Time for Spring Cleaning: Get Rid of Your Database Clutter!

By David England

Hey, it’s human nature to want to hang on to stuff. It’s why you see brand new self-storage facilities popping up on every corner, and reality TV shows like A&E’s “Storage Wars,” which focus on that stuff being auctioned off when a unit is abandoned or the owner has stopped paying rent.

Then of course, there’s the infamous “Hoarders” TV show where the clutter approaches a life-threatening level of danger that prompts interventions from friends, family and sometimes even public safety officials.

Left unattended, your Mojo database can get like that, too. Although it’s true that sloppy record maintenance is unlikely to kill you, it can considerably slow your business down. Now that it’s spring and the grass is growing and the birds are chirping again, there’s no better time than now to clean out your Mojo database and improve your workflow moving forward.

Clear the Clutter

Depending on how long you’ve been using Mojo, there can be a substantial amount of data no longer needed in your account. This could be dead leads, duplicate listings, wrong numbers, or any other lead/data type that’s now outdated.

It’s well worth the effort to identify the dead weight in your lists and groups and delete it. This will help minimize database bloating and clear the way for your new data and leads moving forward. Having too much stale data can get in the way of marketing to your fresh prospects in Mojo – so don’t be an information hoarder!

MOJO TIP: Don’t delete or move your Properties data to lists or groups. This data must stay in your Properties lists to stay updated. By deleting or moving it, you will break this connection and any MLS updates will be ignored.

Review Your Templates and Scripts

Mojo has both templates and scripts. Do your email and letter templates have accurate information? Is your messaging on point? Are your email signatures correctly laid out and share the best contact information?

Calling scripts can get stale fast. Sometimes agents repeatedly use the same old script without getting any feedback and trying new approaches. Want better results? Pressure test your scripts by bouncing them off colleagues and friends who are honest with you. Can you improve on them? The answer is always yes. Pitching is a constant work-in-progress.

Now is also a good time to review if you’re utilizing the Lead Sheet feature correctly. Are you asking the best questions to get the most productive answers? Many lead sheets that we see are overcrowded with too many questions. Try cutting down the number of questions and make sure the ones you do ask prompt more productive conversations.

The same goes for checklists: Make sure you keep them on point for the type you’ve created. Is it a pre-listing checklist? Keep your items specific to pre-listing. Is it a listing or closing checklist? Again, declutter them and keep them on point.

Plan and Manage Your Action Plans

Take a few moments to go through your created Action Plans and confirm that you are using them as intended. How many contacts are they assigned to? If the answer is none, is it worth keeping? Review your Action Steps, as Mojo has recently added a bunch of new Action Plan features you may have missed. Now is the time to ensure you are squeezing every opportunity out of your database with them.

Here are a few helpful tips to consider:

  • Consider creating strict order Action Plans, or converting your older Action Plans to strict order to prevent scheduled activities from piling up if you are not able to complete them.
  • Set up and plan your drip email only Action Plans using your saved Mojo or BombBomb email templates. Be diligent about assigning these to your various contacts and leads in Mojo.
  • If you like to send postcards, using Mojo can save you considerable time and energy. You can create Action Plans with mailing label steps and give your labels the names of the postcards you are sending and the frequency.

Confirm and Update Your Workflow

Mojo is a SUPER powerful lead and database manager. This power is often underutilized by our users. Properties calling lists, calling lists, groups, Action Plans and many more tools are at your disposal for creating the ultimate workflow. The Mojo Dialer generates a ton of activity. Coming up with a clean, efficient way to process it all will completely change your game.

We highly suggest first writing down your workflow on paper (think mind-map). Where do your leads come from? What lists do they go into? What are the potential call outcomes? What groups do you need for qualification stages?  What does your workflow tell you to do when you set an appointment? What groups do you use? Do you assign a checklist? What if they are not interested?

It also makes sense to have different workflows for different prospecting types. For example, you might want to continue emailing a newsletter to a FSBO via Action Plan if they are not interested ‘right now’ and including monthly follow-up call steps, vs. a Neighborhood Search lead you’ve been geo prospecting who has zero interest in listing or buying that gets sent to the ‘dead lead’ or archiving group.

One last tip: It is very helpful to think of prospecting as a manufacturing process, with a start and a finish. What happens in between that start and finish can all be managed by your groups and action plans – completely taking the burden off you.

Clean Up Your Dialer, Too

Lastly, do you have 50+ caller ID’s in Mojo, but only use a few? Do you have dozens of pre-recorded voicemails you’ve recorded about last year’s open houses? If you do, you are not alone! Many of our clients don’t even think about cleaning this up.

Go into your settings area and check out the Caller IDs in the Power Dialer settings. If you use them all, great. If not, go ahead and get rid of them. While you’re there, check out your saved voicemail messages. Do you see any you won’t be using in the future? Get rid of them, too.

Do you sometimes feel overwhelmed when it’s time to organize? Rest assured, you’re not alone. Whether it’s physical clutter in a home or office, or digital clutter obscuring your focus on your genuine prospects, your mess didn’t happen overnight. And it’s not going away overnight either.

But every incremental step you take to clean up your database today, every distraction you get out of your way, will pay you back exponentially down the road.

(Do you have a database decluttering tip you’d like to share with the Mojo community? Please drop us a line at info@mojosells.com.)