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Building a Robust Real Estate Network with a Contact Management App

Contacts+ Team | March 20, 2024

So you’re a real estate pro ready to take your business to the next level with a contact management app; congrats! Business professionals who use tech strategically have an advantage against the competition, and it’s no different in real estate. If you’re new to contact management, here’s a quick primer before we get into how you can leverage this kind of tool to build a robust real estate network:

Contact management apps are software tools designed to store and organize contact information, such as names, addresses, emails, and phone numbers, of individuals or businesses. 

These apps are typically less complex than traditional Customer Relationship Management (CRM) systems, which encompass a broader range of functionalities, including sales pipeline management, marketing automation, and customer service ticketing. While contact management apps focus on managing personal and professional contacts for networking and communication, CRMs serve as a comprehensive solution for managing a company’s interactions with current and potential customers, driving sales growth and customer retention.

Contact Management for Real Estate: Key Features

Key features of these apps often include:

  • Centralized database for storing contact details
  • Interaction tracking to record conversations, emails, and meetings
  • Integration with email and calendar applications
  • Task management for setting reminders and scheduling follow-ups,
  • Import/export capabilities to facilitate data transfers and
  • User-friendly interface for easy navigation and use

The specific features of your contact management app may vary, and you may have much more complex functionality than what’s listed above. However, nearly every contact management platform includes most of the basic features above.

Now, what are the actual benefits of these features (and how can you use them to build your network)?

Centralized Contact Information

Centralizing your contacts’ info just means having it all in one place rather than spread across different platforms and apps. With a central repository, you can manage vast amounts of client information efficiently, ensuring that you don’t lose a critical contact or opportunity amid the clutter of disparate sources. Contact management apps make it easy and intuitive to retrieve any info you need at a moment’s notice – and usually, from any device, anywhere.

Segmentation for Targeted Communication

You send vastly different messages to each of your types of contacts, whether it’s sellers, buyers, renters, investors, or vendors. Segmentation is a fancy word for categorization, and your contact management app makes it easy to “group” people based on whatever criteria are most useful to you so you can send the right messages to the right people. You can use tags or groups to get really granular with your segmentation, making your messages more likely to resonate with their intended audience.

Automating Communication for Efficiency

Contact management apps often include automation features (or integrate with automation tools) that significantly cut down on the time required for routine communication. By setting up regular newsletters, market updates, and automated reminders for follow-ups or important dates, professionals can maintain a consistent presence in their clients’ inboxes without the need for constant manual input. This automation aids not only in efficiency but also in creating a systematic approach to client engagement.

Enhancing Relationship Management

Relationship management is at the core of the real estate industry. A contact management app plays a central role in tracking interactions, preferences, and transaction histories with each contact. Imagine being able to quickly retrace every interaction you’ve had with a specific contact – not only does this save time, but it demonstrates excellent customer service and attention to detail.

Integrating Social Media and Other Platforms

You’ve likely had business conversations on different social media platforms in addition to the more conventional business channels like email, phone, and Zoom. Contact management apps can integrate with social media to help you complete your contact profiles and stay in touch where your contacts would like to meet. This makes it easier to maintain brand consistency across channels and reach new potential customers where they’re already spending time.

Leveraging Data Analytics

Data analytics tools within contact management applications can provide vital insights into your contacts’ behavior and preferences. By analyzing interaction patterns, engagement rates, and other relevant metrics, you can refine your networking strategies and tailor your sales approach, leading to better outcomes and enhanced client satisfaction.

Collaboration and Sharing within Teams

For real estate teams, collaboration is often the key to success. Contact management apps serve as a secure platform for sharing contact details, meeting notes, and other critical information. Effective sharing capabilities ensure that all team members are on the same page, fostering a collaborative environment that can improve collective performance and client service quality.

Mobile Accessibility and Cloud Integration

You’re likely on the move during your work day, which makes mobile accessibility a must-have. Real-time access to updated contact information through mobile applications and cloud integration allows for seamless transitions between working environments. These capabilities ensure that data remains current and is available whenever and wherever it is needed, which is invaluable for client meetings and urgent communications.

Compliance and Data Security in Real Estate

With regulations like GDPR in place, compliance in the management of contact information is critical. Real estate professionals must prioritize data security and privacy, ensuring that their contact management systems adhere to legal standards. The right app will come equipped with features designed to protect client information and maintain privacy, giving both the professional and clients peace of mind. Additionally, compliance with data security standards can help real estate professionals avoid costly penalties and maintain their reputations.

Actively Expanding Your Real Estate Network

To actively grow a real estate network, professionals can use contact management apps to their full potential. Implement strategies like:

  1. Follow-up after networking events. After attending industry networking events, use your contact management app to immediately note down relevant contact details and personal insights about new connections. This aids in personalized follow-up communications.
  2. Send regular updates. Set reminders within the app to send out regular update messages or emails to your contacts. Keeping in touch helps to build a stronger relationship and keeps you at the forefront of their minds.
  3. Create referral incentives. Encourage your existing network to introduce you to new contacts by offering referral incentives within your messaging through the app.
  4. Use personalized communication. Leverage your contact management app’s data to send tailored messages and offers, showing that you value each connection uniquely.
  5. Try value-based sharing. Share valuable resources or information through the app to position yourself as a knowledgeable and helpful resource in the real estate space.