Send a PDF sample instantly to your inbox.

Get a free PDF sample sent directly to your inbox.
E-mail My Sample

Get a PDF sample of our upcoming issue sent instantly to your inbox.

[contact-form-7 id=”29618″ title=”01 LEAD FORM – Get a PDF sample emailed”]

How to Build an Effective Contact Database in Under 5 Minutes

Updated April 21, 2021

So, you’re the type of person who’s always busy. You’re out there meeting new clients, and successfully representing the ones you have. You’re attending networking seminars at every opportunity, sending out branded marketing material, and calling past clients when you have time.

And yet, you still find that you’re not getting as much repeat business or as many referrals as you should be.

What could you possibly be doing to sabotage your client relationships?


If you’re like many of our clients, you’re not regularly communicating and not following up with your top clients consistently. And when you do connect with contacts, you probably don’t have the information at your fingertips to steer your conversation in a meaningful direction. You’re marketing to the same people month after month, and while it may produce a referral here and there or the occasional repeat transaction, you’re not able to actively grow your business the way that you’d like.

This is why you need to implement a contact management system. By doing so, you’ll have a single resource to house all of your contact information, so you can easily segment your list and prioritize marketing efforts. And including notes on recent encounters will give you information that can help make your follow-up calls more successful.

But, there’s a bit of a catch-22 with contact databases. While you don’t want to spend a lot of money on a customer relationship management (CRM) system too soon, you need the functionality of a contact database to significantly grow.

Keep reading to find out how you can create a simple, yet effective, contact management database, without spending a cent:

1. Build your database (or use our free template)

If you’re creating your database from scratch, you’ll want to include columns for basic contact information, such as:

  • First name
  • Last name
  • Street address
  • City
  • State
  • Zip code
  • Phone number
  • E-mail address

Even if you don’t have all of this information, you’ll want to record what you do have—the blank fields will serve as a reminder to gather the info when you have the opportunity.

Woman with glasses looking at computer screen making a phone call.

Once you have some information, you should make an attempt to segment or group your contacts in a meaningful way. For example, Barb Betts (one of our best guests on Stay Paid) segments her contacts in a fun way that helps guide her outreach:

  • First class: These contacts are Barb’s raving fans. They hear from her at least once every one to two weeks. They receive invitations to the best client events. She considers them friends and the feeling is mutual. Referrals from this segment don’t require a listing presentation because these clients have already sold her as the best agent for the job.
  • Business class: Clients in this segment share a lot in common with those in first class, but the relationship might not be quite as close. They’ll get invitations to the client holiday party, but they may not get an invitation to a private dinner party. Barb still makes a point of being in frequent contact with these contacts, perhaps once a month, because they actively connect her to new leads.
  • Economy: This group is made up of people that know and like Barb. If she’s throwing a pizza party at a community outdoor concert, they’ll know about it. They may hear from her once per quarter.
  • Stand-by: The people in this group are past clients Barb may have sold a home to 15 years ago. She might recognize them in the grocery store, but she’s not likely to remember their name. And yes, they hear from her too.

Other ways to identify and segment your contacts include the value they represent (for example, their potential for referrals or estimated lifetime value), the length of the relationship, or any other criteria you find useful when identifying sales opportunities.

Remember: 80 percent of your business comes from 20 percent of your clients, so you’ll need to know who is who.

Here are some additional fields you may want to include:

  • Important dates: It’s crucial that you know the last time you worked with or spoke to a contact, as well as what your goals are for a follow-up call. You can use this information to make sure you aren’t going too long without keeping in touch.
  • Type of contact: Whether you’re speaking over the phone, sending email, or planning a direct mail effort, you need to communicate differently with different audiences. What you say to clients will not necessarily be the same as what you say to prospects. Similarly, preferred communication channels vary across generations. By categorizing your contacts, you can easily sort and segment them for more targeted marketing opportunities.
  • Notes about recent conversations or encounters: This information is invaluable when following up, and it’s too important to trust to memory. Record notes about what you discussed during a recent conversation, reminders to yourself to follow up on specific topics, or even personal information about the contact, such as birthdays, hobbies, and pets.
  • Social media accounts: Not only can you use social media to communicate with clients, prospects, and influencers, you can also take some time to glean information from your clients’ accounts that will help you build and strengthen relationships.

2. Enter the information

Begin by gathering all of your existing contact data from your personal address book, recent sales transaction documents, your email list, and even your good ol’ Rolodex  (is that still a thing?) Spend time entering as much information as you have, and make it a goal to call contacts to fill in any gaps. (This is a great excuse for a follow-up call!)

Make sure you include everyone you have contact with—clients, business partners, prospects, acquaintances, etc. This will likely be the most time-consuming part of the process, but trust us—it is well worth the effort.

A line of mean and women facing the camera.

3. Commit

Any contact database is only as good as the data it contains. So, for it to be effective, it needs to be kept up-to-date. Your contact database is a living, breathing object.

If you’re reviewing the database as frequently as you should be, this will become one of your most accessed documents. Following every encounter you have with a client or prospect, remember to update the notes section. As mentioned before, you’ll want to document events, actions you need to take, and other important information that comes out of your conversations. Make it a part of your routine to add information as you receive it, rather than waiting until you have every detail you may eventually want.

No matter the system you choose, it’s important to remember just how essential a clean, updated contact management database is to your business. So, stop sabotaging your relationships, and prioritize more meaningful connections. If you want to make contact management a habit, but don’t want to spend the time building your own database, use our free Excel contact database template (file will open automatically).


Here are a few additional free resources that will help you make the most of your client interactions.

A free e-book that will explain how to take people from being total strangers to raving fans of your business.


A free, colorful, printable poster to hang up in your work space.



This short video with transcript offers suggestions for connecting with your community and building trust.