Nikki Miller: Double your income through your database - 6/12/25

Key advice: “If it’s not built for sale, it’s built to fail.”
Build your business so it can be sold, meaning:
- You have a standard operating procedure (SOP) that anyone can follow.
- Your system is documented and systematic, not just "in your head."
- This creates a salable asset, not just a job for yourself.

Without SOPs:
- You can’t easily train or delegate.
- You rely on yourself alone, making growth and sale difficult.
- New hires can fail quickly without guidance.
With SOPs:
- Anyone can run the business to get consistent results.
- You build leverage and scalability.

Your database should have a systematic approach:
- How often to communicate.
- What to say.
- How to label contacts.
- Clear “rules” for managing the database.
Without a system, when you’re tired or busy, you’ll likely skip communication, causing inconsistency.
Reduce decision fatigue
- Build your system so it reduces thinking, especially during low-energy times.
- A clear plan keeps you consistent and builds momentum.

This training focuses on maximizing your current database, not lead generation.
Lead generation ≠ database nurturing.
Most agents miss out on compound interest in their business by only focusing on “ready now” clients and ignoring the rest of their database.

1. Audit and organize your database

“Organizing your database” means labeling contacts.
Keep labels simple and minimal (no more than 6 total).
Examples of labels:
- SOI/Mets: People you’ve already met, whether friends or acquaintances.
- Past Clients: People you have closed business with—may require specialized communication.
- Cold Leads: Leads from internet or other sources with no contact or interest yet.
- Referrals: Leads or clients referred from others (agents, attorneys, vendors).
- Vendors: People you do business with—important to maintain relationships here too.
Re-engage missing contact info:
- Reach out directly with a simple script to update info:
  Example Text:
  “Hey [Name], it’s Nikki Miller. I’m updating my contacts and noticed I don’t have your current email. What’s the best one to reach you at?”
- This method yields an ~85% open/response rate.
Remove those without contact information

2. Define your rules

3. Create your follow up system that works

SOI Conversion Plan - 38 touches per year (minimum)
- 12 Monthly Newsletters
- 4 Quarterly Check in Calls
- 6 holiday campaigns
- 16 email/text touches
Hot lead conversion plan - 3x3x3
- 3 touches on the first day of introduction
- 3 touches within the first week of introduction
- No more than 3 day pass without communication via text or email
Referral agent conversion plan - 16 touches per year
- 6 newsletters
- 6 real estate education or interesting facts emails
- 4 quarterly check in calls

4. Add value, get business

Add value first to get business later.
Communications should invite response by asking questions and telling people how to reply.
Use storytelling to show success:
Share client wins or lessons learned (via email or video) to demonstrate your expertise and build trust.
Invite clients to events/webinars to create natural opportunities for contact.

Automated emails and texts are for keeping your name in front of people who are not yet ready to transact.
Your job as an agent is to personally move hot leads down the funnel.
The database is a long-term play to generate business from all the contacts you’ve met over time.

Daily habits to improve contact efficiency:
- Create your call list the night before.
- Pre-build scripts tailored to the type of contact.
- Schedule regular time to update notes and add contacts to your database.
If unsure what content to send your database, just ask them what they want.
Asking directly builds rapport and trust because you’re showing you care about their needs.
Deliver what your audience requests — community events, market updates, real estate advice, investment tips, etc. This makes your communication valuable and shows follow-through.
Take detailed notes on conversations.
Remember client details (family, pets, questions) so future conversations feel personal and show you’re paying attention.
The most important thing is to start taking action — don’t get stuck preparing forever