August Database Audit: Finding Money in Contacts You Already Have

Your database has money in it right now.

You just can't find it because it's a mess.

The Database Reality

Most agents have hundreds of contacts they never touch.

Old phone numbers. Outdated emails. No tags. No categories. No system.

When someone asks "Do you know anyone looking to buy?" you can't answer because you don't know what's in your own database.

The One-Week Audit Plan

Day 1: Export everything Day 2: Clean contact information Day 3: Add tags and categories Day 4: Delete dead contacts Day 5: Create action lists

This takes 2 hours per day for 5 days.

Day 1: Export Everything

Pull every contact from every source:

Your CRM Your phone Your email contacts Old spreadsheets Business cards you never entered Past client files

Put it all in one place.

Day 2: Clean Contact Information

Go through every contact:

Update phone numbers Update email addresses Add missing information Fix spelling errors Remove duplicates

If you can't reach them, you can't do business with them.

Day 3: Add Tags and Categories

Create these categories:

Hot leads (ready now) Warm leads (next 90 days) Future business (6-12 months) Past clients Sphere of influence Cold leads (no recent contact)

Tag every single person.

Day 4: Delete Dead Contacts

Remove:

Contacts with no way to reach them People who asked to be removed Duplicate entries Spam contacts

Your database should be people you can actually call.

Day 5: Create Action Lists

Build these lists:

Call this week (hot leads) Call this month (warm leads) Monthly touch (past clients) Quarterly check-in (sphere)

Every contact should have a next action.

The Tag Strategy

Use simple tags:

Buyer Seller Investor Renter Past client Referral source

One contact can have multiple tags.

Timeline Tags

Add timeline information:

Now (ready to move) Fall 2025 Spring 2026 Future (no specific timeline)

This tells you when to follow up.

Equity Tags

Mark homeowners with significant equity:

$100k+ equity $200k+ equity Investment property owner

These people have options most don't.

Source Tags

Track where they came from:

Open house Zillow lead Referral Cold call Social media Networking event

This shows which lead sources work.

The Monthly Maintenance Plan

First Monday of every month:

Review hot leads list Update contact information for 20 people Add new contacts from last month Remove dead contacts Update tags for changed timelines

Takes 60 minutes. Keeps your database current.

What You'll Find

You'll discover:

People ready to move who you forgot about Past clients you haven't touched in years Contacts with wrong phone numbers Leads you never followed up with Opportunities sitting in your database

The Follow-Up Plan

After your audit:

Call every hot lead this week Email every warm lead this month Text every past client with a market update Connect with sphere contacts on social media

Your clean database means nothing without action.

Common Mistakes

Adding too many tags. Keep it simple.

Keeping contacts you'll never use. Delete them.

Doing the audit but not following up. The audit creates the opportunity. The calls create the income.

Your Next 48 Hours

Export your database today.

Start cleaning contact information tomorrow.

Schedule 2 hours per day for the next 5 days.

Your database is your business. Treat it that way.

Tiffany Hampton is a seasoned real estate leader and MAPS Coach with over two decades of experience helping agents succeed through leadership, coaching, and innovative strategy. As the founder of AgentGrowth365.com, Tiffany delivers proven systems, tools, and training that empower agents and market center leaders to grow with clarity and purpose. Whether you're looking to hit 24 transactions, streamline your coaching systems, or lead your business with impact, AgentGrowth365 offers a full suite of solutions designed to meet today's challenges and scale tomorrow's success.