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What is a data base?

Data Base of the 1980's Back in the olden days when I first started selling Denver real estate, there were no such things as computers. In fact paper had just been invented, so for a data base I used a "tickler file" built out of those cute little index cards.

The tickler file had the numbers 1 thru 31 and then the months of the year. The idea was to write down everyone's contact information, that would be address and telephone number. Of course we didn't need email addresses yet because Al Gore had not yet been born, so the internet was yet to be built.

Once I made a contact card, the point was to put it under the proper time to contact the person, either in the 1 thru 31 (that represented the current month. Or sometime during the year.

When I got really fancy, I went down to the voter registration place and looked up all my contacts. No, I didn't care what party they voted in, but I did find out when their birthdays were. Sneaky huh? Later on I got really slick and actually asked my customers when their birthday was. They gladly told me!

As my efficiency grew, I proceeded to add variations to my wonderful data base in a recipe box. FSBO's (yes they existed even in the dark ages) and expired listings. I would print out a card (when I say print I mean with a PEN in my hand) with all the contact info. In the case of FSBO, I got very fancy and glued the actual ad to the card for future reference. Whew.

Fast forward today.

I am amazed at the reaction to the first challenge in the MakeOver2TakeOver. The remarks tend to make me believe many agents don't have a data base because it is too much work.

Duh?

Yes, having a data base is a lot of work, but it is the basis from which your business grows. A data base breaths life and organization into a business that otherwise merely exists.

Lately I've been looking to change my system. There are so many new systems that are online, CRM's that are accessable from where ever you are. I would like to have everything from my personal contacts to leads from my website in one central place. So the research begins.

I found a great resource, Gary Hall who has evaluated most of if not all the data base/crm systems and offers support and suggestions.

Last week at the N.A.R. Exhibit Hall I found another CRM that has a FREE module at Real Future CRM

What should you put in your Data base? Read all about it at Real Estate Solutions.

With all these resources the contestants for the MakeOver2TakeOver shouldn't have any trouble finding a good data base and determining how to use it. Who knows, Google might even help.

Kristal Kraft

Broker Associate, ABR, CIPS, CRS, GRI, ePRO, PMN, PNG
TheBerkshire Group, REALTORS
3801 E. Florida Ave., Suite 400
Denver, Colorado 80210
303-589-2022 ~ direct 303-953-5362 ~ fax

Selling Colorado Since 1984, Serving the Following Areas:

Denver Home Search	Highlands Ranch Home Search	Parker Home Search	Englewood Home Search
Littleton Home Search	Search Denver Foreclosures	Greenwood Village Home Search	Relocation to Metro Denver

Posted by Kristal Kraft ~Denver Real Estate~303-589-2022 on 05/26/2008 11:53 PM

Comments (52)

real estate, data base, makeover2takeover

Originally posted at: Denver Real Estate & Relocation: What is a data base?

Post is included in group: Makeover2Takeover

52 Comments on What is a data base?

MAY

2008

I remember those 3x5 cards and the 'tickler file'!!! I use to have them in assorted colors for different catagories....pink for home, green for real estate, yellow for kids, etc. What a memory you brough back! And we didn't have to worry about a virus getting ahold of our computers!

Thanks for the link love. When I get old (oops I'm already old)...I figure I can sell my database. That is the real value in my business.

Hey, where's your gold star? eh, maybe I just beat the star fairy to the punch. Great post, I guess I better get to work on this database idea I keep hearing about...

Hello Kristal, I also remeber the old file boxes,I got pretty fancy back then, I had the gigantic Roll-a-dex file and had custom cards made for it and it was the talk of the office. What I really wanted was a computer that I didn't have to type in code to access and not long after it came. My first system was with Top Producer versions 2 through 6. With the advent of 7i, I switched to Outlook and haven't looked back.

Well life teaches us that if we endure long enough , many answers will land at our feet and if we are careful, we won't crush them as he are always in a hurry and anything that low is easily stepped on. :-)

This is a marvelous post but I wasn't that impressed with the free CRM. What we need is something more user friendly and accessible by voice command. "Bring up the the Daimler file"

"Add the following Data"

"Add this to Notes"

"Change the main contact number to---, etc etc."

"Note the file of received e-mail and make copy it to this file"

"Make adjustment in listing information, etc etc. Amend all marketing materials and confirm changes."

Such a dream program may be only a few years away. Our reality calls for better interaction of what we are thinking/doing and could say and what is recorded for reference.

Ha, I remember those index cards and all of the rest. I sometimes want to go back to the simpler days and index cards --!!

Well, I was really advanced. ~My~ database was in a three ring binder with alphabetical tabs.

You know what, I'm not exactly a Luddite, but sometimes I, too, wonder if there might be some advantages to returning to the old system.... :-)

Krystal~ I think I would have hated the good old days of file cards. I currently use Outlook with Respond and don't use most of the features, just the basics. I try to duplicate my contacts on an Excell spreadsheet as well. My main problem is the lack of portability with Outlook. A web based system is probably what would suit my needs best.

I've used Top Producer for many, many years. And I hate it. I just don't hate it enough to make changing a priority.

What do I hate abou it? That it requires an applet to run, so you can't just sit down at a 'puter in an internet cafe somewhere and fire it up. The applet must be installed on your machine. And once the applet is installed, it takes way too long to load each time the program starts up.

There are some web-hosted versions of ACT available. One of these days, I am going to look into one of them.

Kristal, I used those 3 x 5 cards for my ceramic art business. Had a card for each client along with each piece they owned, gifts they bought, kids names and birthdays... etc. You are right that was an early database

Kristal...having a database was so fundamental to starting my business that it's hard to imagine not having one. It's part of pre-training for any agent who works with me...they start building their database before formal training begins.

Great information Kristal, this is an area I can really improve on!

KK, Gary David Hall reminds me of all of the things that I actually did learn on the RealTalk mailing listing. That is where I met you, Lenn Harley, Maureen McCabe, Teresa Boardman, Leanne Paynter, Jim Lee, and the list goes on...

With out the database you will have a difficult time succeeding in this business. Each system is great only if you use it.

I love this post, KK. If a agent reading this doesn't get it, then, well. you have to feel sorry for them. I know I need to focus on this more than I have. Thanks for the reminder.

Jeff

Kristal,

My MLS program has a wonderful data base program that I can access from any computer. It took time to learn, but now that I know it, it's extremely efficient in managing my clients and prospects. I think agents who don't take the time to set up a data base are missing the boat, but I will happily follow-up with the client when they contact me because the other agent never followed through, and sell them a home.

I use to use a tickler system for everything - I have tried several data base programs over the years, ACT, TopProducer, Access and a few other not so well known - I have found my best success with Outlook matched up with Plaxo - it works for me... I have everything in one place - right down to my notes syncing with all my computers

MAY

2008

Kristal - I was lucky to learn this early on, it just seemed like an easier way to do business for me. While I have no set system currently in place, it's posts like this that I should probably take heed to and breakdown and stop relying strictly on my memory. I'll check out the links, good to read you:-)

KK ~ once again sharing your wisdom - I'm anxious to check out the sites you referenced to see what's new - it's gotta be web-based for me.

Okay...someone out there has to admit that they are still using 3 X 5 index cards...okay...it's me. Now I quickly add that I also use Outlook. The index cards are a backup for me when I don't have my laptop on and all I need is a phone number...or, if it ever happens, a back up to a computer crash scenario. They are a quick look up tool. Anyone else out there brave enough to admit that they put them to use?

Oh yes, we remember the little index cards... back in the say when the MLS was in books larger than big city phone books, which we carted about.

I have to second everyone who said that the only good database is the one you will actually use. I am trying to move all my work to web based services for ease of access. I still haven't found the perfect program, but keep hoping that Google will expand their gmail contacts to make it a full power CRM. Bob & Carole's comment reminded me that many newer agents have no memory of the massive listings books. Our MLS systems are vastly better today. It's too bad our rolodexes haven't kept up as well.

Using it is what important. We have gadgets and systems that we do not use, or use at 5%.

If I were using everything I have, I do not even know where I would be

I think some great points made here! Paula I have colored cards but use them for the vendors... I have a computer back up for contacts though... Good tips.

Kristal

I have neglected mine for years, and now I am taking it real seriously again.

Sincerely

Tom Braatz

I remember tickler files and helping my mom by typing up her rolodex cards - seems so much easier now.

KK - What's an index card? (Someone had to go for the obvious humor!) ... I think many newer agents neglect their database because they're too focused on the immediate leads right in front of them. They get caught in the cycle of of chasing the current deal, without any long-term vision of repeat and referral business.

I'm looking for a way to combine all of my social media contacts from Facebook, LinkedIn, Twitter, etc. Looks like the only solution right now is to enter them manually, so I've got a lot of work ahead of me!

I remember going from index cards to a Dayrunner. I thought I was so cool.

LOL @ Randy.

William - Why don't you get on the voice response CRM thing...

Kristal - The funny thing is, one of the youngest in the challenge is the one using the index cards!

OK - I admit to also putting current listing - current escrow names and contact numbers on index cards ..... And you know what... 99.99% of the time it is MUCH faster to get a phone number off the index card than wait for Top PRODUCER to load. No, wait, make that 100% of the time.

That's funny....back in the old days..yeah the horse and buggy days...when I was selling RE in the mid 90'a we had an MLS but it was DOS with no record keeping and basically very simple with nothing more than the listing. We used to keep a loose leaf with all the info written down by hand. Times have changed.

Kristal, I had to laugh out loud when I read your introduction. I thought the same thing. Will post later today on what we did and how Kim started out.

DB are the bones of real estate. They are our past, present and future. Hopefully the contest will help people get on the right track.

I can remember when Ifirst got in the biz. I didn't have much money for systems. I did start using the index cards. I still keep them on hand to jot down notes while on the phone with a new client. I then transfer them into Outlook and iContact. I thought I was going to like Top Producer and signed up for a year. I hated it and paid money every month for nothing till the contract expired.

WoW.. It has been such a long time since I have used a 3x5 card system. today I use Top Prodcer to manage all my contacts, I like this system as i can keep all e-mails to and from a contact in their contact file as well.

Great post. There are to many people still using pen and paper.

Databases are here to stay.

All the best!

I am young in the business but I still write everything on the front of my hand- just kidding. cheryl

I love data. I love the information that we gain from organizing data. I'm a research junkie. There is no such thing as useless data or information. Our little brain imprints have the secret of synergy that we seek. We just do it without thinking. Probably a good thing.

Show me an unorganized real estate practitioner and I'll show you an agent that is working to about 50-75% of their potential.

Now, if I could just get to this dang filing We are a loooong way from a paperless society.

I requested a plat and floorplans from a local builder last week and I'm still waiting for them to arrive in my snail-mail PO Box.

Hi Kristal,

Your point is very well taken! I have always hopped around so much from one database to another that I think it became a big bugga boo that I just didn't want to tackle. This is all good stuff that I will devote more time to from here on in.

Great post and important information. With this ever changing market, we all need to be reminded to get back to the basics. Thanks and have a great day.

Hi Kristal,

I started in this business a little over a year ago from a database and online perspective. Things are going fine in my opinion, but maybe I have a different 'take' than most people on how to function in this industry.

I like that you say "olden", I say that too. All of my 3x5 cards were pink, just moved around from month to month. It is so funny to think back on those cards. The old MLS system was a dinasour of a machine too. I love my database, it makes my world go around, still in this market!!

Oh Kristal. I think I have databases coming out my yingyang right now. Too many online services and sites. I am praying for consolidation.

Super and relevant article!

I remember the old index cards and then the prospect cards... I had cards everywhere! So much easier now.

I first tried a notebook and the sorting process did not work. Then I tried the recipe style and it works better, but the data base is the best.

MAY

2008

Kristal, having the database is less of an issue than systematically calling it! But I'll do anything to win a contest!

MAY

2008

I would highly recommend CRMbrella. I has virtually no learning curve, and from what the developers are saying this is going to become a social platform!

Congrats on being older than Al Gore- best laugh I've had in days! And that's coming from the "Queen of Dirt" :)

MAY

2008

I love to see what everyone is using. My company provides a tweaked version of ACT but it's not web-based so I can only access it from my work laptop which is a bummer. I hope eventually they will make it web-based. The good thing is that they sync it with a program called FastMail that "drips" letters, anniversary, and good updates to customers that we sign up for it. I have yet to sign up and prefer to email and send bday cards on my own. I'm going to check out those online sources that others have commented on.

Thanks for the good post!

JUN

2008

Kristal, I sure appreciate your input for the makeover2takeover contest. Some of us do seem a bit behind...like a couple of decades. The contest is great though to open our eyes and see what we're missing. We of course had a database but it was static. Just names and numbers and bare bones.

This is teaching us so much. Later in the rain~Deb

JUN

2008

Kristal, that must have been back in the days even before the print MLS books - our office used to get a new MLS listing, make copies of it and give to each agent to put in their notebook! That was also before faxes, etc. - definitely the Dark Ages.

LOL! I remember we got those little tear sheets with the listings printed on them. We were at the mercy of the photographer who ran around taking photos of the listing. He drove a VW with a sky light, he would raise the camera through the skylight in the car and shoot the picture. Sometimes they actually looked nice, most of the time it was less than wonderful. Remember how we had to advise our clients about taking the trash cans in quickly on photo day? Otherwise we'd have garbage cans in our pictures until the house sold.

Unlike you I'm not old enough to remember "before MLS books." Close, but not! :)

OCT

2008

I have just discovered you on active rain, and like your most recent post so much I am going back and reading old posts.... So the question I have is what data base management tool do you use?

OCT

2008

I am amazed that there are brokerages, agents and developers who still don't build a database and track virtually no information. It is a huge mistake. Relying on sign in or lead sheets is certainly not a best practice. Using our database, we are able to target marketing campaigns based on 100 different criteria. It takes time and effort - but the results speak to the value of using a database.

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