I am a new real estate agent in Toronto, Canada. Looking to set up my career in the right path to success.

One of the needed tool for is a good contact management solution to keep track of the contacs and leads follow-ups and many other things related to contacts.

My question is what software is good to use to accomplish this task, i have serched online and came across many. I want online contact management so i dont have to worry about loosing my data due to computer problems, In my search I came across few, just wanted get second opinion form the pros, any good recommendation, if not let me know what you use, and why.

http://highrisehq.com
http://www.topproducer.com/
http://www.ixactcontact.com/
http://www.easybroker.com/
http://www.opreie.com/ (not sure if it is contact management)

these are some I came across and possibly want to test out. Thanks for your input.

Try WiseAgent.com and RealtyJuggler.com too.

Also moresolds.com

I just signed up for Top Producer. I regret that I didn't sign up two years ago. I haven't played with juggler or ixact, but I love TP.

Big fan of Highrise and all their features.

I'm thinking about using a CRM soon.
Is listingbook can be used as CRM as well, or should I buy one of the CRM listed above?

I like the good old fashioned excel with reminders to call or mail!

Outlook with Business Contact Manager. Very robust and synchs with everything (smart phones etc)

I'm a fan of Busy Agent Pro. They are running a great deal, $997 for a lifetime membership. They have blogging, unlimited websites, live call in training and about anything else you can imagine.

How about Zoho CRM which comes with Google Apps . Planning to use the free version which comes for three users.

i have had top producer 2 times...first time i cancelled them, but a few years later, when i was expanding i gave them a second try...cancelled them again.....i've tested realty juggler, busy agent pro, xact, and anything else i could find to test. at one time, i had 3 or 4 different conatct management systems at once just so that i could run comparisons.

i wanted a system that could
grow regardless of how big i might get
be easy for new staff to use
be backed up by a third party in the event of some catastrophic event

i found a system!!!!

google. its simple, its free(cost is irrelevant, but i do pay due to the size of storage i use...like 20 bucks a year).

google contacts, set up groups as follow

active buyers (under eba)
active listings
contract buyers
contract listings
withdrawn listings (i dont have listings expire, i fire them or them me)
expired or withdrawn listings
seller leads (that were not previously listed)
dead seller lead
dead buyer lead
agent
contractor
lender
misc

if a seller lead becomes a client, it lets me simply change the group he is in. this lets me send out blast emails or get hold of that particular group very easily.

in the notes section on the contact sheet online, i keep a fomat like this.

19dec11...mailed john the bomb (that is what i call my package)...called his home line and got a voicemail

22dec11...talked to john,he did get package... he stated he would set up listing appt with my team, but would not entertain scheduling until after the 26th

....call and get appt for after the 26th

that is waht my note would look like in the contact and he would be in the expired lead group


we will call him john doe......i would then simply make a calendar event for john doe on the 27th and when that day came up, i would simply look him up and follow the "....call and get appt for after the 26th" portion i use a ... as the next action to occur and i date things when i do them

my calendar is set up as follows

yellow....lead
green...to do (not on a timeline, but something i want to take care of) example would be.....edit my presliting package
red...appointment...i book time off too...
brown....my admin to do list....must be done when it comes up
orange....listing agent to do
blue...listing agent appointment
aqua....buyer agent to do
purple....buyer agent appointment

now i can keep all of the contacdt information and whatnot in the contact portion....reference hwen i want to do it simply in the calenar

i also use google docs for all of the contract storage...inside of the file folder for the client file i have a listing activities/notes sheet...it outlines every activity that needs to be done....here is an example


Most important: if you have any questions, please ask.


***settlement time and place noted below
*date of ratification...
*date of settlement...
*time of settlement...
*place of settlement...

***splits with agents(write them below and the %)...
***name...
***name...
***name...

***property address...

***mailing address(if not same as property address)…

***seller name...
*mailing address…
*home number...
*work number...
*cell number...
*email...

***seller name...
*mailing address…
*home number...
*work number...
*cell number...
*email...

***listing agent name...
*cell...
*email...

***Alt Agent contact ***(please use as the primary contact)***
*cell...
*email...

***buyer agent name...
*cell...
*email...

***buyer name …

***buyer name…

***buyers bank name ...
*contact name...
*phone...
*email...

***title company name...
*contact name...
*phone...
*email...

***********Please add any other contacts for this file to this page (appraiser, contractor, inspector, etc…)

***job title and company…
*name…
*phone…
*email…




***job title and company…
*name…
*phone…
*email…

***job title and company…
*name…
*phone…
*email…



WRITE THE WORD "DONE" TO THE LEFT OF “***” WHEN THE ACTION IS COMPLETE

WRITE THE DATE AND TIME COMPLETED AND YOUR NAME TO THE RIGHT OF THE ” ... “




THE LISTING WAS JUST TAKEN*****Congrats! The following are the steps to get the listing live and keep the sellers happy until we get this home sold!


***make sure that EVERY SINGLE form or folder that is in the file has the property address in the name. Example “123 Newburg”...

***scan in all of the listing paperwork including the cma and any notes on paper from the appointment and label that “insert property address_listing paperwork_signed”…

***separate the disclosure documents (the notice to buyer and seller of buyers right and sellers obligations and every piece of contract behind that) and scan them in by themselves and label them “insert property address_disclosures” and put them in the “paperwork from listing agreement folder”…

***record each seller as an individual contact in gmail contacts using the client contact information sheet located in the “insert property address_listing paperwork_signed” document and don’t forget to add them to the correct group “1. active listing client”...

***email the seller the document labeled “property address_listing paperwork signed” in the paperwork from listing appointment folder…

***make a label in google mail for the property address and make sure that all incoming email for that property gets that label. For example if the address is “123 Short Street, rock, utah 56744” you would make the label in gmail “123 short”. If the property address was “456 Saint Stephens Lane”, you would name the label “456 Saint Stephens”...

***order signpost from ...sign post company name

***coordinate photography with the seller and photographer and make a note in the notes section at the bottom of the page regarding the time and date that the photos will be taken. The contact information for the photographer is below. He likes to correspond by email. Email him first and then tell the seller when he will show up at the property. Make sure they will be gone from the property for the photographs.
...insert photographer contact information




***now, we need to enter the listing into mls. Use the document named “to enter the listing into” to get the information to enter the listing (hint, it is easiest if you print document so that you have it in front of you)…

***set up the showing service...by going to document “Enter into showing service” located in the paperwork from listing appointment folder…


***email the listing representative and let them know that photos came in and need to be uploaded onto the mls...

***enter photos of the property. log back into the mls and go to “edit”. Select “add or update listing”. Click “search for listing”. Enter the “street number”. Enter the “street name”. Then click “search” in the upper right. Click the icon :-) Hold down the control key on the keyboard and right click the mouse to highlight all of the photos. Then click “open”. The system will now upload all of the photos....

***have listing representative check over mls and showing service and make sure everything is good to go make a to do event in the listing agents calendar as a reminder...

***put a to do event in the listing representatives calendar to make sure they add the location of the lock box to the showing instruction correct...

***print the appropriate checklist for the right county from the .pdf named “office checklist to turn in paperwork” that is located in the “a all forms_do not edit_print or download ONLY” and once that is filled out, scan it in and save it as “property address_office coversheet for listing” and send both “property address_office coversheet for listing” And
“property address_listing paperwork signed” to (insert office managers email address) …

***email the listing agent and remind them to upload the disclosures onto mls...


***email the seller and let them know that the property is now live on the market...


********ONLY PROCEED ONCE AN OFFER COMES IN******

***email the seller a copy of the offer as an attachment just as it came into us...

***call the seller and let them know that an offer has come in and will be reviewed and presented to them and schedule a time on the calendar for presentation of the offer...

***prepare a seller net sheet using the website xyz…

***only proceed once the property goes under contract and the listing agent states that it is time to move forward, make sure to ask the listing agent once we are at this point…

***go into google contacts and change the client from an “active listing” to a “contract listing client”...

***coordinate with the buyer agent the time and place for settlement, then email to all parties involved using the bcc field, make sure to tell them as a statement as opposed to a question (there is no perfect time for 8 people involved)…

***Send the seller the document "final walk through instructions"…

***remind the listing agent to remove the lock box from the property on the way to settlement...

***after settlement, call signpost companyand order the signpost to be taken down...

***have the listing agent process the hud and all paperwork involved with the sale…

***put a reminder in the calendar as a to do one week out to remind that the check should be in by now...

***log onto mls and move the status to sold and input the other agents information along with the sales numbers...

***go into google contacts and change the client from the “contract listing client” to a “closed seller client” and record the clients new mailing address...

***go into google mail and remove the forwarding feature for the clients email...

***delete the photos from the file and move the file to the settled transactions folder...


************************************************************************MAKE ALL NOTES BELOW




there is a form for everything i have to do with detailed insteructions....i even have a form that gives all of the accounts that i use and login information......i dont have to repreat myself, just have to point them to the right form.

this system is so simple that a caveman could do it

i am projecting 125 listings taken for 2012 and this is the exact system that i will be using....it allows me to oversee everything tha happens, check to make sure that files are updated....all team members are able to see wehre everyone else is at as we have a shared google calendar...we can book appts for eachother!

i now have another layer added, i dont go into my email or answer my phone...my team contacts me through my private email or phone....that way, i can have the time to bring in business in the manner that will serve us all best...

simple, free (almost) and it is scaleable...if you want to add or remove someone, its pretty easy....

spanning backups backs up yoru google docs, contacts and calendar....

this is the best system that i have found and i have tried and tested anything that i could get my hands on.....you can see, i have had a few "waht is the best crm" threads that i have started if you do a search....

this was my answer...

most systems were eitehr missing something big that i liked or were to complex...

top producer could not be accessed through andriod and it was so multilayered, just figuring out how to use it was complicated. how can i train a new admin to use that? same with bueyr agnet and listing agnet....

let us know what you end up using

oh, google docs is so cool that 3 people can be working on the same doc at one time and you can see their cursor moving with their name above it...all in real time...nothing else that i know of lets you collaborate like that

the calendar has one rule....get done everything that you have on there an move it forward if you dont get it done so that you can do it tomorrow.....simple...i just make sure everything is cleared off at the end of the day and i know somoene touched it and it is done. that is better than 50 million reminders on top producer that you cant even look at until they pop up, or you have to go to some crazy screen that is 4 screens deep.