Building the Foundation of Your Business: Your Database

If you're serious about growing your business, the first thing you need to establish is a strong database. Your database is the foundation of your business—it’s where all your future relationships and referrals will come from. Today, we're going to walk you through the process of building your database from scratch, step by step.

Step 1: Write Down Every Contact You Can Think Of

Start by listing everyone you know—friends, family, former business contacts, high school teachers, colleagues, and anyone else who comes to mind. At this stage, don’t exclude anyone. Your goal is to build a massive list of potential connections.

While adding extra details like hobbies, birthdays, and interests can be beneficial, don’t let this slow you down. Instead, focus on gathering these four key pieces of information:
✅ Name
✅ Mailing address
✅ Cell phone number
✅ Email address

This is more than enough to get started.

Step 2: Organize Your Database in Excel

Once you have your list, input all the information into an Excel spreadsheet. Why Excel? Because it’s simple, easy to use, and can be uploaded into virtually any database or CRM (Customer Relationship Management) software later.

If you prefer a more advanced database system, you can explore options like ACT, GoldMine, or a proprietary CRM provided by your company. However, starting with Excel keeps things simple and ensures flexibility as you grow.

Step 3: To Segment or Not to Segment?

Some people like to organize their database right away by categorizing contacts based on their importance. While this can be helpful, it can also create unnecessary delays. The key is to get your business launched as soon as possible.

However, if you do decide to segment your list, keep it simple:

🔹 A+ Contacts – Referral machines who send you at least four closed loans per year. (If you're just starting, you may not have any A+ contacts yet, and that’s okay.)

🔹 A Contacts – People who have done business with you before or have referred you at least one closed loan. If you're new, these are people who would definitely use you for a mortgage or refer you if they knew someone in need.

Step 4: Send an Introductory Email to Your Contacts

Now that your database is set up, it’s time to engage your contacts with a simple email. Here’s what to send:

Subject: VERY IMPORTANT, PLEASE ANSWER

Body:

"You may or may not know this, but I'm a mortgage originator and I’m growing my business by referral. My goal is to provide extra quality service to my best clients. Please be honest with me on this: If you were buying, refinancing, or had someone to refer for a home loan, would you refer me? Please be honest—I really appreciate it!"

Don’t overthink this—just send it. You’ll be surprised how many people respond!

Step 5: Use Tech Tools to Keep Growing Your Database

If you're comfortable with social media and online tools, there are some great tech resources that can help you grow your database effortlessly:

📌 LeadPages & Megaphone – Opt-in software that helps you capture leads online.
📌 AWeber & Infusionsoft – Email autoresponders that automate follow-ups and nurture leads over time.

Once you set up these tools, they run on autopilot, which is often referred to as "evergreen marketing." These programs are affordable and come with easy-to-follow tutorials on their websites.

What’s Next?

Now that your database is set up, you’re ready for the next critical step: perfecting your mortgage information gathering process.

Many managers will tell you to "just get the loan and we’ll help you close it," but that’s the wrong approach when you're starting out. The most important thing is to provide exceptional service, create a smooth and predictable process, and take a great loan application from the beginning.

In our next module, we’ll walk you through exactly how to do this. Stay tuned! 🚀