How to Set Up Your CRM to Manage Your Contacts

By Tamara Lamore

Tamara Lamore has been an agent since 2002 and is the founder and leader of BKT Northwest, powered by PLACE real estate team, based in Everett, Washington.

Be honest, how many of your leads are sitting in your phone, your inbox, or on random sticky notes right now? If you can’t track who’s who, when you last followed up, or what stage they’re in, you’re leaving business on the table.

The truth is, your CRM isn’t just another tool. It’s the central nervous system of your business; the engine that drives your pipeline, and setting it up right keeps your database organized, your follow-ups consistent, and your clients feeling remembered, not forgotten.

Let’s transform your pipeline with this simple five-step framework:

1. Start with simple categories. Your first and best move is to sort every contact into one of three foundational categories: leads, active clients, or past clients. This immediately brings clarity. It helps you tailor your communication effortlessly; leads need consistent nurturing, active clients need updates and service, and past clients need reminders and appreciation.

Don’t overcomplicate it. Starting with this simple structure makes your CRM feel cleaner and more useful from day one.

2. Use tags and segmentation. Tags are the secret sauce that turns a basic list into an intelligent database. Beyond the main categories, you should tag contacts with details like “buyer,” “seller,” “investor,” or even their preferred neighborhood.

Critically, you must tag every contact with their lead source. Knowing if a contact came from an open house, a social media ad, or a referral is non-negotiable. This data shows which marketing efforts are actually generating closed deals, so you can confidently invest your time and money in what works.

3. Build trust with an automated follow-up system. You cannot personally maintain relationships with hundreds of people. This is where automation becomes your greatest ally. Once your contacts are tagged, you can set up automated reminders for check-ins, perhaps every 3 days for new leads and every 90 days for past clients.

Setting up simple, helpful email or text drip campaigns for different segments means you’re consistently providing value and staying top-of-mind without spending all day on it. It’s like having a virtual assistant who never sleeps, ensuring no one ever feels forgotten.

4. Create a command center with integrated tools. To make your CRM truly powerful, sync your email, phone, and social media if your platform allows it. When all your communication channels are connected, your CRM becomes a single source of truth. You can see every text, call, and note in one place, which makes every interaction feel natural and personal because you have the full context at your fingertips.

5. Gain instant clarity with pipeline tracking. Finally, don’t sleep on your pipeline view. This visual snapshot is your business dashboard. By moving every lead through clear stages: “New Lead,” “Nurturing,” “Appointment Set,” “Under Contract,” “Closed”, you get an instant, accurate read on your business’s health. In 30 seconds, you can see where you need to focus your energy to hit your goals and forecast your future income.

If your current CRM setup is missing these five strategic layers, you’re working harder than you need to. A well-organized database is the foundation of a strong, scalable business.

Click this link to set up a live demo of the CRM that’s helping transform our business and streamline our processes through automation.

Whenever you’re ready to get your systems working for you, I’m here to help. Call or text me at (855) 759-3385, or email me at tamara@place.com, and I’d be happy to go on a quick strategy call to review your setup. Let’s get you spending more time doing what you do best: helping clients.