Welcome to Monday Morning Pep Talk! In Episode 267, I’m tackling a question I hear all the time:

"Where do I start with a CRM?"

Many advisors struggle with setting up their CRM. They know they need it but feel overwhelmed about where to begin. If that sounds like you, you’re not alone.

A well-structured CRM is the foundation of a predictable and enjoyable business—helping you stay top of mind, build trust, and create consistent opportunities. But getting started is often the hardest part.

This episode will give you a step-by-step roadmap to set up your CRM without the overwhelm.

📌 What You’ll Learn in This Episode:

✔️ The five key lists every real estate advisor needs in their CRM

✔️ How to pull and organize contacts from email, phone, social media, and past transactions

✔️ Why a structured CRM leads to more repeat and referral business

✔️ How to take action immediately instead of waiting for a perfect database

🚀 Step 1: Define Your Five Key Lists

Before adding names to your CRM, you need clarity on who belongs there. The Take Flight framework organizes contacts into five essential lists:

✅ Top 100 Clients – Your most loyal, high-producing clients.

✅ Top 100 Referral Partners – Trusted professionals who send you business.

✅ Warm List – People likely to buy or sell in 12 months.

✅ Hot List – Active clients planning to buy or sell in 90 days.

✅ Local Collaborative Brokers – Market peers who provide insights and share inventory.

A CRM isn’t just about collecting names—it’s about staying connected to the right people.

🔎 Step 2: Mine Your Data Sources

Now that you know who belongs in your CRM, it’s time to pull their information systematically:

📩 Email & Calendar: Search for keywords like client, closing, contract, referral.

📱 Phone & Texts: Check frequent contacts—who do you engage with regularly?

🔗 Social Media: Review LinkedIn, Instagram DMs, and Facebook messages.

📑 Past Transactions: Pull MLS data from the last 3–5 years for past buyers and sellers.

🎟 Networking & Events: Consider past mastermind groups, conferences, and coaching programs.

A structured process ensures you’re capturing high-value contacts—not just filling a database.

📲 Step 3: Take Action As You Build

A common mistake? Waiting until your CRM is fully built before reaching out.

🚨 Don’t do that.

If a name surfaces, reach out immediately—send a quick text, check in, or schedule a coffee. Your CRM isn’t just for storing contacts—it’s for relationship management.

📊 Why This Matters: The ROI of a Well-Maintained CRM

Advisors who actively nurture their database see:

✔️ Higher conversion rates

✔️ More repeat business

✔️ Stronger referral pipelines

A CRM isn’t just an admin task—it’s a game changer for long-term success.

📌 Final Thought: Start NOW ✈️

This episode gives you the blueprint—now it’s time to execute. A strong CRM creates a predictable, enjoyable business when built with small, intentional steps.

📩 Get More Coaching & Resources

📬 Join My Email List:

https://askjimmiller.com/contact/

📲 Follow Me on Instagram:

https://www.instagram.com/askjimmiller/

🔗 Connect on LinkedIn:

https://www.linkedin.com/in/jimmillerchicago/