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6 times you knew you needed a better CRM but ignored the signs

Jun 15, 2017

Image credit: MusicOomph.comWhen it comes to the systems we use regularly, we may see the signs that we need to upgrade or change our ways, but we often ignore them. Because let’s face it, it’s easier to keep doing what we’re doing.

This is especially true for CRM systems and the processes you use to run your brokerage.

But taking the time to review the technology you have in place can save you time in the long run. Here are the telltale signs that it’s time for a change. Don’t ignore them!

1. You can't find that new contact's phone number.

The perfect opportunity has come up for your client and you have to tell them right away. Unfortunately, you cannot seem to find their contact information because it's buried in an email somewhere. You meant to put it in your CRM, but you didn't. If you had a good system with mobile access, you wouldn't have this problem. 

 2. You forget what your client said.

When you are juggling multiple clients at the same time it can be hard to remember every detail every person said. This is where communication notes play a key role. If you are not documenting them in a CRM, it’s time to upgrade to one that will keep you from dropping the ball.

3. You're missing opportunities to connect with clients.

Keeping in touch with your clients is the key to being the one they do business with. However, you need reasons to reach out besides business. This is where anniversaries, birthdays, kid’s birthdays, etc. come in handy. Having a CRM that can organize these things and keep you aware of when they are happening can be a gamechanger. If you don’t have an easy way to keep track of all that, then it’s time to upgrade.

Next: 66 ways to get uncomfortably close to your client

4. You're scrambling to pull an email list together.

If you are going to run an email campaign or send out a newsletter to your contacts, you should not be scrambling to pull all of their emails together every time. This should be a very easy process, and if it’s not, then you need to make a change. The only thing you should be spending time on is creating the content that positions you as an expert on your market.

5. You're avoiding running that update for your CRM.

If you keep putting off your technology updates because it’s too much of a hassle, then your CRM is most likely not the easiest to use. Cloud-based CRMs should do updates automatically, or they should be simple and quick to complete. Upgrade to a more user-friendly CRM so that you will not be discouraged from using it.

6. You can't use mobile with your CRM.

If your CRM is not accessible through a mobile app, then upgrade. Now. Mobile is the key to staying on top of your business, as you can both update and reference information on the go. 

A Practical Guide to CRM for Commercial Real Estate


Image courtesy of MusicOomph.com

The Apto Team

Written by The Apto Team

Apto, the commercial real estate software company, is the #1 CRM and deal management platform for commercial real estate brokers, with more paid users than any other service. Apto was built by and for brokers to help them manage contacts, properties, listings and deals from anywhere, on any device. Apto customers include thousands of independent brokers around the world, as well as multinational brokerages CBRE, JLL, NKF, Cushman & Wakefield and others. Headquartered in Denver, Apto is one of the fastest-growing private companies in the U.S., as ranked by Inc. magazine three years in a row.

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