You don’t need to be a seasoned real estate agent to see how important an organized, robust network is to success. It’s why JohnHart Real Estate prioritizes efficient contact management. We’ve not only made it easier for our agents to collect, organize, and optimize their contacts as part of our customized real estate CRM, but we’ve also created a system that instinctively points our agents to the most promising opportunities. Through intuitive yet comprehensive organization, our agents more quickly and easily demonstrate to their clients that they are their only option, appearing right where their clients need them, when they need them. Without the right CRM, contact management can take hours, maybe even days. With our CRM, it takes seconds.
More Than the Standard Real Estate CRM
Of course, we give agents the usual tools to quickly clean up their contacts, like our merge feature, which combines duplicate contacts into a single contact, or the delete feature, which eliminates junk contacts. But these are pretty standard for any real estate CRM. The beauty of JohnHart Real Estate having its own tailored and ever-evolving CRM is the ability to pivot on a dime to our agents’ needs. And we’ve poured a lot of effort into making contact management simpler, speedier, and, most importantly, more effective for building your business.
When developing our custom real estate CRM, we directly consult with our agents to determine the features that will help them scale their business more quickly and efficiently. And while we have a full dev team focused on the constant improvement of our CRM, it’s valuable input from our agents that continues to bring such effectiveness to each new development.
Ultimately, we wanted a pliable real estate CRM that could help not just establish but maintain close connections between our agents and their networks. It’s why we designed our CRM to intelligently track the status of a client, reviewing recent communications and behavior, and summarizing notes on these interactions in the most convenient and concise way. Agents can use our CRM to set task reminders, schedule appointments, and take the guesswork out of when and who to call.
Details That Bring a Human Element
The human element is integral to a successful real estate experience, especially in a world rapidly adapting to AI. Agents need to offer their clients value that they can’t find with a quick AI prompt. It’s yet another reason why relationships matter in real estate. To that point, we’ve outfitted our custom real estate CRM with fields where agents can quickly input details about their contacts, so a meaningful reason to connect is never too far off.
Besides the standard details, like email address, phone number, and home address, agents can add insightful information like birthdays, children’s birthdays, purchase anniversaries, professions, hobbies, social links, and even quickly set up contacts to receive automatic listing alerts and/or CMAs tailored to their interests and locations.
Our real estate CRM even provides an area to upload illuminating notes, such as text messages, emails, and voice notes. It’s immensely helpful in framing a conversational hook. All of these details serve to open the door to conversations with real value. Consider it connection with purpose.
Tagging for Targeted Efforts
JohnHart encourages our agents to structure their network to their needs with our tagging tool. Our real estate CRM has a variety of pre-established tagging categories to help our new agents hit the ground running. For example, agents can segment their networks using system-provided tags like “past client”, “buyer”, “seller”, “family friend”, etc. Once contacts are added to these categories, an agent can send email blasts in moments instead of painstakingly sending out emails to individual contacts. Tags can also be used to exclude segmented parties, such as “exterior agents”, which comes in handy with off-market properties, another benefit you won’t find at many brokerages outside of JohnHart.
Agents can even create their own custom tags for a more personalized experience. Want a custom tag for people you know from the historical society where you volunteer? Or perhaps a segmented list of people from your gym? Our CRM can accommodate. Contacts can also be funneled into multiple tags, so feel free to tag liberally!
Using Tags and Filters to Establish the Ultimate Prospecting List
When it comes to prospecting, the hardest hill to get over is simply getting started. Fortunately, tags can also be used to efficiently create a prospecting list that prioritizes reconnection with your database. Like tags, you can create your own filters to streamline searches, or use one of our CRM’s preset filters such as “Last Prospected.” Simply add your preferred date range, and the results will populate in a clear list that keeps you moving through your morning.
Filters can also be utilized to highlight contacts that are missing crucial details. Need to quickly figure out which contacts are missing purchase anniversaries? Or which are missing a complete physical address? Maybe you just want to bring up last night’s baseball game to your sports fans. A filter can produce all of your tagged sports fans in seconds. No matter what you need, there’s a filter for it. By applying filters, you can further refine your prospecting approach, instantly create a follow-up list for missing information, and better organize your day for maximum efficiency.
Tagging Tip: The Three-Tiered Approach to Contact Management
We recommend our agents take a tiered approach to contact management, funneling their contacts into one of three tags:
- A-List: Anyone whose call gets answered immediately.
- B-List: Past clients and acquaintances – connect about once a month.
- C-List: Lighter touch contacts – connect quarterly or semi-annually.
That being said, JohnHart’s agents are free to organize and customize their network as best fits their business approach.
Building Community by Promoting Contacts to Professionals
An agent’s network is often saturated with members of their immediate community. And how many of them are business owners who rely on the patronage of that community? One of JohnHart’s most effective tools is our “I Trust Them” page, a dedicated page built into each agent’s website, allowing them to hyperlink to their favorite local businesses, vendors, and establishments.
The “I Trust Them” page builds SEO and AEO alike by connecting dots to an agent’s community, increasing their likelihood of that all-important recommendation from the leading AI and search engines. But it also creates an impactful, value-driven avenue to community connection by allowing an agent to contribute to a favored business’s success. It’s no surprise that many of these business owners reciprocate with referrals and reviews of our agents.
Tasks That Make Connection Intuitive
We don’t expect our agents to keep tabs on birthdays and home anniversaries; not when our real estate CRM can keep on top of that for them. By creating tasks for birthdays, purchase anniversaries, equity reviews, check-ins, and the like, agents get notified when to reach out. And when an agent never misses an event or a milestone, their clients notice.
As we mentioned earlier, we’ve also made it easy for our agents to use state-of-the-art automation to set contacts up for regular listing alerts. Once a contact is set up to receive listing alerts, the notifications will send automatically. Not only does this give potential clients a valuable and consistent means of staying informed about the market, but it also drives more traffic to our agents’ individual websites. This boosts their SEO and digital reputation simultaneously, making them more likely to be recommended by AI platforms and search engines alike.
The more information you provide to our CRM, the better your results. And once you get started, the system works with a rare synergy that makes your next move fall into place. In this way, we’ve created a real estate CRM that provides clarity and a strategic path forward for impactful connections and campaigns that drive business.
How Completed Contacts Optimize the Tools in Our Real Estate CRM
Ensuring full information for each contact is also crucial to getting the most out of JohnHart’s most innovative tools, which are conveniently built directly into our CRM. For example, our Inventory Identifier tool doesn’t wait for an opportunity to knock. It instead uses data, such as purchase anniversaries, listing alerts, and activity within a neighborhood, to steer your efforts, highlighting the connections with the highest potential to sell. Then, there’s our Buyer Match-Seller Match tool, which crawls our entire collective JohnHart database to flag the best matches for buyers and sellers. Agents can wake up each morning to a new set of flagged contacts – but complete contact information plays a huge role in the effectiveness.
Use filters to complete any missing information for your contacts, opening the door for automatic value drivers like:
- Market Updates – detailed breakdowns of specific markets to address client questions
- Listing Alerts – the latest listings to hit the market in a convenient email
- CMAs – hyperlocal comparative market analyses
- Off-Market Opportunities – listings that aren’t traditionally listed on the MLS (a JohnHart specialty)
Using Automatic Groups to Ensure Contacts Are Complete
Filters aren’t the only way to sort through your contacts to find missing information. By using our groups tool, our agents can instantly identify which contacts need completion. Pre-set groups highlight missing data points, such as:
- Missing Listing Alerts
- Missing Property Addresses
- Clients with No Activity in 30 Days
- Clients Without CMAs
When an agent supplies the missing information, the group automatically updates as well, so they don’t need to take any further action. Say an agent signs up a client to receive automatic listing alerts. This action will remove this contact from the Missing Listing Alerts group, saving the agent from needless work.
Connecting with Other Agents
As soon as we had contact management down to a science, we recognized another opportunity: connecting our hundreds of agents. JohnHart encourages its agents to collaborate and learn from their peers, and we’ve created tools that directly reward this approach. One of our most popular features involves agents using our real estate CRM to put open house hours up for grabs to other agents in our network. Have multiple open houses at the same time? You can’t be everywhere at once, but you can use our CRM to find an agent to help out.
We even provide agents with QR codes that can be scanned at the open house. Guests input their information, and it automatically transfers to our agent’s network. No extra work. Just a new, interested contact in your database.
We’ve also created a “Compete” feature that allows our agents to challenge one another in a variety of activities, such as sending out CMAs or listing alerts, closings, escrows, etc. Friendly competition not only keeps things interesting, but gives our agents the chance to learn new strategies while pushing themselves to new heights.
Ensuring an Agent’s Efforts Pay Off
None of this would matter if we couldn’t give a discerning analysis of our agents’ results. It’s imperative to know when your efforts are paying off, so we’ve designed our real estate CRM to provide the most insightful optics into the way your contacts engage with your emails and custom website. This isn’t just about analytics. It’s about guiding and refining strategy. Agents can track their metrics with our CRM, then use the data to get advice from our custom AI coach, Jane, to determine the path forward with the most potential. We’re committed to helping our agents do more, and part of that is ensuring that they always hit their mark.
A Custom Real Estate CRM Makes All the Difference
Streamlining contact management with our custom real estate CRM is one of the most powerful ways that agents save time and focus their efforts at JohnHart Real Estate. And we’re always evolving our CRM to keep pace with the latest technological advances while continuing to meet our agents’ developing needs. What would your real estate business look like if your contact management was this intuitive? If you think meaningful connections with clients, automatic touchpoints, and a quicker, more efficient means of cleaning contacts would take your business to the next level, then visit us at JoinJohnHart.com today.
With a brand that says as much as JohnHart’s, Senior Copywriter Seth Styles never finds himself at a loss for words. Responsible for maintaining the voice of the company, he spends each day drafting marketing materials, blogs, bios, and agent resources that speak from the company’s collective mind and Hart… errr, heart.
Having spent over a decade in creative roles across a variety of industries, Seth brings with him vast experience in SEO practices, digital marketing, and all manner of professional writing with particular strength in blogging, content creation, and brand building. Gratitude, passion, and sincerity remain core tenets of his unwavering work ethic. The landscape of the industry changes daily, paralleling JohnHart’s efforts to {re}define real estate, but Seth works to maintain the company’s consistent message while offering both agents and clients a new echelon of service.
When not preserving the JohnHart essence in stirring copy, Seth puts his efforts into writing and illustrating an ongoing series entitled The Death of Romance. In addition, he adores spending quality time with his girlfriend and Romeo (his long-haired chihuahua mix), watching ‘70s and ‘80s horror movies, and reading (with a particular penchant for Victorian horror novels and authors Yukio Mishima and Bret Easton Ellis). He also occasionally records music as the vocalist and songwriter for his glam rock band, Peppermint Pumpkin.
