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So if you want to maximize your lead to client ratio, build lifelong relationships with your real estate database, and get as many referrals as you can, a CRM is a necessity. Outlook is capable of perhaps 20 percent of what a CRM can do. And, they’ll sync wirelessly and automatically with the built-in address book and calendar on your smartphone which means it’s a snap to pull up contact details and make appointments on the road. The best CRMs are compatible with tablets like the iPad. Because Realtors are constantly on the road, this makes Outlook less than ideal. Whereas Outlook requires being at your computer in order to access it, a CRM can be accessed anywhere with an internet connection. These are pre-designed plans that help you manage all the steps throughout the listing and closing process, making sure no detail falls through the cracks. One of the best features a CRM has are listing and closing Activity Plans. With a real estate CRM you can manage your showings, third parties such as mortgage brokers and attorneys, commissions, transaction documents, run service reports, and more.
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And managing transactions is a very important part of staying organized, proactive, and on top of things. So if you’re looking for a system that’ll help you manage and organize your entire business, Outlook really isn’t the answer. Unlike Microsoft Outlook, a CRM has powerful tools for you to manage your transactions.
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It’s a great way to keep in touch with clients and prospects without a big time commitment on your end. You can schedule this newsletter to be sent out automatically every month. With a CRM, you can also send out a professionally designed and written monthly e-Newsletter. And in terms of email deliverability, Outlook isn’t nearly as reliable as a good CRM that utilizes a dedicated email service provider (ESP). This capability can be found in the best CRM systems on the market. What’s great about email marketing is that you can track who’s opening, reading, and clicking on the links in the emails you send out. To learn more, check out this article on drip marketing. You can also create drip campaigns with a CRM (either create your own or choose from pre-designed campaigns). If you want to get into email marketing but aren’t great at writing compelling marketing emails, the library of templates included with a real estate CRM system comes in extremely helpful. Remember, Outlook can’t handle distribution lists beyond 50-100 people. In a matter of minutes, you can choose an email you like from a template library, customize it, and then send personalized mail merge emails to a select group of people (or your entire database). Outlook doesn’t have a comprehensive library of real estate specific email and letter templates, including Just Listed/ Just Sold e-Cards and e-Flyers. In the end, it’s much, much easier to organize your contacts with a CRM system. You can even search and filter your database based on how contacts heard about you (from an open house, Zillow or Trulia, or a print advertisement, for example). Not only is this very easy with a good real estate CRM, it’s also a breeze to search your real estate database based on the date someone was added to your contact list, when you’ve logged a call with them, the last time you’ve represented them in a transaction, and more. You can’t pull up all of your new clients or everyone who’s interested in ABC Developments, for instance. With Outlook, you can’t categorize, group, and filter contacts. At its core, a CRM is truly a relationship-building tool a system that helps its users forge lasting relationships with their contacts and build a business based on referrals and repeat client transactions. It’s simply missing key features agents need to maximize their success in running their business. Without any hesitation, my answer is always a resounding “No.” At the end of the day, Outlook has many shortcomings as a true real estate CRM. I get asked by REALTORS® on a weekly basis if Microsoft Outlook and a real estate customer relationship management (CRM) system are comparable.