Login
iscover
One of the most overlooked success drivers in real estate is also one of the simplest: building your database. And yet, many agents fall short of their weekly new data KPIs – not because they lack skill or opportunity, but because they’re not tapping into every layer of prospecting available, writes Adrian Bo, CEO of Adrian Bo Real Estate Training & Auctions.
In fact, the reason most agents struggle to hit their numbers isn’t due to a lack of leads – it’s due to missed opportunities hiding in plain sight.
What is your new data KPI?
Your new data KPI refers to how many new property owners you’re adding to your CRM each week, regardless of whether they’re ready to sell now or not.
Adrian recommends a minimum of:
- 50 new contacts per week
- 200 per month
- Around 2,500 per year
Done consistently, these numbers create a pipeline that compounds over time, setting the foundation for long-term listing volume, referral business, and brand authority.
So if you’re not hitting those numbers, it’s time to look at where your prospecting is falling short.
Cover every layer of prospecting
Building your database isn’t about relying on just one or two channels. You need to layer your efforts to maximise exposure and consistently grow your reach.
Here are the key areas agents should be working across:
Reactive prospecting
This is often the most underutilised – and it’s sitting right in front of you.
After every open home callback, email enquiry or phone enquiry, take five seconds of courage to ask:
“Can I check – do you currently own a property in the area?”
This one question can turn a buyer enquiry into a long-term pipeline opportunity.
Doorknocking
Face-to-face conversations still build trust faster than any other method. A brief, professional introduction at the door can lead to appraisals or referrals down the track.
Letterbox drops
A cost-effective way to stay top of mind. Keep them consistent, well-designed, and valuable – focus on local market insights, just listed/just sold activity, and recent success stories.
Social media
Are you creating content that encourages home owners to engage? Educational posts, just sold highlights, and behind-the-scenes property journeys all build credibility and attract attention from future sellers.
Cold calling
Still one of the most direct and effective methods to introduce yourself to home owners. With the right tone and structure, cold calls can become warm leads quickly.
Each of these methods plays a part in generating new data – and skipping even one means you’re limiting your potential.
The compound effect of consistency
New data isn’t about short-term wins. It’s about compounding small actions over time.
If you stick to 50 new contacts per week, even accounting for natural attrition, you’re still building a CRM that will deliver consistent, long-term listing opportunities.
It’s not always glamorous – but it’s the agents who show up, do the work, and cover every layer of prospecting that ultimately dominate their markets.
If your new data KPI is slipping, look at where you’re not showing up. The leads are out there – you just have to go and find them.
Adrian Bo, CEO of Adrian Bo Real Estate Training & Auctions.
You are not authorised to post comments.
Comments will undergo moderation before they get published.