Commercial Real Estate CRM – How CRM Improves Your Commercial Real Estate Business

Commercial Real Estate CRMCommercial Real Estate CRM

Common office software products serve extremely important purposes but are not meant to be utilized as a Customer Relationship Management (CRM) system.  Using Outlook or Excel spreadsheets to manage your Commercial Real Estate business is not only an inefficient way of building those important contact relationships but you are also losing out on potential opportunities.  Using a spreadsheet (or even worse – a shared spreadsheet) makes it difficult to know what updates were made, when they were made and who made them leading to errors, loss of information and gaps in providing a comprehensive picture of your business’ contacts, properties and deals. CRM is specifically designed to be a central hub of critical business information and capture every interaction between you and your team with your contacts and opportunities.  By implementing a CRM system agents, brokers and staff can easily share information to track and manage business contacts and focus on closing deals – improving relationships and the bottom line.

So how can you improve your relationships with CRM?  Details are important and with a CRM for Commercial Real Estate you can capture anything that is essential to your business. Details such as contact and property information, activities, emails, notes, opportunities, documents and so much more.  Clients want to feel important and just think of the experience your contact will receive when they calling into your office and you or your team member is able to quickly access their information that has their latest interaction whether it be an email received or on a lease that was just signed.

In your competitive industry don’t let stuff fall through the cracks – CRM helps you stay on top of your calendar and improve your follow-up.  Track and prioritize meetings and activities associated with your contacts and properties to stay productive. Benefit from alerts that keep you up to speed and on top of your commitments.

Be more organized by having your CRM link your contacts with their properties – whether they own the property or multiple properties, are renting a property or multiple properties, or are purchasing a property or multiple properties.  Keeping an inventory of properties and contacts will allow you to quickly find owners or sellers and match them to potential renters or buyers – all within the organized information contained in your CRM database.

With the ability to match owners/tenants or buyers/sellers this means creating more opportunities.  More opportunities leads to improving your pipeline and closing more business. Your Commercial Real Estate CRM will help you manage every stage of your sales process for deals and leases, completing activities in each stage to keep deals moving to close. CRM dashboards give you a graphical view of your Deals or Leases pipeline with summary totals and drill down feature to be able to work with a specific transaction. Forecast, analyze performance and track your progress within the CRM to improve your sales.

Representing a new property? Then you will want to notify your potential buyers, renters and/or business partners and the easiest way is to send an email campaign announcing the new listing.  Your Commercial Real Estate CRM system needs to have an integrated emarketing service so you can lookup the appropriate contacts and send out the email notification – without having to export and import lists between another marketing system.

Improve your business with a CRM system that works for you – Act! CRM is a perfect fit for your Commercial Real Estate business because it’s flexible. Unlike other CRM solutions, you have the freedom to tailor Act! to your specific needs whether it be in the cloud, on your local computer or both.  More information on Act! CRM for Commercial Real Estate can be found at:

How to Import Act Database to an Act Vertical Database

Congratulations on the purchase of an Act Vertical Database customized for your industry. To get started if you have an existing Act database you will need to import it to the Act Vertical Database. Below are some guidelines to using the import Act database feature and the import must be performed using the Act for Windows program as the import Act database feature is not currently available in the cloud product.

Importing a single user database that hasn’t been customized is a relatively simple process, similar to importing a text file. Importing a multi-user database or if your existing database has been customized is a more complex process. Below are four scenarios with general guidelines for the import of your existing database (source database) to an Act Vertical Database (target or destination database).

OPTION 1: Single User With No Customizations – From the Act Vertical Database go to the File Menu and select Import, the Import Wizard displays. On the Specify Source dialog select Act! Database, click the Browse Button to select your existing database and enter your log on information. Import the Record Types (Company, Contact, Group, Opportunity) where you have created records and since your database has not been customized you will not need to map your fields – they will automatically map. For your Merge Options for each Record Type Replace with Source or Merge if existing match to clean up any duplicates and if there isn’t an existing match select Add. Be sure to select the checkboxes of Include attachments if you had attached files and Include others users public activities if you were scheduling activities. For more information, please review the knowledgebase article How To Import Contact Data From an Existing Act! Database Into Another Act! Database.

OPTION 2: Single User With Customizations – If your existing database has customized fields that are not in the Act Vertical Database you will need to create the fields in order to retain the data. For more information, please review the knowledgebase article How To Manage Fields in Act!. Once you have added the fields to the Act Vertical Database, import your data by following the knowledgebase article in Option 1.

OPTION 3: Multi-User No Customizations – If you have a multi-user database you will want to move the users to retain Record Manager information to the Act Vertical Database. For more information, please review the knowledgebase article How to Import a Multi-User Database and Retain the Record Manager in Act!.

OPTION 4: Multi-User With Customizations – First create the custom fields in the Act Vertical Database by following the knowledgebase article in Option 2. Next create the users in the Act Vertical Database by following the knowledgebase article in Option 3. Then import in your data to the Act Vertical Database.

For more tips and information to use the Import Act Database Feature see the knowledgebase article Best Practices for Import and Exporting Data from One Act! Database to Another Act! Database.

If you would rather have Platinum CRM Consulting take on the task of importing your Act database (or other data sources) for you please contact us for an estimate. We have been importing Act Databases for over 15 years and will bring over your existing database to your new Act Vertical Database.