7 essential productivity strategies using your real estate CRM

Real estate agent making a call and being productive with background graphics

In the hyper-competitive realm of real estate, being 'busy' doesn't necessarily translate to being 'successful.' Time is your most invaluable asset, but if you're not using it wisely, even a 60-hour workweek can yield scant results. The secret to transitioning from spinning your wheels to actually gaining traction? Your Customer Relationship Management (CRM) software. With the right strategies, this powerful tool can revolutionise your efficiency and effectiveness in the field. In this article, we delve into seven practical tips to supercharge your CRM for heightened productivity. 

1. Ensure You're On the Right CRM

Choosing the right CRM system is crucial for maximising your productivity and success. Before making a decision, make sure to compare features and ensure your chosen CRM aligns with your business needs. Check out this list of things to consider before you sign the dotted line with any CRM.

2. Optimise Your Calendar

Your time is your most valuable resource, so it goes without saying that time management needs to be your first priority when improving your productivity. You want to ensure the calendar you use is sophisticated enough to streamline your workflow and save you time. With features like automated confirmations and reminders, custom templates, and 2-way CRM syncing, Rex Calendar is specifically designed to make agent's lives easier. Tier 2 users can even sync their Rex Calendar with external providers like Google or Outlook to maintain a unified view of all their appointments.

3. Embrace AI for Better Customer Interactions

You’ve likely already witnessed the power of AI to automate and streamline real estate tasks. Tools like ChatGPT take this to the next level by automating personalised written communications like marketing copy, blog posts and property descriptions. But the time-saving opportunities don’t stop there. Integrated with your CRM via tools like Zapier, ChatGPT can also handle general inquiries and follow-ups, saving you time while maintaining high-touch client interactions. For more on the ChatGPT and Rex Zapier integration check out this article.

4. Speed Up Lead Follow-up and Communication

Time is of the essence when capturing new business. Regardless of how you receive a lead, a fast response will increase the chances of converting an enquiry into a client. As we’ve just covered, integration tools like ChatGPT into your CRM enables automated, yet personalised, replies to general enquiries—ensuring you engage potential clients professionally and promptly. With user-friendly mobile apps such as Rex Mobile, you can effortlessly access your database, respond to leads, and even finalise contracts while on the move, making your real estate practice truly agile.

5. Automate Tasks to Free Up Time

According to a McKinsey Global Institute report, nearly 40% of real estate tasks can be automated, freeing up valuable time for revenue-generating activities. Maximise this potential by utilising CRM features such as automated SMS follow-ups and anniversary emails. Take your task automation even further with integrations like Zapier, which can streamline lead responses and automate "Just Sold" announcements. For a list of our top automation techniques using Zapier, download Our Top Zaps.

6. Set Important Alerts

Setting up automated alerts and reminders is a critical tool for maximising your productivity as a real estate agent. Automating reminders to follow up with clients at crucial points in the transaction process can mean the difference between a closed deal and a missed opportunity. The Reminders function in Rex CRM automates notifications for essential tasks, meetings, and dates, helping you transition from being reactively busy to proactively efficient.

7. Standardise Workflows and Best Practices

Creating standardised processes and workflows not only maintains consistent client service but also increases productivity. Rex CRM offers a feature called 'Tracks,' which allows you to build workflows with pre-defined lists of follow-up activities, reminders, templates and communications, helping you maintain consistent, on-brand communication with potential buyers and sellers, and minimises the chances of missing a critical touchpoints or opportunity.

Final Thoughts

In a field where your value is measured not by the hours you clock in, but by the results you deliver, mastering your CRM is akin to mastering the art of success. These seven CRM strategies, ranging from optimising your calendar to automating mundane tasks, are the building blocks to not just a productive but also a profitable real estate business. Don't overlook the power of your CRM; it can be the difference that transforms a busy agent into a successful one.  

Want to learn more? Talk to us today and find out how Rex Sales & Rentals CRM can skyrocket your productivity, taking your business along with it.

If you want to understand more about how our large agency and enterprise customers are using our API, find out here!

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