Our VA4RE Virtual Assistants are very familiar with Top Producer, Agent Office and many other software programs.  They can help you actually USE your system and get the most out of it.  They can convert your contacts from any format and import them - they can export contacts from Top Producer and prepare for import into any other program.  They can help you customize the included action plans and lead letters as well as take most of the "busy work" off of your hands either by accessing your system online (such as with Top Producer 7i) or via remote desktop software (such as LogMeIn.com or GoToMyPC).

What is Contact Management Software and Why do I need it? 

Selling real estate is a people business - you need people to find you so they can utilize your terrific services. What happens when they do find you? Do you have systems in place that will help you keep track of all these people, what they want, when they want it? If not, you might need to consider investing in a Contact Management system.

Utilizing software to help you stay organized and on top of your leads is the quickest way to realize increased productivity. Why try and keep all of that data on slips of paper (or worse) in your head when you can have a database of all of your contacts for easy reference. Many of the available software programs today also allow for even greater productivity by integrating with your existing website, syncing to PDA and more.

These systems can help you minimize the time spent organizing contact details, they can remind you of key actions you need to take with your contacts and often they provide added functionality with marketing templates, action plans and centrally located servers for secure management.

What functions should a good contact manager provide?

• easy import/export of contacts
• categories with which to organize your contacts
• easy search functionality so you can locate your key contacts
• action item tracking systems
• daily reminders for key actions
• calendar functions for scheduling actions
• simple interface for ease of use
• user defined fields to setup groups for mail merges
• contact type action plans (buyers, sellers, past clients)

For the real estate industry, the options are very dynamic. Rather than relying on basic Outlook (which works well for many) you can implement a system specifically designed for the busy real estate professional. What makes these systems different? They typically offer added benefits of real estate based fields, listing plans, real estate marketing letter templates and much more.

The key is finding the system that will not only work for your business, but will be something you'll be able to use daily without a huge learning curve. Knowing the types of features that are important to you is a good first step in choosing any contact management system. Below I will go over many of the popular real estate contact managers and their features:

Top Producer - Packed with real estate brains, Top Producer is a dynamic sales and marketing tool that will help you reach your goals much faster and easier. Top Producer provides you with tons of innovative features specifically designed to help the busy real estate professional save time, be more organized and maximize productivity. Since the software was designed from a real estate professionals point of view, it's very easy to use with a low learning curve. The software not only manages your contacts and daily schedule, but it also includes a giant library of marketing letters, listing and lead action plans, email integration, CMA creation and much more. Top Producer is a web-based contact management system.

Agent Office - Contact Management, Listings Management and Scheduling. The primary tool for running your business, managing your listings and client follow up. Many find the interface of this program to be easier than Top Producer, but it's a very even split. With Agent Office, you can choose a PC version or an online version.

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