Episode 15 - Part 2: Spring Clean Your Real Estate Business - Systems & Technology
A few years ago, I had a client who swore she was staying on top of her business. She had leads scribbled on sticky notes, follow-up reminders buried in her inbox, and a CRM she hadn't logged into in months. She was working so hard, yet deals kept slipping through the cracks.
Sound familiar?
If you've ever felt like you're running your business on sheer willpower and coffee, you're not alone. The truth is, most real estate agents don’t have a system problem, and they have a lack-of-systems problem. When you don’t have the right processes in place, you waste time, lose money, and feel overwhelmed.
So let’s clean it up. Let’s simplify your tech, automate the time-consuming stuff, and create a business that runs like a well-oiled machine.
Step 1: Audit Your Tech Stack
You wouldn’t hoard a bunch of junk you don’t use, so why keep paying for tech tools that aren’t actually helping you? Start by listing every tool you use or should be using in your business, your CRM, email marketing software, social media scheduler, transaction management platform, e-signing tool, etc. Then ask yourself:
Is this tool making my life easier or just adding complexity?
Am I actually using it?
Do I need training to maximize its potential?
Do I have multiple tools doing the same job? (Hint: you probably do.)
Cut out the clutter, keep only what works, and make sure you actually know how to use what you’re keeping.
Step 2: Automate the Time-Consuming Stuff
Real talk: If you’re manually sending the same follow-up emails over and over, scheduling appointments through endless back-and-forth messages, or forgetting to follow up with leads because your system is you hoping you remember, it’s time to automate.
Some easy automation wins:
Lead Follow-Ups Use automated email or text sequences to nurture leads without you having to think about it.
Appointment Scheduling Use a tool like Calendly to eliminate the “What time works for you?” dance.
Loom Videos Record explainer videos once instead of repeating the same conversations.
Content Scheduling Batch your social media posts and schedule them ahead of time.
Transaction Checklists Stop reinventing the wheel and create a repeatable client process.
Automation doesn’t mean you’re less personal, and it just means you’re not wasting time on tasks that can run without you.
Step 3: Set Up a Custom GPT to Work for You
AI isn’t just for tech geeks, it’s also for real estate agents who want to get way more done in less time. A custom GPT is like having an assistant that knows your brand voice, your business, and your market. It can write your emails, generate listing descriptions, draft social media posts, and more.
Bonus: I have a course that teaches you how to set this up in a ridiculously easy way. Check out my Custom ChatGPT for Real Estate Agents course.
Step 4: Organize Your Database Like a Pro
Your CRM should be your best friend, not a black hole of forgotten leads. Make sure you’re categorizing your contacts properly:
Hot Leads Ready to buy or sell in the next 3-6 months.
Warm Leads Interested in 6-12 months.
Past Clients Your referral goldmine.
Every lead should have a next follow-up date set because the fortune is in the follow-up.
Step 5: Create a Seamless Client Experience
Consistency is key. Having a repeatable, professional process makes life easier for you and creates a better experience for your clients. Think:
A step-by-step buyer and seller guide
Email templates for every stage of the transaction
Automated check-ins and milestone updates
A professional, seamless experience means happier clients, better reviews, and more referrals.
Step 6: Set Up a Weekly CEO Date
Stop just working in your business and start working on your business. Set aside one hour a week to:
Review your numbers
Clean up your database
Check in on your marketing
Identify inefficiencies and tweak your systems
Protect this time like it’s a client appointment because, honestly, it’s more important..
Your Next Steps
Audit your tech stack and cancel anything you’re not using.
Pick one thing to automate this week and set it up.
Start organizing your database so no lead slips through the cracks.
Your future self will thank you. And if you want a full breakdown of how to implement all of this, listen to the full podcast episode now!
Let’s clean up that business and make it work for you—not the other way around.
