How to organize your data (basic)?

In order to be efficient and increase productivity, it’s important that your data be well organized and your whole team be aligned with your company process.

RealEstateCRM.io allows you to easily organize your data and make sure your organization adopts high standards. Our solutions were developed for real estate professionals and integrate the highest industry standards in terms of process.

Why must you organize your data?

  • Find the right information
  • Engage with your customers and prospects the right way
  • Segment your customers based on their activity level (engagement) and relationship
  • Follow up with your contacts the right way
  • Adopt standard that will make you and your team more productive and aligned

Through this guide, we will cover the main aspects to organise your data with RealEstateCRM.io. If you want to go further, we invite you to read the guides related to the usage of each module which will go deeper into the options. For example, the usage of tags in contacts to segment your clients and create contact lists. Transaction type and purpose in opportunity and deal, or how to properly set customer’s criteria to take advantage of listings matching…

How to organize your data?

USE THE STATUS

Status is the basic field to define the current status of a record. It’s particularly useful for follow-up. You don’t communicate the same for highly “hot or VIP” contacts as you do for a new or with no previous relationship contact.

STATUS GLOSSARY
LEADS CONTACTS
  1. NEW
     Lead was just generated
  2. CONTACTED
    Lead was contacted (email/call/…)
  3. CONTACT IN FUTURE
     need to reach again the lead, ideally, combine that with a task
  4. NOT CONTACTED
    Lead cannot be reached or not contacted yet
  5. PRE-QUALIFIED
    The lead was already pre-qualified (ex by customer support) so when assigned the newly assigned user will not ask the same questions..
  6. CONVERTED
    The Lead was converted to a contact, opportunity or deal
  7. LOST LEAD
    The lead was lost. (no more interested in your product or service)
  8. JUNK LEAD
    This is a SPAM or a Lead that is not relevant
  1. NEW
    This contact is new (not contacted)
  2. ACTIVE
    You are inactive relation with this person (proposals, discussions, qualifications)
  3. COOL
    Cool relation, try to reactive the relation from time to time
  4. HOT
    Very active contact, for example in negotiation, keep close follow up
  5. VIP
    VIP Contacts, the person you want you and your team to have a special care of.
  6. TRASH
    Not relevant anymore, keep it in the trash if you have the option to try to reactive in the future if you don’t want to delete it.

OTHER MODULES WITH STATUS FIELDS

TASKS CALLS TICKETS
  • New
  • In progress
  • On Hold
  • Completed
  • Success
  • Failed
  • New
  • In progress
  • Wait for respect
  • Closed

PIPELINES AND STAGES

Pipelines and stages are an efficient way to organize your sales cycle and improve your closing rates and customer satisfaction rates by ensuring the right actions are performed at the right moment.

PIPELINE

For the Opportunity and Deal module, you have access to the pipelines.  The pipeline allows you to efficiently and visually overview your transactions by stages. 

As you and your team may be involved in different kinds of transactions that involve different stages with a shorter or longer sales cycle (ie: sales, rentals, property management…).

By default you have few pipelines available, then according to your subscription plan you may have the ability to customize based on your company needs.

 

QUICK REMINDER: When to use Opportunity and Deal?
Opportunities are more relevant for real estate or for transactions that involve a longer sale cycle since before closing the deal you may have to qualify the prospects, send listings matching his criteria, organize visits…

Deals can be created from a closed-won opportunity or straight away. This is for instance if the transaction involves a shorter sales cycle or the client already made a decision and doesn’t hesitate between several options.

DEFAULT PIPELINES (available for all plans)

Opportunities Pipelines Deals Pipeline
  • Real Estate
    This pipeline can be used for opportunities related to real estate (sales and rentals) which involve visits…
  • Services
    This pipeline is more relevant for opportunities related to services that involve fewer steps.
  • General
    This is the default pipeline represent a standard sales cycle
  • Services
    This pipeline is more relevant if the transaction is for a service (ex: property management, marketing…)
  • Real estate Sales
    This pipeline represents a typical sales process for a property already built and ready to transfer
  • Lease / Rentals
    This pipeline is relevant for Lease/rentals transactions
  • Off Plan
    This pipeline can be used if you are selling a new project/off-plan/non completed unit.
STAGES

Stages represent the current stages of an opportunity or deal. 

The stages are related to a pipeline as for example a rentals deal may not involve a “Mortgage” or “Transfer” stage.

OPPORTUNITIES STAGES DEAL STAGES
  • QUALIFICATION
    The phase of qualification of the opportunity with the definition of criteria (budget, bedrooms, location…)
  • PROPOSALS
    Send proposals to a client based on the criteria. If it’s a real estate related opportunity take advantages of our powerful opportunity-listing matching (refer to the guide)
  • VISITS
    This stage is relevant if you have visited or scheduled visits.
  • NEGOTIATION
    This involves negotiation following your visits or proposal (adapted for real estate opportunities)
  • OFFER
    The client made an offer!
  • CLOSED WON
    This is the goal, congratulations, you can now convert to a deal, to finalize the transaction!
  • CLOSED LOST
    Sorry for you, but try to learn why by filling in the reason why so you can be better next time!
  • QUALIFICATION
    The phase of qualification in case you didn’t create from opportunity. Definition of criteria/compilation of data.
  • PROPOSAL
    Send a proposal to the client 
  • NEGOTIATION
    This involves negotiation following the proposal 
  • CONSENT
    The client accepts the proposal
  • AGREEMENT

Let’s draft and sign the agreement!

  • MORTGAGE*
    This is a relevant stage for real estate sales deals that involve a Loan or Mortgage from the bank. (ex the obtention of a mortgage/loan is a condition to close the deal)
  • INSPECTION*

This stage is relevant if an inspection must be done. This often applied if as part of the deal some conditions were stipulated.

  • TRANSFER*
    This stage depends on the transaction type, it involves the transfer of the ownership/property rights. For instance, the deal can be considered as won only when the rights are transferred to the client. 
  • CLOSED WON
    This is the goal, congratulations, you closed the deal!
  • CLOSED LOST
    Sorry for you, but try to learn why by filling in the reason why you lost so you can be better next time!

*According to your subscription plan you may be able to add more stages and customize your pipelines.

To go further in the organization of data

Tags: you can set tags in your leads and contacts which is an excellent way to be able to find data later and segment.

List of contacts: This feature is described here, but to summarize you can create a list of contacts so then you can send emails or find them in one click. The list of contacts can be created manually or automatically based on the search criteria you defined, so your list will grow automatically.

ADVANCED PLANS AND USERS

AUTOMATION

If your subscription plan allows you to access the “Automation” module you may want to implement some automation tasks which will be performed automatically

 For example: 

  • Update a “contact|lead” based on certain behavior
  • Send an automatic email based on a status
  • Reassign Leads to user or group based on a status

CUSTOMIZE STATUS AND WORKFLOW

*For most advanced subscription plans, it’s possible to customize the status, contact your account manager if you are interested to upgrade.

If you need any help or have suggestions feel free to submit feedback.

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