Agent) recently asked this question.  It is a common problem and here is the solution. 

The Question
I think I am missing the boat on some Clients because I forget about them.  I lost contact with them and this is costing me thousands, maybe tens of thousands of dollars every year.  I really need to improve my average in this category.  I need something to keep them in front of me.  I need some sort of physical chart to keep them in my mind.  I can probably make my own if I knew of 3 or 4 columns to use.

The Solution
Absolutely, I teach my Clients to use their CRM (Contact Relationship Management) software. That doesn't work for some so we pursue whatever system will work for them.  People are different from each other and need different solutions.  You have hit on a good one, the whiteboard.  The board itself it is quite easy. 

Five columns:
1. Urgency, A or B so you are aware at all times.  A, of course, is urgent while B is not. This will also prompt you to work on converting the B buyers to A's. 
2. Name of the Buyer
3. Price Range
4. Location
5. Comments, anything specific they are looking for
6. Optional: Phone Number, before PDA's Agents would put this on their Buyer whiteboard.   Now the number may not be necessary because you have it on your phone. 

When you, your Assistant or anyone on your team hears about a new listing or you are pursuing a new listing you can glance at the board.  Sell more of your own.  Act more quickly for your Buyers.  And stop losing leads that you already know is losing you money.