Best Practices for Contact Management

Why Data Quality Matters

A clean, accurate contact database is essential for:

• Effective communication
• Reliable reports
• Efficient workflows
• Team trust in the system

Required Fields Strategy

Minimum required:

• First name
• Last name
• Email

Highly recommended:

• Phone number
• City/Location
• Lead source
• Status

Nice to have:

• Company
• Role
• Address
• Preferred communication

Data Hygiene Routine

Daily:

• Check new contacts for completeness
• Update status after important interactions
• Add notes after conversations

Weekly:

• Run duplicate detection
• Review and merge duplicates
• Update tags for huidige status
• Complete missing information

Monthly:

• Archive inactive contacts (Lost/Won)
• Review custom fields usage
• Clean up unused tags
• Export database backup

Tag Categories System

Organize tags into logical categories:

1. Status Tags (Priority/Temperature):

• Hot Lead
• Warm Lead
• Cold Lead
• VIP Client

2. Source Tags (Where contact came from):

• Website
• Referral
• Open House
• Social Media
• Newsletter

3. Property Interest Tags:

• Luxury Buyer
• First-time Buyer
• Investor
• Beach Property
• City Center

4. Action Tags (Follow-up):

• Needs Follow-up
• Viewing Scheduled
• Waiting for Documents
• Offer Submitted

5. Engagement Tags:

• Newsletter Subscriber
• Event Attendee
• Webinar Participant

Naming Conventions

• Use consistent naming (Title Case)
• Keep tags short (max 3 words)
• Avoid synonyms ('Hot Lead' niet 'Urgent Lead')
• Use colors for categories

Standard Follow-up Process

New Lead (Day 1):

1. Email confirmation within 1 hour
2. Add to CRM with source tag
3. Qualify: Hot/Warm/Cold
4. Schedule follow-up call (24-48 hours)

Hot Lead (Day 2-3):

1. Call for qualification conversation
2. Add detailed notes
3. Propose AI property matching
4. Schedule viewing within 1 week

Warm Lead (Week 1-2):

1. Send relevant properties weekly
2. Check-in call every 2 weeks
3. Stay in touch via newsletter
4. Monitor engagement (email opens)

Post-viewing:

1. Thank you email within 2 hours
2. Request feedback
3. Propose additional properties
4. Plan next steps

Template Usage

• Welcome email: New leads
• Property showcase: Matched properties
• Viewing confirmation: Appointment confirmation
• Follow-up: After viewing/conversation
• Check-in: Periodic updates