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hi I'm Ryan Eisenhower and I'm here today with three top ages that have sat down with me today talk a little bit of how they systematize their client database contacts each year so guys I want to talk about a little bit about this I know it's important to have a plan ahead of time for your climb database contacts so tell me a little bit about your plan and how you do that each year our team sits down before the end of the year and gets our plan for next year together so we know that's exactly what touches we're gonna do each month and who's responsible for all those contacts okay okay so it sounds like you've got the who what and when all lined out in advance ahead of time great are you doing that like on a single sheet of paper yeah we have that piece of paper and then we have our minders set up in our database okay yes yes okay great so you know okay so it's all fun how are you guys for me I'm an individual agent I'm not a big team so I take the fourth quarter get ready for the next year and part of my planning is putting together my marketing plan which is usually based on you know for the most part last year's but I'm 33 touch doing you know once a month I do a mail up well it's a quarter I make phone calls to my database and the rest is emails besides a few Popeye's okay so you said 33 times so that's actually your 33 touches right there it's a combination yes it's all in it so emails phone calls Popeye's mailers put them all together you touch everybody in that database 33 times and then you get okay how about you Brett we make it very simple to do the same thing every year we mail 4 times a year every quarter we call every quarter to get an email every month we do one client appreciation event every month the same time the same thing the same way and I try to take people out to lunch when I can and then social media will just make it easy no no planning this is sitting area no I agree and I like to hear that because you guys all know what you're gonna do in advance you don't just just don't wait something out of right there and I think it's also important to have a system in place to help you carry that out over the course of the year too but I'd start with you I don't have your system it leaves a CRM for the mailings and the emails then I use a file system for my calls there's 13 weeks in a quarter there's 26 letters in the alphabet so I call the Avs CDs es GHS and then you go down the end you go right back to the ABS by first name and your really technical at this to you guys everybody got three by five card is it husband wife name not even actor's name phone number go and you know it works and that's plate I'll tell you right now thank your own my pocket you know so to carry around make some calls and my last name first I love it I absolutely love it how about you guys well I don't have the card index card system like that but I usually use my CRM to do the email system you know that's just automated and like I have to do the calendaring and I just do it at the beginning of the year to remind myself when you know when the emails or when the postcards are gonna go out or the letters sometimes their letters and you know it also it reminds me quarterly when I'm gonna make my phone calls and I just take my data base and break it and break the alphabet out into quarters and I just make that chunk of call in the first quarters I check a call the second quarter third quarter so four times a year you work through the whole outfit corn times a year it takes me at you I usually hear to get through the whole lot of it oh yeah Danny how about you um I use my team a lot and one of my teammates is responsible for sending out a newsletter the first of every month we use our database system that sends out automatic emails and we schedule our calls or sometime in yes reminders on the stuff you need to do email is typically automated I'm hearing from you guys even I think you don't have to make decisions it just tells you what to do and you do so who goes in who do you put in this database people I like know and trust that are gonna send me business and people I like to call I like that okay so if you don't like them throw that a life in my throw away and if you don't remember I don't they're not in there but I agree he's a lot of Ages do this a lot of agents will actually just have old leads from online from Zillow or Trulia or from their website buddy remember who they are takes time to call those people make your calls purposefully you know call people you like so you're gonna go around there's Bob Smiths gonna be there you hate Bob Smith you're not gonna call Bob Smith you're gonna walk around the building four or five six times it will make any calls and they make them excuse and you got to get a lot in this there's no work okay so making people you want to call so a good test for you is if you don't like them or you don't remember them they don't remit or they would remember who you are right they're not was out of your court okay yeah good good how about you guys I had people that I've given business to and so I can ask them for business and return all my vendors that I work with and send my clients to other agents that I've worked with in the past especially those that I mean at conferences those are good referral leads to in other cities okay so you sounds like you're actually categorizing all the different people in your databases as well awesome different content some different campaigns send out to them possible and I have everybody in categories but I don't break out my content for example I'm not sending out just specific thing for buyers it specific things out there friends neighbors families clients vendors past co-workers from the other careers who had their lives organizations that I are my family are associated with doctors lawyers Indian chiefs that we are giving our content information to it's gonna ask for that back excellent okay last thing I wanna touch on is purposely growing your database because I know all you got to do this purposely in different ways so there's a constant efforts to corrode that database on regular basis as well if they want to chime in on that um every every time we meet with a new potential buyer or seller we add those people to our database and then our goal right now is to add five new veneers a week so referral partners so we're calling around looking for yeah five new vendors a week every single week throughout the course of the next year no growth at than their database in a hurry how about you guys I after I sell a house they go in my database the other people if I'm at a party or am I have a place and we get to talk in and I said do you know any but do you have someone to keep you updated on the real estate market no I don't well would you like me to be that person sure okay give me your name and address and then they're in my database so that's all a part of your transaction checklist or not for my transaction checklist just meaning people that I like my goal is my yearly goal is you know five contacts a day that's twenty five a week that's a hundred a month that's 1200 new contacts a year that I would be getting it in a database that is a great heart bar I mean and you talk about growing your book of business in one year that's phenomenal well it's not that hard if you think about it you know just what they were saying with no transaction how many have you believed meet in a transaction it's exactly I mean all the vendors were on the way all the clients by our sellers agents all these people in your database that's great guys thank you so much for your time with us today appreciate it and see you next time