7 Ways to Better Manage Contacts

By Amanda Okker, RE/MAX Times Online Editor

It's not about which contact management system you use, says Brett Furman, it's about how you use it to build relationships with clients and business associates.
The Lifetime Achievement Award Winner and Broker/Owner of RE/MAX Classic Realtors in Wayne, Pa., sees agents investing in database management products that are often put to limited use.
Whether you use Top Producer, Outlook or another system, you can be doing more with it, says Furman, who prefers Sage ACT. Here are some of the Platinum Club member's ideas:
Schedule everything – These programs are not just for real estate, Furman says. He tracks his business schedule, networking and personal appointments in one place so there are never conflicts and no one is shuffled around because of overbooking.
Archive communications – Track every call or e-mail with the time, date and a summary so that you can pick up right where you left off when you make contact next time.
Track documents – Keep a record of who sent, received, signed and followed up on documents for all transactions.
Create a concierge database – If a client calls Furman for recommendations of plumbers, painters, contractors or other servicers, Furman knows exactly where to find the information. He created a contact group specifically for vendors.
Manage direct mail – Create subgroups of clients and other contacts, making it simple to generate address labels for targeted mailings.
Block confidential records – Whether the program you use requires a single password for access or offers options to protect each client file separately, use the security features available, Furman says. Clients entrust their most personal information to you, and it's important to protect it. Overall, using a secure online system is much safer than filing hard copies.
Incorporate social media – Determine whether your existing program allows you to check the social media sites for your contacts as you enter them into your database. It's a valuable feature for establishing one more way to connect with your clients and associates. If you're in the market for a new program, consider finding one that includes a social media feature.

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