Database Revisit — Clean It Up and Make It Work
It’s time for a database revisit! In this episode of Hustle Humbly, Katy and Alissa return to one of the most essential real estate topics: your database. Originally covered in Episode 9, the database conversation remains one of the most downloaded episodes of the show—and for good reason. A well-maintained database is the foundation of a thriving referral-based business. If it’s been a while since you reviewed your list, this episode will walk you through how to clean it up, make it more effective, and use it in a way that feels authentic.
Why Your Database Deserves a Revisit
Your database should be more than a list of names. It’s your business’s most valuable asset. In fact, it’s the only thing you can truly sell when you’re ready to exit the business. If you’ve been collecting contacts for years without reviewing or organizing them, a real estate database checkup is long overdue. As Alyssa discovered, having 500+ contacts was unmanageable and ineffective. Trimming it down to a more intentional list of 180 active contacts helped her focus her energy and time.
Who Should Stay and Who Should Go?
Not everyone needs to stay in your main database. Some contacts are perfect for a holiday card list, while others belong in a separate “Christmas card only” section. If a client moved out of state, hasn’t responded in years, or you didn’t enjoy working with them, it’s okay to let them go. Focus on people you know, like, and feel comfortable staying in touch with. Use clear criteria to decide who makes the cut and clean up that list.
Prospects vs. Database Members
There’s a difference between a lead, a prospect, and a database contact. Leads and prospects may not be ready to work with you yet. Unless you’ve built a real relationship and collected their mailing address, they shouldn’t live in your core database. That space is reserved for people you have an actual connection with—those you’re comfortable contacting and who could realistically refer you.
Streamline with Social Media
Alissa added a “social media” column to her database and started checking which clients she’s connected with on Facebook. This small change helped her re-engage with past clients and boosted her visibility. By commenting and liking their posts, she reminded them she’s active, present, and still their go-to real estate pro. It’s a great way to deepen relationships without being salesy.
Systems for Clean Data
Using a simple Excel spreadsheet can be just as effective as any CRM if it’s used consistently. In fact, Katy and Alissa both prefer this over complicated CRMs. They keep their database updated, segmented, and easy to work with—especially when it’s time to send thank-you notes, holiday cards, or magnets. Tools like Facebook friend lists and tagging by zip code or referral source can make your communication even more strategic.
Asking for Referrals the Right Way
Feeling nervous about asking for referrals? The key is to make it part of a genuine conversation. Instead of a sales pitch, offer value. Mention current market trends, inventory shortages, or buyer needs, then ask, “If you know anyone thinking about moving, I’d love to help.” A database revisit also gives you the perfect opportunity to reconnect with clients by simply checking in. A personal message or text can go a long way.
Don’t Overthink It—Just Start
The best way to manage your database is to just get started. Choose one section at a time: your phone contacts, social media friends, or email list. Remove outdated info, confirm addresses, and reconnect. You don’t need to do it all at once. Break it down, and you’ll make progress without overwhelm. Remember, it’s not about perfection—it’s about showing up and staying consistent.
Resources Mentioned:
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Free Download: Simple Database Spreadsheet
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Trello Training Video: Search “Hustle Humbly Trello” on YouTube
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Related Episodes:
Final Thoughts:
This database revisit episode is your reminder that thoughtful, regular outreach is what builds a strong business. Your database should reflect your values, your relationships, and the kind of business you want to build. Keep it clean, keep it simple, and most of all—keep it personal.
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Remember you can grab our database template at hustlehumblypodcast.com/database.
