Categorize the Contacts in Your CRM for the Best ROI

<img alt="File cabinet coming out of computer screen" class="aligncenter size-large wp-image-51606" src="/images/blog/OrganizeYourCRM.jpg" style="width: 800px; height: 458px;" /> For a real estate professional, your Database is the heart of your real estate business. It should also be set up in a way that will provide you with future business!  A good CRM will help you to foster the relationships that you’ve created to provide you with current and future sales. Taking the time to maintain and organize your database is one of the keys to achieving success in your business. <h4>Maintain Your Database</h4> A major part of a database is all of the notes and records that you keep within it. These personal touches can spell the difference between making a sale, and if you’ve got outdated or incorrect information, making a bad impression. Cleaning up  and auditing information should be a task that you set aside time for each quarter in order to properly maintain an organized database. Reaching out to past clients for referrals and future business will be a lot less daunting if you are able to take a look at past notes and feel confident with the information that you have. <h4>Merge Tool</h4> Wise Agent’s  <a href="https://wiseagent.com/blog/clean-up-your-database-with-wise-agent-crm-duplicate-merge-tool">merge tool</a> is a great instrument for organization. If you have duplicates of the same contact, you can easily pull the most up-to-date information and merge into one single contact summary. Having the most current email, phone numbers and addresses is vital to your marketing. You can also merge any notes that you have made between the two files so everything is all in one place. <h4>Source</h4> Where are your clients coming from? Tracking the source of where you are finding your clients is important for many reasons. Wise Agent makes it easy to manually assign your contacts to a source. Or if your contacts are automatically added to Wise Agent as a lead, it will also place the contact in the proper source.  Each contact can only be in one source since you only meet each person one time. Now it will be easy to search all the contacts that came from a particular source. Examples of common sources are: <ul> <li style="font-weight: 400;">Walk-in’s</li> <li style="font-weight: 400;">Floor Call</li> <li style="font-weight: 400;">Referral</li> <li style="font-weight: 400;">Facebook Ad</li> <li style="font-weight: 400;">Website</li> </ul> <h4>Categorize Clients</h4> Now that you have all of your information organized, the most important step to take for your marketing is to categorize your database. Categories within your CRM will allow you to segment and search the audience that you are marketing to, and therefore increase your engagement. You can also take advantage of segmenting audiences to produce more personal subject lines. As a result, when you send out emails with <a href="https://wiseagent.com/blog/10-real-estate-email-subject-lines-why-they-work"> subject lines</a> that are more specific to your readers, you will see an increase in your open rates! For example, if you have a lot of clients in your database that are interested in golf you can easily put them into a category simply called “Golfers”. Later, when you find an interesting article about it you can select your golf category and send it out complete with your branding immediately. As you can see, this is an effortless way to not only stay in touch with your database but keep your name top of mind for referral business. <h4>Our RSS Feed Tool Can Help!</h4> The above scenario is made even more simple with <a href="https://wiseagent.com/blog/how-to-start-sending-better-emails-with-our-rss-feed-tool">Wise Agent’s RSS Feed Tool</a>. You can add any RSS Feed to the reader and have access to blogs and articles that your clients might find interesting right within your CRM. Plus, the tool even allows you to send these articles out to your categories with your branding on them with just a click of a button. <h4>Common Categories</h4> Categorizing your clients doesn’t have to be just about their interests, however. There are a number of ways you can use the categories that you create to stay organized and market effectively. Wise Agent CRM allows you to create as many categories as you need. And each client can be in multiple categories! We’ve put together a list of example categories that you can take and utilize in your CRM to better sort and systematize your database.  <ul> <li style="font-weight: 400;">Buyers Leads</li> <li style="font-weight: 400;">Sellers Leads</li> <li style="font-weight: 400;">Past Buyers</li> <li style="font-weight: 400;">Past Sellers</li> <li style="font-weight: 400;">Sphere of Influence</li> <li style="font-weight: 400;">Friends</li> <li style="font-weight: 400;">FSBO</li> <li style="font-weight: 400;">Farm</li> <li style="font-weight: 400;">VIP</li> <li style="font-weight: 400;">Referrers</li> <li style="font-weight: 400;">Expired</li> <li style="font-weight: 400;">Vendors</li> <li style="font-weight: 400;">Monthly Newsletter</li> <li style="font-weight: 400;">Retired</li> <li style="font-weight: 400;">Millennials</li> </ul> <h4>Ranking Your Contacts</h4> Another worthwhile way to segment your database is to assign a rank to individuals. This way, you know how much attention you need to give certain people or groups in your marketing. Within Wise Agent you can assign contacts to a rank of A-F. Contacts ranked as an A for example may be those who do regular business with you and send you referrals. B ranking might be someone who has done business with you in the past. While a C ranking might be people that engage frequently with your marketing, or  hot leads. Assigning a lower rank to contacts should reflect their level of engagement with marketing and overall value to your business. For example, you can assign the ranks in descending order so that you can easily market with different messages to your different ranked contacts. Additionally, ranks for your contacts can be changed at any time and should be looked over and reassessed when you do your quarterly decluttering and organization of your database. <h4>Status</h4> Another tool Wise Agent offers to help you quickly segment your contacts is  statuses. As the status of your clients changes you can easily change and search statuses such as New, Contacted, Future Opportunity and even Closed. <h4>Nourish Relationships</h4> Finally, building and nourishing relationships is key to any real estate business. And there is no shortage of ways that you can accomplish this with Wise Agent  CRM! You can show your clients that you value them by sending those articles and blog posts concerning their hobbies. Plus, you can even seek out some articles that address some of their pain points or concerns about buying or selling a home. So, not only will you be providing them with information they want, but you’ll show them that you listened and want to help. This will go a long way towards building that trust and relationship that is vital for making lifelong clients. As you can see, Wise Agent has made it very easy for you to organize and categorize your real estate database in many different ways! This will help you to search your contacts and segment in ways that make sense. Each time you are working in your CRM you should spend a few extra seconds to make sure the client you are focused on is properly categorized. This will make your quarterly CRM maintenance quick and easy.  A well organized and segmented database will allow you to search and market properly to the many different types of contacts you have in your CRM.

Categorize the Contacts in Your CRM for the Best ROI

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