As I write this, it's January 3rd, 2009. Almost everyone who is reading this had/has a goal in 2009 to get 'more organized' and streamline tasks associated with being a successful, productive agent. As listing inventory continues to reach record levels, and the buyer pool shrinks even more due to mortgage industry changes and other factors, Realtors are forced to carry more business 'in their pipeline'. Gaining new leads and managing them has become just as important as converting them, because failure to do so means there will be nothing available to 'convert' down the road.
How many Realtors buy software or subscribe to online management systems designed to help them, only to find that they flushed valuable dollars down the drain? There are so many products available to choose from, it seems that some companies exist merely to pocket as many 'non-users' as possible. Even worse, how many Realtors actually attempt to use the tools they have paid for, only to find out they do not have the time to learn the software and utilize it? Or my biggest pet peeve - I subscribe, only to learn a little too late that their tech support takes forever to respond, or doesn't even offer phone support, or worse yet, has very limited 'banker' hours. Realtors work non-typical hours, you need Tech support in the evening! In the early morning! On Saturday!
While I have worked with numerous database/contact management software companies and Intranet providers, I cannot recommend any one over the other to the general Realtor population. You are all different, with different types of leads and needs, and what works for one will not work for the other. When an agent asks us 'What should I use?' our response is always 'What's your biggest need right now?'
In an effort to help you make the right choices out there, and save you time and frustration, follow these simple guidelines when shopping for a new contact management/database service. Whether you are signing up for the first time or looking for a change, it can't hurt to have this checklist handy:
- How much time will you have to devote to learning the software in the beginning? If you don't have a spare second to learn the basics, this is clearly NOT a good time to buy/subscribe. Pencil the time in your planner, treat it like an appointment with a client, THEN buy.
- Don't purchase or subscribe to a plan that does not give you a free trial or a money back guarantee. There are too many companies that support Realtors and stay in business on 'turnover' profit. This means they have no intention of keeping you as a long term customer - if you are with them for two-four months out of twelve, they got what they needed from you.
- Ask about the hours of Tech support and response time, and be sure to test it at least FIVE times during your free trial. Slow to respond? Unavailable to answer questions on Saturdays? Not available in the evenings? Move on. There are too many cutting edge companies that are available to help you use their product when YOU need them.
- What EXACTLY do you want this product to do? Store all your leads, and automatically contact them on a regular basis? Customize the content of each email? Is there anything on this list that can already be done by signing your leads up in your MLS as a potential buyer? Make a short list of what you would like the software to do, and don't get caught up in bells and whistles. What good will the service be if it sends a sleek looking email to every buyer in your pipeline, but you can't even tell if they opened it or not?
- Start simple. Most programs are very affordable. If the system does not have everything you want in one source, but it completes your most important task efficiently and precisely, consider purchasing it and getting a second software program for the other tasks.
- Look for a system that will enable you to divide your contact system into three categories: Before, During and After. (Before the escrow (leads), During the escrow, and After the closing). This will help you maximize the contact and create specific content that is relative to your client. You don't want a potential buyer to receive your favorite recipe! And you don't want a past client to receive '10 tips for Buying in Today's Market' when they already purchased a home from you last year! Automated, pre-designed content is not information or 'contact', it's SPAM, and you don't need your good name affiliated with such an ugly word!
As a Virtual Assistant company who supports a myriad of Realtors who are in every stage of their career, we have at least THREE different management systems at any one time. One to manage your tasks, another to keep in touch, and yet another to manage email alone. This enables us to delegate the work effectively, monitor progress, and run smoothly on any given day, no matter how many unexpected tasks are thrown our way! As a Realtor, you should consider doing the same.
Responses/Reviews are welcome from those of you who have a success story using software. To keep from going 'off topic', please do not post only negative experiences with software companies. Every negative should be followed by a positive so we can learn something. If you represent a database management company, please identify yourself as a salesperson or developer so that we may view your experience objectively.
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