CRM Best Practices

Hygiene

• Tag every contact within 24 hours of entry.
• Update phone, email, and notes after every interaction.
• Run quarterly cleanups — remove duplicates and dead emails.

Using the TAP-OS CRM

If you don't already have a CRM, TAP-OS includes one built for this program. Open it from the TAP-OS menu. For a full walkthrough, see the TAP-OS Guide in Resources (/resources/tap-os-guide).

• Contacts: add people with type, source and tags; click a contact to open their profile, then log conversations, appointments and agency agreements there.
• Pipeline: drag contacts between Lead, Nurture, Active, Under Contract and Past Client.
• Task Plans: build follow-up cadences with task steps and automatic emails, then set a Stage, Contact Type or Tag trigger so they start on their own.
• Task Manager: work Due today and Overdue every morning, and send or skip held emails.
• Reporting: your logged activity feeds the pyramid from conversations up to closings, measured against your goals.

Action Plans

Every new lead should drop into a workflow automatically. Buyer leads, seller leads, sphere, past clients, and vendors each get different cadences.

Daily CRM Routine

• Morning: review today's tasks and overdue follow-ups.
• Throughout day: log every conversation immediately.
• End of day: tomorrow's prep and add new contacts.