On this 266th episode of my Monday Morning Pep Talk, I’ll dive into the key components of building the ideal individual contact within your CRM. Last week, I shared insights about David Rockefeller’s legendary Rolodex and how he meticulously tracked his interactions with index cards. Today, I’ll modernize that approach by using AI to guide us on how to structure and optimize our CRM.
Specifically, I’ll walk you through the results of this prompt I posted in ChatGPT: "I am a top-producing real estate advisor, and I just committed to a CRM. I want to build it correctly from the outset. Please outline the most important aspects of an individual contact within the CRM. My goal is to authentically and consistently stay in touch with my Top 100 clients, engaging with them individually 7-10 times a year. Please use a bullet-point format for clarity." During this MMPT, I’ll share the powerful insights I uncovered through my conversations with ChatGPT and how they can transform the way you manage your relationships.
Before I jump into today’s call, I want to remind you of my professional purpose: to help you, the full-service, full-fee Advisor, optimize your productivity and become the best version of yourself. Why? Because “Happy Advisors Sell More Real Estate.” I do that by teaching you how to handle the challenges and opportunities you face every day. When you can effectively manage the situations that arise daily in your business, you’ll be more productive and live a life that reflects the best version of yourself. My ask is that you listen as if you’re in a one-on-one coaching session with me, either in my office or on a call.
Here are the results of my conversation using the prompt I stated in the opening paragraph. I will go line by line and give you my thoughts about each item that ChatGPT provided using my 17 years of using a database or CRM in all of the businesses I've built. I highly recommend following along with the podcast as most of my commentary is not be in the transcript that you’re reading here.
Here are the results:
Core Contact Information
- Full Name (First, Last, and preferred name/nickname)
- Job Title and Company
- Phone Number (personal and work)
- Email Address (personal and work)
- Mailing Address (for cards or gifts)
Relationship Details
- How You Know Them (context of your relationship or shared history)
- Important Dates (birthdays, anniversaries, milestone dates)
- Preferred Communication Method (email, phone, text, etc.)
- Personal Interests and Hobbies (sports, travel, books, etc.)
- Family Details(spouse, kids, pets – if relevant and appropriate)
Interaction Tracking
- Last Contact Date (when you last spoke, emailed, or met)
- Preferred Frequency of Contact (to ensure consistent touch points)
- Interaction Notes (summaries of past conversations or interactions)
- Upcoming Action Items (e.g., scheduled follow-ups, pending tasks)
Business-Specific Information
- Professional Goals or Needs (what are they working on or need help with?)
- Key Achievements (milestones they’ve reached in their business)
- How You Provide Value (your role in their success or support)
- Referral Potential (are they a potential source of referrals?)
CRM Automation and Workflow Details
- Tags or Categories (e.g., "Top 100," "Referral Partner," "Warm list/hotlist")
- Email Marketing Campaigns Assigned (e.g., newsletters, holiday greetings)
- Custom Reminders for Outreach (e.g., set reminders for quarterly check-ins)
- Segment or Group Membership (e.g., by industry, geography, or interest)
With this setup, you’ll be able to efficiently manage and nurture your relationships while ensuring consistent, meaningful engagement with your Top 100 clients.
As you build or refine your CRM (JSIR advisors, it's time to get serious about ReChat if you haven't already), let this blog post serve as your guide to creating meaningful, lasting relationships with your Top 100 clients and the other 4 categories we'll continue to discuss in future MMPT's. The key to success with a CRM lies in staying consistent, authentic, and intentional with your outreach. Remember, your CRM isn’t just a tool - it’s a reflection of how you value and nurture the people who support your business. Start today by implementing these strategies and watch how a well-built CRM can transform your ability to connect, engage, and grow.
Thank you, team. Now, let’s get to work.
