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‘How I built a 25,000-strong client list’

Tim Neary & Adam Zuchetti
Tim Neary & Adam Zuchetti
23 May 2017 2 minute readShare
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Getting new client prospects into your database is a piece of cake if you use diligence and patience, says a real estate agent with a 25,000-strong database.

Speaking with My Business’ sister publication Real Estate Business, Glen Coutinho of RT Edgar in Hawthorn, Victoria, explains his approach to building a massive network of prospective clients, which helped him take out the sixth spot on REB Top 100 Agents Ranking in 2017.

How much is enough?

Speaking specifically about real estate agents as salespeople, Glen suggests a varying scale of how many prospective clients you should have in your database. Yet it serves as a good target for all manner of other people in business and sales.

“A fair agent with a couple a years, three or four years under his belt, I think needs 1,000 people on his database,” says Glen.

“[Somebody] that’s been in the business 10 years should have [5,000; 6,000;] 7,000 people on their database. Mine’s over 25,000. So mine is pretty solid.”

How did he do it?

According to Glen, it’s actually much easier to build a strong database of prospective clients than you may think – provided you approach the task with diligence and consistency.

“Here’s an example, right. I was in Tasmania, yesterday. The girl [and] the lady that looked after me in the restaurant downstairs both provided me great service. Both got a thank you letter sent to them the same day. Both have written back to me to say thanks and both of them have now gone into my database,” explains Glen.

“So there’s two really good first impressions with somebody [by having a] client-for-life attitude. I just have that mindset of being [a] first amazing impression with every person I meet. I wouldn’t walk out of a hairdressing salon without writing a thank you letter!

“And that builds my database and basically, I put them on an email program so they get my face every couple of weeks via the internet, via email.”

For Glen, the small things you do like this make a big difference in where people turn when the need arrives to engage the services of someone in your industry.

“It was a client of mines’ 50th birthday yesterday and I found out through her son that they were going to a restaurant. And when she got to the restaurant, there was some champagne waiting there from me,” he says.

Keeping track of a large database

Of course, the bigger your client list gets, the more difficult it can be to remember their names, let alone their details.

“I put everything in my mobile to start with and everything into their system. So, after I would meet a client, everything goes in there, in my mobile. So when you ring me next, it’ll pop up with your wife and kid’s names on my phone,” explains Glen.

“If you’re passionate about horse racing, something will pop up so I know a little bit about you and then I'll have it into my database which is top producer in all, and everything goes in there as well. So, if you looked at one of my client’s files, most of them are about four or five pages long.”

‘How I built a 25,000-strong client list’
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Tim Neary & Adam Zuchetti
Tim Neary & Adam Zuchetti

Adam Zuchetti is the former editor of MyBusiness and a senior freelance media professional, specialising in the fields of business, personal finance and property. In 2020, he also embarked on his own business journey – inspired in part by the entrepreneurs and founders he had met through his journalistic work – with the launch of customised pet gifting and subscription service Paws N’ All.

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