How to organize and optimize your contacts for real estate – RISMedia |


At Buffini & Company, our focus has always been on helping our clients lead a good life, and we have developed structures to support this commitment. We believe that strong business is built on relationships and that agent technical tools like CRM should support this process, not replace it.

When dealing with CRM in real estate, agents should prioritize infrastructure that organizes leads and contacts and strengthens relationships. In this way, agents can make more money, generate quality real estate leads, and effectively use and manage a dynamic database. This is how the perfect real estate CRM can serve as a productivity tool, helping you organize, keep in touch, and build clients for life.

Get organized
The best way CRM for real estate can help you get organized by keeping all your contacts in one place, instead of leaving them scattered over the phone or in a spreadsheet. You should also make sure it has a section to take notes about each relationship so you can personalize every interaction you have. When you add a new contact to your database, you can include any personal information you learn, such as birthday, pet names, or children’s interests. Then, the next time you hook up, you’ll find out if your client is having a special occasion or if you can talk about their hobby. When you’re trying to build a relationship, remembering these details shows that you are genuinely interested and makes the client feel valuable.

Another useful feature unique to Referral CRM relationship rating. By ranking each relationship according to the likelihood that they will recommend you, you know how much work you need to do to strengthen the bond. Remember – everything you do to attract leads and referrals has to do with your relationship!

Know who to call and when
The best CRM in real estate should tell you who to contact and in what order to keep your lead generation moving forward. For example, Referral CRM Creator has a Priority Action Center that tells you exactly what to focus on and what actions you should take each day – for example, whether to call you, write or visit, depending on the rank you have given that person. Once you know which step to take and with whom, you can set aside time each day to focus on communicating with these specific people, rather than just sending massive, anonymized emails.

Manage online leads
Until an agent can work 100% on a recommendation, he will inevitably get leads on the Internet. Therefore, there should be room in your real estate CRM system specifically for organizing these people. You should be able to label them as hot, warm, warm or uninteresting, depending on how the communication goes. Once you know where they are, move them into your database (or not). This is a great way to track how your leads are converting.

In this hectic and fast-paced world, your real estate CRM technology needs to be user-friendly, simple, and automatic. Referral CRM will help you connect to the database more meaningfully so you can build long-term relationships. Learn more about Referral CRM Creator and how he can organize your business.

Brian Buffini immigrated to San Diego from Ireland in 1986 and has become one of the top performing REALTORS®. He then founded Buffini & Company to share his powerful lead generation system. Buffini & Company has trained over 3 million people in 37 countries and trained over 25,000 business professionals. Today, Brian is a New York Times bestselling author and his podcast, The Brian Buffini Show, reaches over 7 million listeners a year. For more information visit

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