Why Categorize Your Contacts
Every contact database, whether you use Outlook, Top Producer, IXACT Contact or others, has a feature called Contact Type or Category.
Working with many Realtors, this seems to be an area, with management of their database, that either gets over used, never used or is just plain used incorrectly. I’ve seen many contact database systems set up with so many categories or types that they become too confusing or categories have the same meaning. Having a process on managing how a contact is set up, right at the very beginning, will save loads of time down the road.
This feature is used to easily view and manage the way you interact with the contacts that you set up within your database. When doing mass emails, letters or postcards on the fly to specific contacts, the category or contact type will make it easier and faster.
Here are a few tips on how to organize your contact categories or types.
1) Make a list of the types of contacts that you associate with, right now, in your real estate business.
(These can be your buyers, sellers, prospects, active listings, other Realtors, Realtor referrals, banks, lawyers, business associates, personal, etc.)
2) Think of the different types of marketing that you do or may want to do in the future. Information you will send to your various categorized contacts.
(Will you send a monthly newsletter or possibly schedule weekly emails of your new listings or sending out yearly Christmas cards)
3) Determine if you need to separate the names on your list into more defined categories based on how often you need to access their information AND if it is necessary to market to them.
(For example, do you need a category for lawyers because you frequently contact them for transactions. Or maybe you may combine a category for banks and mortgage companies. Possibly put insurance companies, home stagers, management companies into your business associates)
You can always refine your contacts as you need or as you grow your real estate business. The one thing to keep in mind is that it does not have to be complex and confusing to use your contact categories or types. Keep it simple!
Contact us if you would like to know more about how you can get help with your contact database management.
Please share your comments!
Author Bio: VA Certified and passionate about helping entrepreneurs succeed. As President and Owner of VA Contact, Lori Isachsen works directly with real estate professionals for over 5 years coupled with 25 years business experience in management, administration, accounting and computers in both the public and non-profit sectors. My clients enjoy the advantage and benefits of gaining their time to focus where they want to. Lori is skilled and highly proficient in organization, attention to detail, maintaining deadlines, establishing systems and strategic planning. Our goal is to listen to you and what you need in your real estate business through communication and client satisfaction.
Copyright © 2010 Would you like to republish this article? You are free to do so as long as you include a link back to the full post, attributing the author, Lori Isachsen
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