So, My Contacts Are Loaded... What NOW?

Education & Training with Sell with Soul

Last week we did a show-n-tell webinar in the SWS Virtual Studio about contact management - specifically what to DO with your contacts once they're loaded. Because, as nice as it is to have a place to safely store your precious sphere of influence contact details, having them in storage certainly isn't enough to justify either the effort it took to get them there, or the cost you'll incur to keep them there.Contact Management

If you'd like to watch the video from the show, you can do that here: It's a long one - nearly 90 minutes, but there's some good stuff there if I do say so me-self!

If you don't have the patience to sit through a 90-minute tutorial (I know I don't), here's the Cliff's Notes version...

Step One: Print out a report of all your contacts, including their spouse's name, home address, email address, phone number and birthday.

Step Two: Go through the list with a highlighter and identify any missing bits of information. Don't DO anything with the missing bits just yet - just identify them.

Step Three: Go through the list again and identify your Group Ones (the people you'd feel comfortable asking out for coffee; i.e. your social network). Put a "1" next to your Group Ones.

Step Four: If you imported your contacts from an old database, identify anyone on that list that you don't know with an "IDK" (I Don't Know). These might be old web leads or people you met at open houses five years ago, for example.

Step Five: Everyone else on the list, who isn't a Group One or an IDK should be a Group Two (people you know, but who aren't in your social network).

Step Six: Go BACK through the list (yet again) and identify members any sub-groups that you see - for example - family, service providers, dog-lovers, fellow bikers or hikers, little-league parents, members of your church, high school or college friends, etc.


All this printing and highlighting and scribbling may sound a little low-tech for today's world, eh? Surely there's a faster, more efficient way to do these things without expending all this manual effort?

Yes, of course there is and most contact management systems will allow you to do most of these steps directly online, without printing and highlighting and scribbling.


I believe there is something magical about "touching" the names in your database on a regular basis. When you print out the list and go through it, name by name and really think about each person and who they "are" to you, good things happen. First, you'll likely be inspired to reconnect with many of the people on that list, and second (as airy-fairy as this may sound), when you think about someone, I believe you send out a vibe to them, and if you're thinking good thoughts (!), I believe they'll feel it... and might be inspired to reconnect with YOU! I think every real estate agent should go through their database, name by name, at least every six months.

Okay - I'll continue this later this week with what to do NEXT after you've printed out and scribbled up your list... Stay tuned!




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  1. Warren Veach 08/17/2011 01:36 AM
Real Estate Best Practices
Real Estate Rookie
Learn to be a Top Producing Listing Agent
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Coaching-Personal Development
The Ninety-ninth Percentile
contact management
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Dave Halpern
Keller Williams Realty Louisville East (502) 664-7827 - Louisville, KY
Louisville Short Sale Expert

Sounds good. Contacts in a database are real people in real life.

Aug 16, 2011 12:40 AM #1
Bryant Tutas
Tutas Towne Realty, Inc and Garden Views Realty, LLC - Winter Garden, FL
Selling Florida one home at a time

Jennifer. I do a lot of things well in my buisness. Contact management is not one of them. Yes I'm ashamed to say that I still do not have my data base in order after 18 years in the buisness. I think mostly because I've always been a listing broker. My sellers are usually moving out of State so keeping in touch with them for future business is just not that important to me.

Maybe some day I'll get organized!!!

Aug 16, 2011 12:40 AM #2
David Burrows
Classic Realty - Fairfax, VA
No Pressure, Just Seriously Devoted to Real Estate

Jennifer, thanks for sharing the six steps. Your post is very timely for me. - David

Aug 16, 2011 12:41 AM #3
Marco Giancola
Beachfront Realty - Miami Beach, FL
Realtor (305)608-1922, Miami Beach Florida

Good morning Jennifer-I wish that there was someway or body to do all this for me and stay in contact with the people. In south Florida where there are lots of second home buyers from out of the country it is very difficult to maintain.

Aug 16, 2011 12:44 AM #4
Jennifer Allan-Hagedorn
Sell with Soul - Pensacola Beach, FL
Author of Sell with Soul

Marco - I wrote a blog a few years ago about "SOI'ing" in a resort market - I'll see if I can dig it up.

David - I'm so glad! Tell me what's going on!

Bryant - whatever you're doing seems to be working, so who am I to tell you different!? ;-]

Dave - I agree 1000%%%%%!!!!!

Aug 16, 2011 12:58 AM #5
Jennifer Allan-Hagedorn
Sell with Soul - Pensacola Beach, FL
Author of Sell with Soul
Warren Veach
State Continuing Education (StateCE) - Plano, TX


This is a great, well-planned action plan. I'm one of those that relies heavily on online CRM activities, but you've made me re-consider how I'm working those lists.

And, I agree that there is something about the touchy, feely aspect of holding a list in your hand.

When it's sitting on your desk, it's harder to put aside than closing a screen.

Have a GREAT day!

Aug 16, 2011 01:03 AM #7
Christine Pappas - REALTOR®
eXp Realty - Willoughby, OH
eXp Realty - Because Experience Matters

Hi Jen,  I really like this step by step instructions and process.  I agree with you about the actual physical labor of it, I think it helps to spark to memory and creativity.

My Best to you today!

Aug 16, 2011 01:10 AM #8
Jennifer Allan-Hagedorn
Sell with Soul - Pensacola Beach, FL
Author of Sell with Soul

Christine & Warren - in the next installment, I'll talk more about to do with the scribbled-up report, but yes, just printing it out and LOOKING at it can be very powerful!


Aug 16, 2011 01:11 AM #9
Nancy Pav
Century 21 Redwood Realty - Ashburn, VA
Nancy Pav, Your "GottaHave" Realtor

thanks Jennifer.  I've been sorting through my database these past two weeks because I have a little down time.  I like your method though.  Now to figure out how to print out my contacts on Top Producer.

the other benefit to printing them out is if your computer goes down, you have a hard copy.

Aug 16, 2011 01:45 AM #10
Craig Bennett
Essential Properties, Inc. - Litchfield Park, AZ
Designated Broker, SFR, CDPE

Jennifer, thanks for the tips!  Over the last month I have pulled the different databases, notebook, cards, etc and am creating one client database.  I like your idea of printing and highlighting the missing pieces and then going back to fill in the details. Thanks for the very helpful ideas. Have a great day.

Aug 16, 2011 02:44 AM #11
Debb Janes EcoBroker and Bernie Stea JD
ViewHomes of Clark County - Nature As Neighbors - Camas, WA
REALTORS® in Clark County, WA

Jennifer, since i missed the webinar, I sure appreciate the post with your pointers.

This should help me manage my contacts the 'right' way.  Take care, and hope you're enjoying those Florida beaches.

Aug 16, 2011 11:46 AM #12
1~Judi Barrett
Integrity Real Estate Services 118 SE AVE N, Idabel, OK 74745 - Idabel, OK
BS Ed, Integrity Real Estate Services -IDABEL OK

Thanks for sharing the cliff notes... :)  Looking forward to the second chapter.! 

Aug 16, 2011 02:52 PM #13
Kathy Sheehan
Bay Equity, LLC 770-634-4021 - Atlanta, GA
Senior Loan Officer

Database management is not one of my strengths.  Thank you so much for the outline of how to manage it successfully.

Aug 17, 2011 01:09 AM #14
Jennifer Allan-Hagedorn
Sell with Soul - Pensacola Beach, FL
Author of Sell with Soul
Rita Fong
RE/MAX REAL ESTATE TODAY, Executive Broker 901-488-9590 - Marion, AR
Realtor - Marion Arkansas Homes for Sale

You are right about the vibe to the person we think of.  I know it happened a few times to me when I was thinking of calling someone for lunch or something good, that person would call me first ;)

Aug 18, 2011 03:39 AM #16
Cindy Brighton

Jennifer,  I am just getting started in real estate.  I was thinking of entering all my SOI contacts in an excel workbook, since I know nothing about using a database.  Will this work, at least initially?  Since I am currently without any income, I am really trying to keep expenses to a minimum.

Thanks, Cindy

Aug 30, 2011 02:54 AM #17
Jennifer Allan-Hagedorn
Sell with Soul - Pensacola Beach, FL
Author of Sell with Soul

Cindy - yes, that will work for now. Just keep it updated as you meet people and at some point, commit to moving the data to a contact manager. Your database is precious and can make or break your business - seriously. Please keep me posted and let me know if I can help you in your journey!

Aug 30, 2011 02:59 AM #18
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