Effective Database

EFFECTIVE DATABASE

CREATES

RESIDUAL INCOME YEAR AFTER YEAR

Successful Idea That Costs Nothing and Makes Money

Establish an effective Database that creates residual income year after year!

STEP 1: Software used: ACT 2000 Create groups: Business Partners, Realtors, Past Clients, Friends & Family, New Clients, and Top 150 Each time you enter a new contact is the best time to group them. Create informational fields that help you remember the client any time they call. Examples: Loan amount, appraised value, date entered, date last closed, interest rate, loan program, family info, hobbies, and special notes.

Complete these areas for EVERY contact entered.

2 key fields: Support Level and last contact (these are mandatory fields that may not be left blank) SEE STEP 4 for DETAILS

STEP 2: Create a new contact “activity series” This allows you to enter a new client and have multiple calls, to-do’s etc. The New client follow up series looks like this: Day 2- thank you after loan application call (ask for referral) Day 5- send letter are you ready to fly letter Day 11- send letter helpful numbers for your move (purchases only) Day 22- send letter 8 things you will need at closing Day 38- After closing thank you call (ask for referral) Month 6- Are you receiving my mailer check- in call (be personal, don’t ask for referral, this a “friend calling a friend so use your contact information) Month 13- Annual Review call (this call brings value so ask for referrals) After the first annual review, it is important that you schedule the next 5 years a “recurring setting” for annual reviews.

STEP 3 Sending your mailer Send two mailers- Evidence of Success Postcard and Letter from the Heart Schedule a TO-DO under your contact to mail bi-weekly. Post card-letter-postcard-letter etc.

Sit down and write 5 at a time, once you have the groove it becomes easy and not a pain to do 2 x’s per month. SYSTEMIZE IT!

Successful Idea That Costs Nothing and Makes Money STEP 4: The mandatory fields: Support Level- this categorizes ALL of your contacts. This field may not be left blank for any contact entered! Rate your database: Contact- Someone you met but have done no business with directly, introduced Customer- used you or recommended you once Client- used or recommended you more than once Advocate- uses you and refers you Raving fan- these people are walking billboards, they are also in your top 150 group for databases over 1000, and top 50 group for databases under 1000. It’s ok if you don’t have 50 or 150 in the group; the point is developing and progressing the relationships in your database to this level.

Purpose: WHO DO YOU CALL WHEN YOU’RE SLOW? Start with the top 150 and be sure to upgrade the contact as they refer you. Track the impression you leave, if you notice a contact that has support level of advocate CALL them, VISIT them at work, push for the “upgrade” of every contact regardless of the group.

Last Contact- This field is extremely important! As your database grows and your team develops it is difficult to remember what your last conversation, loan terms, fear of the client was etc. EVERY TIME you or your team talks to the contact fill in a 3 word line about what was discussed. If you need additional room put information in the “notes” section. Examples of defaults I have are: weekly check in call, after closing thank you, at closing, received lead, sent lead, mailer check in call, client called in, invited to an event, app taken, etc.

RESULTS: Approximately 8 closings per month. Keeping your relationships that you work so hard to build, strong. “Having a system so your team can maintain relationships as I focus on the growth of more.

RESIDUAL INCOME!”