What are the basic steps in database management?

Database Management

Part A: Streamlining

1. You’ve taken an important first step by signing up for BrokerBullpen. We’ll give you the tools you need to set up your database and the support you need to manage it.

2. The next step: CLEAN UP. Whether you have an electronic file or old-fashioned card file, first purge the dead weight and whittle your contacts down to a manageable size. The Bullpen allows you to upload 500 contacts to start. Most people have a much larger list but when you really look closely, there are usually under 500 contacts that pass the “know ya test.” Consider your current list just that – a list. Make a copy for future reference, but for now focus on the contacts who know who you are. This is the list you will be able to grow most immediately and effectively.

3. Set a deadline. Tell yourself “do it now and get it done within three days.” You can set the time (no more than a few days) but whatever you choose, stick to it. Now divide your list into people who know you and people who don’t. How do you define this? The test is simple. If you call and say, hello, this is Joe from JR Commercial, will they know who you are? While streamlining is always difficult at first, if you do it correctly, it becomes easier to maintain. Plus, you’ll see results that mean a better bottom line for your business. Put people who don’t know you on a separate list and make a note to cultivate those relationships later. You can compare this process to, say, cleaning out your basement or attic and finally tracking down your Babe Ruth rookie card. Now that’s a payoff worth finding! Your contacts are just like that. Consider them hidden treasures you have to find with a little bit of work.

4. The fourth step is the one that separates the men from the boys as they say, or in this case, those who are successful versus those who remain only hopeful. This step involves uploading your database to Bullpen’s state of the art CRM. This is the step that starts making you money because it will enable you to focus your marketing efforts effectively to your entire database. Using the Bullpen CRM will allow you to remain in front of the contacts you have not had time to call or see on a regular basis. At any given time, this could be as much as 80 percent of your database.

What are the basic steps in database management?

Part B: Organizing

Now that you have a database that’s been streamlined to a manageable size, it’s time to organize and systematize. BrokerBullpen’s CRM is capable of holding all the important information and details that enable you to connect to people, quite literally, with the click of a button. It allows you to search for those contacts you wish to target, enables you to grow your business and promote Top of Mind Awareness among your contacts.

Bullpen has divided a commercial broker’s contacts into three main categories: owners, tenants, and referral partners.

The content of Bullpen’s marketing pieces is targeted to appeal to these three distinct types of contacts. Because these documents are focused specifically on the needs and interests of the particular groups, they are extremely informative and effective.

Bullpen’s CRM will help you to organize your contacts into much more detailed sub-categories. This allows you to target-market them with properties and news specific to their industry or vocation. It also gives you a way to hone in on your contacts’ personal interests, whether it is providing them with schedules of their favorite sports teams, community activities, or information on how to better run their properties.

These three categories are also further broken down within the CRM for our brokers to easily track what types of buildings owners own, what types of businesses tenants operate, and what type of information would interest their referral sources. The CRM gives you the power to add sub-categories that will allow you to group your contacts by specific sectors.

All of this requires some work upfront, but once you master your existing database, every time you make a new contact or speak with an existing one, all you will need to do is review, categorize and add. The next time you need a door to be opened, a quick CRM search will yield the people most likely to help.