Contact Management for Real Estate Agents: 3 Essential Elements to Success

Real Estate Technology with IXACT Contact Real Estate CRM

A lot of REALTORS® aren’t aware of important best practices when it comes to real estate contact management. Agents who excel in effective contact management forge strong relationships with their sphere and get the vast majority of their business from past clients in the form of repeat business and referrals. In this blog post we’ll outline three keys to success when it comes to contact management for real estate agents and actionable insights you can start applying to your business right away.

1. Create a multi-channel keep in touch plan

You can’t overestimate the value of a good, multi-channel keep in touch strategy. According to The Referral & Repeat Marketing Book, the three components to a successful referral and repeat marketing program are the right people, the right message, and the right frequency. When you create your keep in touch plan, you need to take these three components into consideration. Also remember that you should be in contact with the homeowners in your community at least 17 times per year. You can do this through phone calls, community events, direct mail, and email, as well as many other methods.

Implement a multi-channel approach by first segmenting your contacts into different groups, such as A-List, B-List, and C-List. Your A-List is your current and past clients, hot prospects, and those who have the potential to bring you the most referrals and repeat business. Your B-List is all the rest of the prospects in your database and your C-List would be everyone else.

Communication channels like direct mail can be a bit more costly than other channels, while email, for instance, can be very inexpensive and isn’t particularly time consuming.  So you’ll want to decide on the methods you’re going to use to communicate with each group and  the frequency, based on their value to you and cost/time considerations.

Here’s an example:

Real estate contact management keep in touch plan





2. Leverage the power of your real estate contact management system

Good contact management for real estate agents is something that often has to be learned – it doesn’t come natural to all Realtors. But with a great real estate contact management system, it’s easy to put important best practices into action. According to real estate trainer, Richard Robbins of Richard Robbins International, you can expect a 15% return from your database. This means that for every 100 people that you market to with your contact management software, you’ll get 15 new transactions. So if you take advantage of the system’s powerful features to help you stay in touch, such as a monthly e-Newsletter, drip marketing campaigns, and Just Listed and Just Sold e-Flyers, your business will grow exponentially.

A real estate contact management software is really the foundation to building a referrals and repeat business. It helps you manage your keep in touch strategy, get automatic prompts and reminders, automate some of your important keep in touch communications, nurture your leads until they become clients, use listing and closing Activity Plans to stay organized, and more.

Richard Robbins also says that 80% of people who don’t have an agent will get one through a referral. In order to maximize your referrals business, you need to stay in touch properly and effectively, and continue to build relationships with your clients, long after the initial transaction is over. A real estate contact management system is key to this.

3. Set up automatic prompts and reminders

Let’s face it – we’re busy! And most us don’t have the memory of an elephant. That’s why we need to use automatic prompts to help us put effective contact management for real estate agents into action. If you don’t have an assistant, start using a CRM (discussed in point two of this blog post) and it will act as your personal assistant, reminding you what needs to be done and when. You can get email reminders to make a quarterly check in call, send a client a progress report, attend that important meeting, or start planning your next client appreciation event.

The built-in task list, calendar, and Activity Plans in your real estate contact management software work together seamlessly to help you make sure nothing falls through the cracks and that you’re running your business in an efficient and organized manner. Take for instance Monica, a RE/MAX agent in Toronto. She runs a very successful business but doesn’t have a whole lot of help. Monica uses her IXACT Contact CRM to keep her on track.  Her CRM is her saving grace. She often remarks that she doesn’t know how she managed without it!

We hope these tips or “keys to success” will help you take your business to the next level. Effective contact management and the real estate profession will be forever intertwined. The most successful agents are those that master contact management to propel strong, lifelong relationships with everyone in their sphere of influence.

Which “key” do you think will be most helpful to you? Please leave a comment below!

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IXACT Contact helps you build lasting relationships with past clients, hot prospects, and important referral sources.  The system makes it easy to keep in touch with clients the right way and to generate high quality new leads.  It also helps you manage the transaction side of your business, keeping you organized and in control.

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Travis "the SOLD man" Parker; Associate Broker
Team Linda Simmons, Enterprise, AL 36330 - Enterprise, AL
email: / cell: 334-494-7846

Good chart of how many times to contact each person. I've read where you really need to watch the automated campaigns as some seem too phony. I tried your product about a year ago and may do so again soon.

Aug 19, 2014 09:04 AM #1
Kimo Jarrett
WikiWiki Realty - Huntington Beach, CA
Pro Lifestyle Solutions

Seems a bit pricey for a CRM, although some agents will use it. At the end of 2 years it's $820.00 and you must continue paying the fee to use it. There are other CRM's that are less than that like Act Premium for $569.00 and you own it.


Aug 19, 2014 03:32 PM #2
Rich Gaasenbeek
IXACT Contact Real Estate CRM - Toronto, ON
Real Estate CRM & Marketing Made Easy!

Travis: Thanks, we'd love for you to give it another try!

Kimo: In the long-run, you end up paying more for a CRM that you buy outright and download on your computer because you have to continually pay for things like upgrades and customer support. In addition, when you pay a subscription fee to use a web-based CRM, your data is much safer and much more accessible (you can access it anywhere as opposed to having to be tied down to your computer).

While $34.95/mo. may seem like a lot, the return on investment (ROI) is remarkable. It's simply a smart business decision. 

Check out these articles which may help:

Aug 19, 2014 11:43 PM #3
Gene Riemenschneider
Home Point Real Estate - Brentwood, CA
Turning Houses into Homes

Thanks for the post.  I am using another system right now and fairly happy with it.  But in general yours sounds like a good system if I were in the market.

Aug 20, 2014 03:03 AM #4
Rich Gaasenbeek
IXACT Contact Real Estate CRM - Toronto, ON
Real Estate CRM & Marketing Made Easy!

Great, thanks Gene.

Aug 20, 2014 03:44 AM #5
Winston Heverly
Winston Realty, Inc. - Atlantis, FL

Rich,  what a great read I came across today, keep them coming for all of us active Rainers.

Mar 16, 2015 11:35 AM #6
Rich Gaasenbeek
IXACT Contact Real Estate CRM - Toronto, ON
Real Estate CRM & Marketing Made Easy!

Thanks Winston. So glad you enjoyed the post!

Mar 17, 2015 04:38 AM #7
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Real Estate CRM & Marketing Made Easy!
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