Welcome to Monday Morning Pep Talk! In Episode 267, I’m tackling a question I hear all the time:

"Where do I start with a CRM?"

Many advisors struggle with setting up their CRM. They know they need it but feel overwhelmed about where to begin. If that sounds like you, you’re not alone.

A well-structured CRM is the foundation of a predictable and enjoyable business—helping you stay top of mind, build trust, and create consistent opportunities. But getting started is often the hardest part.

This episode will give you a step-by-step roadmap to set up your CRM without the overwhelm.

📌 What You’ll Learn in This Episode:

✔️ The five key lists every real estate advisor needs in their CRM
✔️ How to pull and organize contacts from email, phone, social media, and past transactions
✔️ Why a structured CRM leads to more repeat and referral business
✔️ How to take action immediately instead of waiting for a perfect database

🚀 Step 1: Define Your Five Key Lists

Before adding names to your CRM, you need clarity on who belongs there. The Take Flight framework organizes contacts into five essential lists:

✅ Top 100 Clients – Your most loyal, high-producing clients.
✅ Top 100 Referral Partners – Trusted professionals who send you business.
✅ Warm List – People likely to buy or sell in 12 months.
✅ Hot List – Active clients planning to buy or sell in 90 days.
✅ Local Collaborative Brokers – Market peers who provide insights and share inventory.

A CRM isn’t just about collecting names—it’s about staying connected to the right people.

🔎 Step 2: Mine Your Data Sources

Now that you know who belongs in your CRM, it’s time to pull their information systematically:

📩 Email & Calendar: Search for keywords like client, closing, contract, referral.
📱 Phone & Texts: Check frequent contacts—who do you engage with regularly?
🔗 Social Media: Review LinkedIn, Instagram DMs, and Facebook messages.
📑 Past Transactions: Pull MLS data from the last 3–5 years for past buyers and sellers.
🎟 Networking & Events: Consider past mastermind groups, conferences, and coaching programs.

A structured process ensures you’re capturing high-value contacts—not just filling a database.

📲 Step 3: Take Action As You Build

A common mistake? Waiting until your CRM is fully built before reaching out.

🚨 Don’t do that.
If a name surfaces, reach out immediately—send a quick text, check in, or schedule a coffee. Your CRM isn’t just for storing contacts—it’s for relationship management.

📊 Why This Matters: The ROI of a Well-Maintained CRM
Advisors who actively nurture their database see:
✔️ Higher conversion rates
✔️ More repeat business
✔️ Stronger referral pipelines

A CRM isn’t just an admin task—it’s a game changer for long-term success.

📌 Final Thought: Start NOW ✈️

This episode gives you the blueprint—now it’s time to execute. A strong CRM creates a predictable, enjoyable business when built with small, intentional steps.

📩 Get More Coaching & Resources

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✈️ Where Do I Start? (CRM Strategy for Real Estate Advisors) | Monday Morning Pep Talk # 267

Jim Miller is a success mentor and life coach who guides top real estate brokers from around the country while managing 2.3B+ in sales production as Designated Managing Broker with Jameson Sotheby’s International Realty in Chicago, Illinois.  He is also recognized as a top real estate coach to top Sotheby's International Realty brokers in 35 luxury markets.

✈️ Where Do I Start? (CRM Strategy for Real Estate Advisors) | Monday Morning Pep Talk # 267

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