Database Segmentation Day: Dividing Your Contacts by Actual Opportunity

Your database is a mess of random contacts.

Segment them by opportunity level.

The Segmentation Problem

Everyone in your database gets the same treatment.

Hot leads get monthly emails.

Cold contacts get weekly calls.

This wastes time and money.

The 4 Opportunity Tiers

Tier 1: Immediate opportunity (0-60 days) Tier 2: Near-term opportunity (60-180 days) Tier 3: Future opportunity (6-12 months) Tier 4: Long-term nurture (12+ months)

Different tiers need different strategies.

Tier 1 Contacts

Who they are:

Active buyers under contract Listings about to launch Pre-approved buyers touring homes Sellers with signed listing agreements Referrals ready to move

Action: Daily contact until transaction closes

Tier 2 Contacts

Who they are:

Buyers getting pre-approved Sellers preparing homes to list Leads scheduling consultations Past clients asking questions Warm referrals

Action: 2-3 touches per week

Tier 3 Contacts

Who they are:

Buyers saving for down payment Sellers waiting for spring market Leads researching the process Contacts who said "next year" Investors looking for opportunities

Action: Weekly check-in

Tier 4 Contacts

Who they are:

Past clients (closed over a year ago) Sphere of influence Cold leads Long-term investors General database

Action: Monthly touch

The Segmentation Process

Pull your entire database.

Ask for each contact:

When will they transact? What's their current status? How engaged are they?

Move them to appropriate tier.

The Revenue Math

Tier 1: 90% close rate Tier 2: 40% close rate Tier 3: 20% close rate Tier 4: 5% close rate

Your time should match these percentages.

The Time Allocation

50% of your time: Tier 1 30% of your time: Tier 2 15% of your time: Tier 3 5% of your time: Tier 4

Focus where revenue comes from.

The Communication Strategy

Tier 1: Calls, texts, emails, face-to-face Tier 2: Calls and texts primarily Tier 3: Mix of calls and emails Tier 4: Automated emails with occasional calls

Different tiers, different methods.

The Content Personalization

Tier 1: Custom, specific content about their situation Tier 2: Personalized market updates and property suggestions Tier 3: General market information and tips Tier 4: Automated monthly newsletter

Match content to engagement level.

The Tier Movement

Contacts move between tiers:

Tier 4 contact mentions moving → Move to Tier 3 Tier 3 contact gets pre-approved → Move to Tier 2 Tier 2 contact schedules showing → Move to Tier 1

Update tiers weekly.

The Dead Contact Category

Create a separate category for:

Contacts who asked to be removed People who never respond (after 12+ attempts) Wrong numbers or bad email addresses Duplicate entries

Don't waste time on dead contacts.

The Seasonal Adjustment

Some contacts move seasonally:

"Spring seller" in Tier 4 during fall Move to Tier 3 in January Move to Tier 2 in March Move to Tier 1 in April

Plan for seasonal shifts.

The CRM Setup

Create smart lists for each tier:

Tier 1 Action List (check daily) Tier 2 Follow-Up List (check every 3 days) Tier 3 Weekly Touch List (check Monday) Tier 4 Monthly Newsletter List (automated)

Your CRM should organize your day.

The Tier 1 Focus

This tier generates immediate income:

Call them first every day Respond within 1 hour Clear any obstacles Move toward closing

Everything else waits for Tier 1.

The Quarterly Audit

Every 90 days:

Review all tier assignments Move contacts up or down Delete dead contacts Add new contacts to appropriate tier

Keep your segmentation current.

The Team Distribution

If you have a team:

Lead agent handles Tier 1 Buyer's agent handles Tier 2 Inside sales handles Tier 3 Marketing automation handles Tier 4

Match talent to opportunity.

The Conversion Tracking

Track movement:

How many Tier 4 contacts moved to Tier 3? How many Tier 3 contacts moved to Tier 2? How many Tier 2 contacts moved to Tier 1? How many Tier 1 contacts closed?

This shows your pipeline health.

The Common Mistakes

Treating all contacts equally. Spending time on Tier 4 while ignoring Tier 1. Never moving contacts between tiers. Not deleting dead contacts.

Fix your segmentation, fix your income.

Your Next 4 Hours

Export your entire database.

Create your 4 tier categories.

Assign every contact to a tier.

Set up your daily action plan by tier.

Your database should tell you exactly what to do every day.

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.