What’s a Database and How Do I Work It?

In this episode, we break down what’s a database and how do I work it to help real estate agents effectively manage and grow their businesses. Many agents neglect their database, missing out on referrals and repeat business. Whether you’re a new agent or an experienced professional, having a well-organized database is essential for maintaining client relationships, increasing referrals, and staying top of mind.

Why Every Agent Needs a Database

A database is a centralized list of past clients, leads, and contacts that helps realtors stay connected with their network. Without a system, agents lose touch with valuable contacts, making it harder to generate repeat business. The best database is the one you actually use—whether it’s a CRM, an Excel spreadsheet, or another system that fits your workflow. The key is to ensure all contacts are stored in one place and updated regularly.

Setting Up Your Database

For new agents, the best place to start is compiling a list of family, friends, and past colleagues—anyone who might refer you business. A simple Excel spreadsheet can serve as your database. Columns should include:

• First and last name
• Address, city, state, and zip code
• Email and phone number
• Source (how you know them)
• Last contact date and method

Keeping records of past interactions helps maintain a personal touch, making follow-ups more natural and effective.

How to Work Your Database

Once your database is in place, the next step is actively engaging with your contacts. Many agents struggle because they don’t know how often or in what way to reach out.

Instead of overwhelming your contacts with constant communication, focus on meaningful interactions every few months. Use a variety of methods, including:

• Text messages to check in or congratulate them on life events.
• Emails with valuable content, such as market updates.
• Social media engagement by commenting on posts or sending direct messages.
• Handwritten notes for birthdays, home anniversaries, or thank-yous.
• Phone calls for a personal touch.

By rotating through different contact methods, you maintain relationships without being overly aggressive.

Keeping Your Database Updated

Agents often collect hundreds of names but fail to clean their database regularly. If someone is no longer a good fit—such as a past client who was difficult to work with—it’s okay to remove them.

Additionally, people change phone numbers, emails, and even locations. A simple way to check for updated contact information is by sending two major mailers per year (such as holiday cards or market updates). If a mailer is returned, it’s a prompt to follow up and confirm details.

The Power of Referrals

A well-maintained database is the key to a referral-based business. According to the National Association of Realtors, 39% of sellers found their agent through a referral, yet only 24% actually used the same agent again. This gap exists because agents fail to stay in touch.

If you want to grow your business through referrals, your database must be actively worked. Reaching out to just 100 people in your database regularly can create an exponential network of potential clients.

Final Thoughts

Understanding what’s a database and how do I work it is essential for real estate success. A well-managed database helps agents build relationships, increase referrals, and stay top of mind. Whether using an Excel spreadsheet or a CRM, the most important step is consistent, meaningful communication.

For a free database template to help you get started, visit hustlehumblypodcast.com/database. Stay connected, stay organized, and watch your business grow!