On a regular basis, I am asked what software is the “silver bullet” for real estate. “What one program will do everything I need?” Well, I’m sorry to say that there is none. But, with the advent of e-mail capability incorporated into the real estate-specific software “suite” called Agent Office, are we one step closer? Agent Office doesn’t eliminate the need for your e-mail software yet, as there are tools like filtering that it does not offer, but it may eliminate the need for tracking contacts in two different places. That’s a pretty significant step! Isn’t it worth looking at? I think so!

When Online Agent Version 4.x was released, the major improvement was the e-mail module. Unfortunately, it still lacked the functionality to use it instead of Outlook, Outlook Express, Eudora, or whatever you were using. Now there is Version 5.0, and although there are once again, oversights, it can now replace your regular e-mail software, with regards to the contact database and its associated information. Far and away one of the most important aspects is that e-mails can be permanently “associated” with the contacts involved.

I have been looking for a solution for my clients for years, to eliminate the redundancy of having to maintain two databases. One in Outlook (I’ll just say Outlook from now on), and another in Agent Office. The agent’s database in Outlook typically is only the contact's name and e-mail address. In Agent Office, the agent has to also maintain their contact database of names and e-mail addresses, as well as all the other information such as address, phone numbers, notes, etc. On relatively rare occasions, the agent keeps folders containing the e-mails of active clients in Outlook as well, but that’s relatively cumbersome, and when the transaction is completed, most agents then delete the associated folder. That means that one of the biggest advantages of e-mail, the ability to maintain an “e-mail trail” is lost.

With Agent Office, when you open the e-mail module, you are viewing your Outlook Inbox. Agent Office automatically “grabs” your system default e-mail software (note that it will not work with AOL), and views its inbox. One of the best things about the Agent Office e-mail module is that while viewing that inbox, you can “associate” that e-mail with that contact in your Agent Office database, so that you have a permanent record of that e-mail in that contact’s file. No need to create and maintain folders, as has to be done with Outlook or Outlook Express.

So what we have are possibilities. Using Agent Office enables you to track all your contact’s information and e-mail addresses in one place, and maintain a record of those communications easily (including attachments), and be confident with a good, simple, backup.

This brings up other advantages. If you are one member of a team, that has Agent Office networked between you, you can now all look at any e-mails associated with a contact, because you are sharing that database. Unless you are using Microsoft Exchange, or have something else sophisticated set up, you don't have that ability.

Consider looking at using Agent Office as your one and only database for your contacts.

Editor's note: Agent Office is the new name for the FNIS real estate-specific software, Online Agent. Several franchises have “branded” it with their name as well, such as RE/MAX Agent 2000, Realty Executives' Executive Agent, Keller Williams' Online Agent, and in the past there was Century 21 Power Pack as well.

This reduces risk. The risk I’m speaking of is that of losing your contact list and their e-mail addresses from your e-mail software. Very few agents I know have a good understanding of backing up Outlook or Outlook Express. Most don’t back it up, and if they did, they don’t know which files get backed up, and which don’t. Do you? If you maintain your contacts exclusively in Agent Office, and you back that up regularly, there is no guessing. Everything is backed up, clearly and simply.

If you already have Agent Office Version 5, but are not using the e-mail module, take a look at using it to it’s fullest. It incorporates the potential to eliminate a long-standing waste of time!

Editor's note: Hall says there are some shortcomings with regards to using Agent Office, instead of your current e-mail software. The inability to use graphics and color is one of them. He welcomes Agent News readers to point those out to him and he will compile them, and forward them onto FNIS, the company that manufacturers Agent Office. E-mail Gary at article@garyhall.net.

Published: June 9, 2003

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Gary Hall, RECS, GRI is the owner of RE-ACT, Real Estate Automation, Consultation, and Training. Gary obtained his real estate license in 1987, and was a successful RE/MAX agent, as well as having been a new construction sales manager, a mortgage loan originator, and a real estate trainer/consultant to offices and individuals since 1995. He also teaches MCE, RECS Designation, and other classes. His most popular training program is "Get up to Tech-Speed.", a two-day, hands-on customization of Online Agent Software in your office, and includes File Folder Organization, Back-up and E-mail training as well. Visit his Web site at www.GaryHall.Net, or e-mail Gary at RealtyTimes@GaryHall.Net.