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How to Manage a Contact Database With a CRM

How to Manage a Contact Database With a CRM

One of the most critical components of property management is establishing open and clear lines of communication with your customers and contacts. In order to do this, it helps to have a software platform in place that gives you quick access to their contact information.

In this post, we’ll examine how you can use a contact database within a customer-relationship management tool to optimize how your property management business interacts with its customers and other important contacts.

What is a Customer Relationship Management (CRM) Technology?

Customer-relationship management (CRM) tools are defined as “a technology for managing all your company’s relationships and interactions with customers and potential customers.”

A CRM allows you to interact with your current customers and identify potential new ones. It also helps you interact with other, non-customer individuals you may be in touch with as well.

What is a Contact Database?

A contact database is a program that houses contact information for all the people you need to interact with as a property management company.  It is typically stored in a spreadsheet format in programs such as Microsoft Excel or Microsoft Access, but you can use multiple types of programs customized to your specific needs.

A property management company should consider including the following groups of people in its contact database:

  • Customers: This can include tenants living in the property (or properties) you manage, as well as the landlords that own the property you manage.
  • Contractors: This includes anyone you may need to contact to perform repair or maintenance on the property such as plumbers, construction workers, waste management professionals, landscapers, interiors decorators, and more. Pretty much any specialists you need to help you maintain the property should be listed here as well.
  • Realtors: Any real estate agents or brokers who may assist you in showing the property to potential customers can go here.

Your contact database should include any type of contact information you need, including cell phone numbers, work phone numbers, e-mail addresses, and physical addresses. You can also include the date of your last interaction with each person.

The advantage of having this information stored in a software program? You won’t have to worry about a physical database being damaged or lost.

How Should You Manage a Contact Database within your CRM?

You need to think strategically when managing your contact database within your CRM. This will ensure you get the most value out of it. Below are a few tips:

  • Your most important concern is keeping your customer data secure. If personally identifiable information is leaked or compromised, it could lead to a breach of trust between you and your customers or vendors.
  • You should partner with a CRM tool that makes it easy to update your contact database. Whenever one of your contacts changes their information, you’ll need to update it accordingly to ensure you’re still able to get in touch with them.
  • You should also practice segmentation when organizing your database. This is the notion of arranging your customer data in well-organized groups. For examples, store all customer data in one section of the database and all contractor database in a different one. This will make it easier to find when you have a specific need to contact someone.
  • Make sure to back up your contact database data. You still want to be able to access the database if anything should happen to your servers.

Creating and maintaining a contact database will prove incredibly value for you as a property manager. It puts all the contact information you need to manage your property successfully at the touch of your fingertips.

Key Takeaway

Using a contact database is essential to keeping your customer-relationship management organized and efficient. Using our CRM won’t cost you a thing. It is easy to use and will help you improve your sales and marketing processes.

PM Rocket Tools offers a comprehensive CRM solution known as Launch-Pad. We can work with you to create a customized CRM and contact database solution. For more information and to download our “Getting Started Guide to Using a CRM for Property Managers”!

Get Our Getting Started Guide to using a CRM for Property Managers

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