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Exporting and Cleaning Your Database

By Elizabeth Stormberg in Classroom on Aug 13, 2021

Clients watch the full replay of the lesson here

When you onboard a new agent, one of the very first things I would have them do is what we’re going to talk about today. This is also the very first thing we do for you as a client when you sign up for our service. We’ll round up every contact you know, scrub the list, clean it, deduplicate it, and put it into an email marketing program so you’re ready to send messages.


Here's the very first thing I want you to do, or if you have an agent that works for you, here’s one of the first things they're going to do:


I want them to go into their Gmail or Outlook, open up their contacts, and export everything onto their desktop. You’ll find instructions on how to do this with a simple Google search of “how to export contacts to comma separated files.” If you don’t know how to do it from your phone or CRM, I’m sure if you type it in, there will be some help file, or the tech support department will do it for you.


The next thing you’re going to do is link up your cell phone. Go into your contacts on your phone and export that address book from your phone—every single field, everything you have. Then you have a spreadsheet from your email and phone.


Next, I want you to go into your CRM—whatever CRM or CRMs you’ve used over the years. Wherever all of your leads are, I want you to go into your CRM and export everything. When you go into your CRM, leave out any of the bounces or unsubscribes, if it’s possible to do that. Do the same thing for your seller lead generation system if you have a different one. I want you to go in there and grab all of those people as well. 


Some of you also may be using a dialer. I also want to grab all the people you’ve actually spoken with out of that dialer. Chances are that your past clients, the people who’ve given you money, are probably already in your CRM or email. It would be great if you had a second segmented list of just those people. Most likely, you’ll have to go to your broker and see if the compliance department has a list of your past clients.


The next thing I want to discuss is your true centers of influence. You have your true past clients, but I also want a list of the people in your sphere. Who are your top couple hundred contacts in your life who might be able to refer you or introduce you to somebody? One of the things my clients have done is pull up their Facebook friends and copy and paste all of them into a giant Word document. 


We’re going to take all of these people, load them into an email marketing account, and get them ready to receive messaging from you. This is an absolute no-brainer. It’s such a low-cost thing to do that can bring such a high return. If we get the segmentation and contact information and messaging right, you show up as the guest, not the pest.

Topics: Classroom

Elizabeth Stormberg

Written by Elizabeth Stormberg

Elizabeth is the Chief Marketing Officer at Vyral Marketing.

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