Real Estate CRM and Follow-Up Training

The short answer

A real estate CRM is the system that holds every contact you have and tells you who to follow up with, when and why. Follow-up training teaches you to use it every day so leads, past clients and your sphere hear from you on a steady schedule. At Medway Realty in Sarasota, CRM and follow-up are coached as part of the Systems pillar of our real estate agent coaching program.

Why follow-up matters in your first year

Most new agents don’t lose business because they lack leads. They lose it because the leads they already have go quiet. A buyer who isn’t ready today may be ready in six months, and a past client may refer a friend next year – if they still remember you. The gap shows up in the numbers. In NAR’s 2026 Member Profile, agents with 2 years of experience or less had a median of 2 transaction sides, compared with 9 for the typical member, who has been in the business for 13 years. A consistent follow-up system is one of the ways newer agents build the relationships that experience brings.

What a real estate CRM should do for you

You don’t need the most expensive system. You need one you’ll use every day. At a minimum, your CRM should let you:

Keep every contact in one place – leads, past clients, sphere, open house visitors and referral partners.
Sort contacts by stage, such as new lead, active client, under contract, past client and sphere.
Create follow-up tasks and reminders so nothing depends on memory.
Log notes from every conversation, so you know what was said last time.
Track key dates like closing anniversaries and birthdays.
Show you a short daily list of who to contact today.

How to build a simple follow-up system

Get every contact in. Add your phone contacts, social connections, open house sign-ins and any leads you already have.
Sort by stage. Give each contact one stage so you know what kind of follow-up they need.
Set a cadence for each stage. New leads hear from you more often; your sphere and past clients hear from you on a steady, longer schedule.
Log every conversation. Write a short note after each call, text or meeting, and set the next follow-up date before you move on.
Work your list every day. Block time on your calendar and clear today’s follow-ups before anything else.
Review each week. Check who moved stages, who went quiet and who is due for a call.

Who to follow up with

New leads: respond quickly, then stay in touch until they’re ready or tell you they’re not.
Active clients: keep them updated at every step, even when there is no news.
Past clients: check in after closing, on the anniversary of their purchase and when the market changes.
Your sphere: friends, family and people you know – the most likely source of referrals in your first year.
Prospects who aren’t ready: open house visitors and people from prospecting calls who said “not yet.”

Common mistakes

Keeping contacts in several places – your phone, a notebook, a spreadsheet – instead of one system.
Following up only when you need business.
Sending the same generic message to everyone.
Not writing notes, then forgetting what a client told you.
Buying a complex CRM and never setting it up.
Stopping follow-up after the closing.

How Medway coaches CRM and follow-up

Medway Realty coaches CRM and follow-up through Learn Work Close, our coaching system built on four pillars: Marketing, Sales, Systems and Leadership. CRM and follow-up are part of the Systems pillar.

A main weekly coaching session for all agents, led by Andrew Clark.
The 90-Day Agent Accelerator, a 12-session onboarding track led by Andrew Clark, included for every agent.
Activate Your Database, a coaching track for working your existing contacts.
Broker support 7 days a week, 12 hours a day.
Medway Academy, a library of 300+ training videos.
Team Medway Realty agents also get additional one-on-one and small group coaching sessions.

See our Company Facts page for verified details about Medway Realty.

Related training

CRM and follow-up is one part of the Systems skill set. See the full real estate agent coaching program for all four pillars.

Coaching on every plan

Coaching and the 90-Day Agent Accelerator are included on every Medway plan at zero cost, including the 100% Commission Plan and Team Medway Realty. Coaching is always available and never required. Team Medway Realty agents also get additional one-on-one and small group coaching sessions.

Frequently asked questions

What is a real estate CRM?

A real estate CRM is the system that holds your contacts, notes and follow-up tasks, so you know who to contact, when and why.

Which CRM should a new agent use?

The best CRM is one you’ll use every day. It should keep all your contacts in one place, sort them by stage, set follow-up reminders and store notes from every conversation. Ask your broker what the brokerage recommends.

How often should I follow up with leads?

New leads should hear from you more often, while your sphere and past clients hear from you on a steady, longer schedule. The key is a set cadence for each stage that you follow every day.

Why should I follow up with past clients?

Past clients and your sphere are a common source of repeat and referral business. Staying in touch after closing keeps you top of mind when they or someone they know needs an agent.

Does Medway Realty coach CRM and follow-up?

Yes. CRM and follow-up are part of Medway’s coaching program, including the Activate Your Database coaching track. Coaching and the 90-Day Agent Accelerator are included on every plan at zero cost, and coaching is always available, never required.

Talk to Medway about your next step

Want help building your follow-up system with real coaching? Book a 30-minute call with Andrew Clark (opens in new tab).

Sources

National Association of Realtors 2026 Member Profile, as reported by HousingWire, June 25, 2026: NAR 2026 Member Profile, via HousingWire (June 25, 2026) (opens in new tab)
Medway Realty Company Facts