Episode 303: How to Track and Organize Real Estate Leads
Wondering how to track and organize real estate leads without getting overwhelmed? In this episode, Katy and Alissa break down the real-world methods they’ve used to manage leads throughout their careers—from scratch paper and phone notes to digital boards and email lists. Whether you’re a new agent or a seasoned pro looking for a better system, this episode is your no-fuss guide to lead organization.
From Paper Notes to Digital Systems
Alissa starts with a throwback to 2011, when she managed leads using her phone’s notes app. Her system was simple: A for active, pre-approved buyers; B for interested leads doing homework; C for ghosters; and D for long-term prospects. This method gave her visibility into her pipeline and clarity on who to follow up with.
Eventually, Alissa transitioned to Trello, creating visual boards to sort leads. This allowed her to drag and drop clients between categories, keeping her organized and consistent.
Katy’s Weekly One-Pager
Katy shares her early-career solution: a single paper sheet summarizing her entire business. It included sections for buyers, sellers, listings, and pendings. By visually mapping her week, she could clearly see who was a lead and who was transacting. It was a low-tech but effective way to stay organized and focused.
Lead Tracking vs. Database vs. Email List
It’s crucial to separate your email list, prospect list, and database. Katy and Alissa stress that not every contact belongs in your database. Ask yourself:
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Do I know them?
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Do I like them?
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Am I comfortable contacting them regularly?
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Do I have their address?
If the answer is no, they go on the prospect list—not the database. The email list is your biggest bucket—everyone with an email address goes here. This includes open house guests, cold leads, or club members. The prospect list includes people who may work with you soon. The database is for those you have a relationship with and actively market to.
Systems That Work (If You Use Them)
The best lead tracking system is the one you’ll actually use. Trello, spreadsheets, one-pagers, or buyer/seller lead sheets—use what fits your workflow. The goal is to get leads out of your head and into a system.
Alissa uses buyer lead sheets to prep for calls and keeps Trello open on her desktop for easy access. Katy prefers folders with physical sheets and updates her leads weekly. This regular review keeps their pipelines active and prevents lost opportunities.
Emailing for Long-Term Value
Alissa uses Mailchimp for email campaigns and keeps it casual—no fancy templates, just plain-text messages with value, like rate updates or service discounts. This builds trust and keeps her top of mind without overwhelming her leads.
Your email service provider should have unsubscribe links to stay compliant. Katy recommends keeping a CSV spreadsheet for your email list if you’re not ready to commit to a platform.
BYOB is Coming Back
Katy and Alissa also teased the return of their Build Your Own Business (BYOB) course this fall. They’ll be teaching it live, making it a great time to clean up your database and prep for holiday outreach. Join the waitlist at hustlehumblypodcast.com/byob.
Final Takeaways
If you’re still wondering how to track and organize real estate leads, remember: it doesn’t have to be perfect—just consistent. Use a system you can maintain, check it regularly, and be intentional about which bucket each contact belongs in. Don’t let great leads fall through the cracks.
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