Need Help Managing Your Data Base?

• Managing Contacts and your Data base

  To store your prospecting information and assure your prompt and ongoing follow-up, employ contact management software such as Goldmine, ACT, or SharkWare. Also, look into real estate-specific software packages such as Top Producer or Online Agent, which are designed to help you with your sales functions and also with business management (including market reports, correspondence templates, and even tracking your closings).

  Regardless of the system you select, you must be able to access your contact database with reliability and ease.

  This isn't the place to apply a shoestring budget. Minimally, you will want to invest in a computer (preferably a laptop) and all the software necessary to build and run your business, from contact management to MLS access to agency management.

  While you are budgeting:

  Budget for ongoing self-improvement. Start with a budget for a wardrobe that presents you as a successful agent. Some people will make assumptions on who you are based on the way you are dressed. Dress for success. Just as important, budget to attend every business seminar you can make time to attend. Your personal education and skills-based training is fundamental to your climb up the ladder of success.

  In between, buy books, tapes, download podcasts, and get your hands, eyes, or ears on every piece of media that can help you develop sales skills, mental focus, leadership, discipline, and motivation.

  The most significant asset in your business right now is you. Ten years from now the most significant asset in your business will still be you. Don't fail to invest in yourself.

  Staying in Touch:

  Use your contact management system to trigger the next call to a prospect and to make staying in touch automatic and easy.

   

• Each time you end a prospecting call, determine when the next call will take place. Learn your prospect's time frame and when you should speak again. Then schedule the contact right then and there.

   

• When talking to a past client or sphere member, schedule the next call without even asking. Then the next time you call, they will be pleasantly surprised to hear from you.

   

• In addition to calls, send e-mails to thank contacts for their time and to reiterate your service offer.

   

• Obtain permission to add contacts to your monthly e-mail newsletter mailing.

   

• Follow up first-time contacts with a copy of your agency brochure or marketing piece. Or send a just listed or just sold card to demonstrate your success as an agent.

   

• Craft a personalized business letter, perfectly typed on your letterhead and sent out in your matching #10 envelope.

But wait! As great as all of the above suggestions are for your business, none of them beat the all-time winning touch of a hand-written thank you note that says to the receiver, basically, you were so important that I took the time to pen this in my own hand rather than touching a few buttons on my computer or spitting out a pre-planned, standard issue, regurgitated letter that I have sent to 1,000 other people just like you.

Most of us get hundreds of e-mails a day -- most of which we don't even want. We receive hundreds of pieces of junk mail a month -- mostly from credit card and mortgage refinance companies.

The hand-written thank you note breaks through the clutter. It looks like an invitation to something special. It secures the relationship and keeps it active until you talk again in a few days. It is still the best way to keep in touch in our technology driven world.