4 Ways Your Real Estate CRM Boosts Productivity and Efficiency

All-in-one solutions boast key features others don’t!

What does the modern real estate agent have in common with Hercules? If you remember your mythology, the second labor of Hercules was to battle the Lernaean Hydra, a fearsome serpent which grew two heads when one was cut away. So every time he went to complete his task, Hercules’s job got harder.

In similar fashion, realtors today are juggling a dizzying number of software platforms that are taking a bite out of their productivity. How so? Real estate organizations are using CRM software, transaction management software, email marketing software, drip marketing software, website hosting, viewings management software, comparable Market, analysis software (CMA), phone dialer software, SMS marketing software … and more “solutions” are released every day.shutterstock_527692648

But like heads on a hydra, numerous platforms are sure to multiply problems for realtors. The challenge is how to use technology effectively – without creating more problems than are being solved. How can we remain productive and efficient when having to split our time between so many tasks?

Enter the all-in-one real estate CRM: Today, we’ll discuss four key features that make our all-in-one real estate CRM an effective replacement for that overwhelming swarm of solutions. Yes, we’re going to show you how to thin out your software stack, how to increase agent efficiency and productivity, how to minimize headaches, and why you can increase your sales potential with an all-in-one real estate CRM.

When agents aren’t doing endless battle with technology, they can focus upon achieving Herculean sales numbers.

Why an All-in-One Real Estate CRM Increases Productivity

Like Hercules confronted by more heads than one, no one likes to feel overwhelmed by their tasks. The irony of software solutions is that in setting out to solve a problem, they create another task: learning and managing the software. Those tasks, on top of managing listings and meetings with customers, add up to a chaotic workflow for real estate agents. Today we know that multitasking is not only less efficient, but our brains can’t multitask at all. So it’s impossible for agents to work across multiple platforms at once and be productive.

And it’s no secret that task-switching cuts into productivity. Whether it’s changing software interfaces or work spaces, the brain only operates effectively and efficiently when grooved into a single environment. “Mental juggling” such as the kind involved in changing technology interfaces causes task completion times to increase specialty. Adjusting to  another interface is effortful and inefficient for the brain because it needs to remember where it left off and where to begin again, according to research published in the Journal of Experimental Psychology.

So the challenge for the modern realtor is how to work smarter instead of harder – even with all the new technology available. Now let’s look at four key features that an all-inclusive real estate CRM offers that are proven ways to save time and net productivity, all within one interface.

#1 Transaction Management

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“In order to make it in the real estate world, brokerages need to constantly find innovative ways to use tools to streamline their business processes.” — Tim Proschold, VP of Group Strategy & Success at Sereno Group

To keep your deals on track, the real estate CRM provides a custom dashboard for managing all aspects of your transactions. This centralized system lets your team access all relevant data and monitor progress in a timeline view – a clear visual roadmap for each deal, complete with dates and tasks upcoming. Use the paperless module to store key documents and signatures, then assign these documents to staff or agents with an automated workflow for immediate attention. Having a sequential action plan enables your team to perform their best by setting, following, and fulfilling the plan.

Transaction management not only keeps deals moving forward, but helps with bookkeeping and performance too. Review the automatically calculated commissions. Then assemble reports from all relevant data points, useful for assessing individual and team performance. With the central data storage and analysis from your real estate CRM, you stay up to date with your business essentials.

#2 Phone Dialer


A real estate phone dialer is a crucial tool for effectively calling leads. While most communication will be automated by your CRM in the form of drip email, the follow-up process should include a human touch for best results. The phone dialer technology within your real estate CRM solution offers a handful of benefits:

  • Save time when calling large volumes of people
  • Leave pre-recorded voicemails
  • Optimize and speed up prospecting and qualifying
  • Minimize dialing errors by making calls from within your real estate CRM
  • Avoid phone-time burnout and preserve energy for customer relations

According to the Lead Response Management Survey conducted by MIT Professor James Oldroyd, the best day to contact a weg-generated lead is Wednesday or Thursday. And Thursday was found to be the best day to call and qualify a lead. To maximize calls received, call between 4-6 PM or 8-9 AM. Oldroyd also found that the odds of contacting a lead within the first five minutes – as opposed to the first 30 minutes – is 100x higher. We can see how using a phone dialer to optimize call volume and maximize calls received is a surefire way to increase lead conversions and sales opportunities.

Because you can dial and leave messages via phone is done via the CRM and without laboriously dialing numbers, your agents can call more leads and spending time taking notes. A more productive call process is ensured. Plus the CRM stores calls logged to help you track prospects and customers progress through your funnel.

Exclusive Bonus: Download the 3 Reasons Every Real Estate Agency Needs a CRM to see what you’re missing out on!

#3 Workflow Automation

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If you’re familiar with Parkinson’s law – the psychological principle that a task will expand to fill the time allotted to it – you know that defining a timeline and expectation for a task is crucial to quick completion. Accurate and intelligent workflow automation allows you to streamline agent processes surrounding a wide array of tasks. Simply outline when and how to complete the necessary functions and in what order. The benefit is that countless small task don’t get lost in the storm of daily work while time-saving efficiencies are guaranteed. That’s the power of custom workflows.

Need to outline best practices and define goals for client interactions? A well-defined workflow guides agents to successful interactions every time. Aiming to streamline content creation for higher-ROI marketing? Create a workflow to guide your marketing team and ensure marketing materials are top-notch every time. You’ll empower your marketing efforts if you define when and how agents should follow-up with qualified leads once engaged with your CRM-triggered and targeted marketing messages. Looking to cut work time in the back-office procedures? Simply provide a walk-through process to steer your employees and ensure optimum productivity across any number of processes. Automate custom workflows for your agents and watch their efficiency skyrocket and task completion increase.

“With the concept of workflows — series of automated actions that you can trigger to occur based on a person’s behaviors or contact information — all of this is possible. Workflows go beyond email and take simple marketing automation to the next level, allowing you to send emails, update contact information, add or remove contacts from lists, and trigger email notifications.” — Pamela Vaughn, Hubspot

For more marketing processes, like sending personal emails to qualified leads, agent notifications enable swift and agile responses to enable more sales. An all-in-one real estate CRM will automate your drop email marketing, but only with total workflow automation can you maximize your lead response times and secure all those qualified leads in the optimal time frame.

Be sure to automate your listing management for estate agents. Each agent will have a list to perform when a new listing appears. By automating this workflow for agents, automatically generated task prevent anything from slipping through the cracks while steering overall task completion. And expect team collaboration to increase as everyone understands what’s expected at this phase of the day and the sale. Workflow automation also lets you close a deal and complete follow-up tasks in on action. At the end, workflow automation takes the countless small tasks and compacts them to increase operational efficiency. And frees agents to spend time developing relationships with prospects and customers.

Exclusive Bonus: Download the 3 Reasons Every Real Estate Agency Needs a CRM to see what you’re missing out on!

#4 Website Management

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“It’s vital that you design an experience for your user that fits their desires. If you fulfill their desires, then they’ll become more prone to turn into a customer. And that’s the objective.” James Nogas, MuzeMultimedia

Your website is the face of your company and the hub of all your marketing efforts. Visitors today expect mobile responsive, intuitive, and consistently branded company web page. According to Adobe’s State of Content Report, 38% of people will stop engaging with a website if the design is unattractive. This means that your real estate agency must take a serious interest in sustaining a user friendly and always-ready website in order to guarantee optimal sales.

Real estate agents know that pictures sell properties. Website design is a key way to ensure your customer journey is an appealing one. Prospects and buyers will return to your website many times, via drip marketing emails that link back to the website, to paid ads that arrive at a specific landing page. To win sales, every aspect of your web presence must be aligned to showcase your best face at all times.

Estate agency software enables you to craft ad sustain ‘Wow-ing’ web pages with ease. Full-featured websites are created to include an intelligent search engine, real-time synchronized property listings, recommended properties triggered by lead personalization, and a full content management system. The best real estate CRMs integrate key functionalities of other marketing platforms.

Select from a range of customizable templates optimized for any device. Templates allow you to boldly showcase your brand identity while making user experience on your site intuitive and rewarding. Whatever your objective – single property features, map positioning, search prioritization, list view, agency – a full roster of flexible, valuable templates enables your web presence to be truly effective and flexible. This is what empowers your marketing initiatives and brand image.

The customer journey must be seamless, so communications across all channels must be printed properly. Fortunately, Real Space allows you to apply your corporate design to all marketing materials as it aligns to your current choice of web page. From brochures, letterheads, email templates, and more – the modern real estate CRM adds the finishing touches to client-facing communication that ensures your organization shines amongst the rest.

Exclusive Bonus: Download the 3 Reasons Every Real Estate Agency Needs a CRM to see what you’re missing out on!

Last Words

If your technology stack requires a Herculean effort to manage, it’s time to consider an all-in-one real estate CRM. Or perhaps your marketing and product have taken a slump and want to empower your team and your initiatives with one fully functional solution.

Multiple solutions are costly up front costs, sure. But science confirms that employees switching between platforms costs your organization in man-hours and hampers productivity. All-in-one estate management solutions are built precisely to save time, increase productivity, and boost efficiency all from one ready to use dashboard.

You should expect features like marketing automation, website design and management, content creation and branding, phone calls, and transaction management. Only the latest generation of real estate CRM technology includes everything your real estate organization needs to compete and be successful.


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5 Ways to Create Marketing Campaigns with Your Real Estate CRM

Convert more leads and optimize your marketing tactics with your CRM.

“Attract attention, maintain interest, create desire, get action.”


  1. St. Elmo Lewis — descendant of the famous American trailblazing duo Lewis and Clark — knew in 1925 that the above idea was the core of marketing. Today, he’s known as a founding father of modern marketing and advertising. Why?

Because Lewis created the original customer purchase funnel in 1898. He pioneered the idea that customer awareness leads to consideration, consideration leads to purchasing intent, then comes evaluation and finally the purchase. This top-down dynamic is taught as the AIDA model in universities, essential to business the world over. No surprise, Lewis was posthumously inducted into the Advertising Hall of Fame in 1951.

Today, estate agents know that driving real estate sales is a lengthy process that requires diligent attention to customer needs throughout the buyer’s journey. From the first website visit or open house, real estate sales hinges upon attracting the best leads, nurturing their interest with relevant information, and converting interested parties to happy homeowners.

And the best real estate agents aren’t relying on old tactics – they’re using real estate CRM software to spread awareness, coordinate customer information, maximize conversions, and promote more sales throughout the marketing process. This way, their tactics are optimized and their teams close more deals.

Let’s look at the 5 ways you can use your estate agency software to create winning marketing campaigns.


Exclusive Bonus: Download this Free Metrics Guide to know which performance numbers are essential in keeping your marketing campaigns successful!

1) Segment Your Leads



If you’re treating every lead in your customer database the same, you’re living in the 1900s. Today, real estate marketing begins with lead segmenting. If you’re going to deliver targeted, relevant messaging to leads at different phases of the buyer’s journey, segmented demographic lists are key.

For example, create niche groups for prospects, leads, qualified leads, sales-qualified leads, regional buyers, first-time homebuyers, first-time sellers, investors, retirees, young homebuyers, vacation-home sellers, and more. How you drive awareness, share quality content, or promote properties to interested parties will vary widely by demographic. But content must be relevant and laser-focused these days.

“You need to make sure that your target niche knows that you are the expert and that they see your marketing messages often.” — Tara Jacobsen, MarketingArtfully

A real estate CRM allows you to differentiate and group individuals from your database into meaningful segments and deliver them personalized marketing campaigns. As these users develop a relationship with your estate agency, your estate agency software will track and record each interaction, allowing your agents to act with 360-degree customer confidence when it comes time to make a sale. What happens until then? Keep nurturing the best leads until they become a sales opportunity.

When you segment leads effectively, a full buyer story for that individual develops. Your CRM tracks which emails have been opened, clicked-through, what’s be seen on site and downloaded. Agents receive a granular, centralized, comprehensive view of a customer intent and can engage each as unique individuals rather than unknowns. Your first step with a real estate CRM is to create awareness for your agents around who and where you customers are.

Exclusive Bonus: Download this Free Metrics Guide to know which performance numbers are essential in keeping your marketing campaigns successful!


2) Automate Drip Campaigns




Once you’re aware of your segmented buyers, time to reach out to each group with targeted marketing campaigns. Remember, first-time buyers will get different marketing emails than longtime clients. So strive to be relevant to each of your demographics with valuable materials specific to them. How to do this?

First, personalize every email with the recipient’s name. Emails with personalized subject lines are 22% more likely to be opened, according to report by Adestra. The subject line is the a digital handshake, telling the reader about what’s to come. Feel free to get creative and have fun with your branded communications.

And yes, your subscribers want to hear from you! 77% of consumers prefer to receive permission-based marketing via email, says a recent survey by ExactTarget. Your real estate CRM sends bulk email, which you can use to deliver pinpoint emails to late-stage buyers about prime housing options, or batch general updates to everyone. You can also send automated SMS messages to your leads, though these should be more specific and relevant, as too many can lead to an “opt-out.”

For example, the newsletter above provides a fun, friendly brief to email subscribers about events and happenings near them. Some readers will appreciate the music listings, some the tax information, others will visit the new cafe, and a select few will click the new listing. The newsletter is a great chance to further segment your lists while appealing to a wide audience with automated drip emails. Schedule emails that give value to each targeted group.

Exclusive Bonus: Download this Free Metrics Guide to know which performance numbers are essential in keeping your marketing campaigns successful!


3) Automate Email Follow-Ups


Your real estate CRM ensures that consumers receive the continuous attention they need at each phase of the buying journey. And that no prospect slips through the cracks. Automated email follow-ups allow you to further develop your customer profile before creating transactional drip campaigns and action plans. Once a lead has taken an action, guide them into the next with follow-up response. Your estate agency software allows each action to receive a unique response.

For example:

  • Email subscribers receive an automatic welcome email and then a newsletter
  • Early-stage leads receive new listings to suit their preferences based upon clicks
  • Mid-stage leads get content that informs about the neighborhoods in which they’ve shown interest
  • Late-stage leads receive targeted messages from agents themselves about select properties
  • Post-sale customers receive incentivized invites to refer new buyers

Use follow-ups to automate your content marketing and move leads down the funnel and further segment your database. With customizable templates, designing emails becomes a breeze. Once messages are sent, recognize the sales-ready leads by tracking open and click rates. Then notify agents via email that a lead is ready for a call to close the deal at the opportune moment.

You can also set follow-ups for internal tasks between you team, coordinating activities and to-do’s with ease. Increase team productivity with the hands-off scheduling of the real estate CRM while ensuring every task is completed and nothing’s missed.


4) Share on Social Media




“A good realtor in today’s market will have an exceptional internet site, along with a strong web presence in real estate social media. There are too many marketing opportunities online that need to be taken advantage of for a new realtor not to be online. Over 90% of all buyers find their next home by doing some online search.” — Bill Gassett, MassRealty


Your real estate CRM should integrate with social media platforms to facilitate your multi-channel marketing campaigns. After all, customers today expect to be able to engage with their estate agency on a variety of social networks while researching and viewing properties online. Within your estate agency CRM, post content and properties with ease. Consider that:


  • 51% of buyers found the property they purchased online (NAR)
  • 79% of  internet users are on Facebook (Pew Research)
  • 91% of real estate companies use social media (REAU)
  • 92% of people use the internet in their home search (


The most popular social media platform for realtors is Facebook, followed by Youtube. Facebook allows agents to upload contacts lists and then market to relevant segments of your customer database. Sponsored posts and retargeting are available, as is stellar tracking and reporting capabilities.


Social platforms allow estate agencies to share walkthroughs and stage digital open houses with viewers from the comfort of their preferred device. The convenience of social media is key because the internet allows buyers to conduct evermore research about homes and agencies on their own before contacting an agent.


Since many buyers choose to search via Zillow, Trulia, and other online marketplaces with social elements, your CRM software will also post and update you with developments on these portals. If you engage with these onsite communities it will raise brand awareness and help you share listings with greater authority. Employ your real estate CRM to get social and effectively extend your marketing reach to qualified leads.


Exclusive Bonus: Download this Free Metrics Guide to know which performance numbers are essential in keeping your marketing campaigns successful!


5) Gather and Use Your Data



Yes, real estate marketing should be data-driven. And after a funnel full of interactions, your real estate CRM will be a goldmine of valuable customer data. Use data to pinpoint your hottest leads, deliver quality content to mid-funnel leads, and empower lead development.

Whether it’s tracking lead interactions, marketing campaigns conversions by channel, individual agent performance, viewing sales performance, or calculating commissions – your estate software solution crunches and compiles your data into visualizations your team can use now.

Analyze every aspect of your marketing outreach, refine your campaigns, and deliver key metrics to evaluate performance. Fortunately, these insights are available in real-time with powerful reporting capabilities. Leverage the data from your real estate CRM to refine your campaigns, optimize for conversions, and promote more sales.

Exclusive Bonus: Download this Free Metrics Guide to know which performance numbers are essential in keeping your marketing campaigns successful!

At the End

Were he alive today, E. St. Elmo Lewis would no doubt marvel at how far marketing has come since his early modeling. For estate agents particularly, estate agency software allows us to get hyper-specific about how we guide consumers through our marketing funnel towards a sale.


While automating email, SMS, and social media posting, these emergent softwares enable agents and agencies to track leads and gather heaps of data on the customer journey in real-time. This delivers agents a real edge in how, when, and what we use to communicate with our prospects, leads, and sales opportunities. Ultimately, your relationship management software is a potent tool for bringing buyers comfortably down the funnel and to a closing decision.

New Features Roundup – February Edition

Here’s a quick overview on our latest product updates we’ve been working on over the last week to improve your RealSpace experience.

Broadcast Email to your Team

Want to send out an important announcement or message to all your users? The broadcast tool allows you to compose and send a quick email to all your active users in RealSpace. If your company has branches, you can even select to broadcast your message to individual branches rather than every user.


Shortcut to create a new Transaction / Deal

Who doesn’t love shortcuts? Now you can quickly create a new transaction/deal directly from the listing module, and we auto-populate as much information as possible.

Shortcut to create a new Transaction

Share Document Templates across Branches

We believe it is essential to collaborate and manage corporate document templates, especially across multiple branches of an organisation. Seamlessly share your document templates with any or all branches, assuring a global document library is always maintained within your organisation.

Share Document Templates across Branches
5 Winning Lead Generation Strategies for Your Estate Agency Software

5 Winning Lead Generation Strategies for Your Estate Agency Software

Get the Tactics and Techniques No Estate Agent Should Do Without!

I used to sell swords on military bases.

Yes, people actually do that. When I say swords, I mean giant blades from movies like Lord of the Rings, Braveheart, and Game of Thrones. Held in a five-blade rack and gleaming under the lights, the display was quite impressive. My coworker and I looked like knights of Arthur’s table, ready to help passers by pull a sword from the stone. And we were ready to help. Because despite their outstanding appearance and plenty of blade lovers on base, the swords didn’t jump of the rack. We had to sell, sell, sell.

Our lead generation strategy was the oldest in the book: the cold approach. Like door to door salesmen in the past, we approached servicemen and women and hooked them into our display and hopefully, a sale. But we didn’t know if steel-eyed Marines, high-flying Airmen, or Navy Seals would be interested until we approached them and asked. It could be…ah…intimidating sometimes.

Fortunately, lead generation strategies have evolved and today we’re not talking how to sell swords – but real estate. These days, technology affords estate agents a diverse array of tactics and techniques for generating leads. Estate agency software provides an adaptive, dynamic, and resourceful interface for connecting estate agents with applicants, vendors, and coordinating sales with premier instructions. Now you can get a 360-degree view of leads with detailed information, cloud integration for easy file sharing and access, an easy interface, plus sales and marketing automation capabilities.

But even such robust features, the eternal question remains: where are the leads? Let me show you. Read on to discover 5 winning online lead generation strategies that use your real estate CRM to maximize not only lead generation, but lead conversions and sales.

Time to sharpen the blade for lead generation. En guard!

Exclusive Bonus: Download this Essential 17-step Questionnaire to ensure you make the right choice in a real estate CRM!

#1 Create Valuable Content

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To attract the best leads, you’ll need to provide highly valuable content about your properties and the surrounding areas. By doing so you’ll appear as an authority in your market and earn visits from those seeking quality information. The best place to do this is on your website, the hub of your marketing efforts.

As we see above, Anita Clark of Warner Robins makes her website a fact-filled resource for visitors. Providing ideas and painting a picture of daily life goes a long way to attracting and converting new leads to homebuyers. Once visitors have landed and perused your site, signed up for your newsletter, your real estate CRM will then automate your drip marketing efforts to reach them once they’ve visited.

But what constitutes valuable content for your website? Just ask your clients.

Pull questions from applicants and previous clients about questions they’ve had surrounding buying or selling a home. Then answer these questions in blog posts on your site. For example, “What’s traffic like in this neighborhood?” or “How many and what types of schools are available nearby?”

Get local when talking about features and amenities in the areas of your properties. Put yourself in buyer’s shoes: what would I want to know if I was going to purchase here? By answering specific pain-related topics, you’ll stay relevant with consumers and receive more site visitors and lead inquiries. Your SEO page ranking will also increase, and thus your web visibility.

Besides the blog, what other types of content show value for site visitors?

  • Case studies: As we know, estate sales is a ‘show me, don’t tell me’ business. Before you bring leads to a property, you can use case studies to boldly illustrate the benefits waiting for those considering a purchase. First, tell an engaging story that centers around difficulties facing a buyer or seller. Then talk about how your provided solution to the challenge resulted in a successful purchase and a happy ending for everyone.


  • Customer testimonials: People love to hear word of mouth and are very much influenced by the experiences of others. In consumer psychology, this is known as social proof. To take advantage of visitor’s willingness to trust former buyer’s, place testimonials throughout your website, such as footers of web pages and content such as blog posts, and case studies – even social media posts. Focus upon delivering value-laden feedback for best effect.
Exclusive Bonus: Download this Essential 17-step Questionnaire to ensure you make the right choice in a real estate CRM!

#2 Use Social Media

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Real estate is about building relationships and social media is the greatest tool available for starting new relationships. Younger buyers spend heaps of time on social, so if you’re not already online, you’re quickly falling behind. Facebook is a great way to enhance your web presence organically with regular postings – plus – you can utilize paid ads to generate leads.

The targeting range with Facebook ads is outstanding, allowing you to promote new listings, open houses, and provide glowing testimonials of past sales. You can create a customer audience across a huge range of demographics to target existing leads in your database. Or simply boost your post to locate new leads in your market.

As we can see above, Knight Frank of London showcases a new flat while providing plenty of charming photos and contact details. An effective lead generation tool, running ads based on user demographics can hugely increase the amount of qualified traffic to such a listing.

Want a marketing hack? Set up individual landing pages from each ad you post. Why? Every time someone engages with the ad they’ll arrive at a listing-specific page connected to your website. Here, treat them to a more in-depth showing. Use this opportunity to subscribe them to your email list and to engage them with future automated marketing messages via your estate agency software.

Once they’ve visited your website, visitors are primed for remarketing, or retargeting. Google Adwords and Facebook both provide retargeting which allow you to re engage visitors who’ve shown interest in properties as they search the web or browse Facebook.

And what’s new in social media?

“Instagram is going to be super meaningful in real estate. But the game to convert on Instagram is radically different from Facebook and takes a lot more moves.” — Tom Ferry, Ferry Ventures

With all the advertising capabilities of Facebook on a more visually oriented platform that offers video options as well, real estate agents are waking up to the reality that Instagram’s 400 million active daily users are engaged and ready to find what they need. Simply adding a link in your Profile Bio up top and directing users to it can net you fresh leads.

#3 Optimize with Lead Capture Forms



A huge part of lead generation today is actually lead nurturing. And capturing leads is the first step in lead nurturing. To effect this, lead capture form on your website and landing pages should be direct and easy to use. As we see above, a good lead capture is basic but prompts visitors to provide a few details which can be used later to refine their search. Not everyone who visits your site will share their email right away, but after browsing site listings, reading blog articles, and repeating this process a couple times, most interested applicants will.

The real estate CRM is the irreplaceable tool for parsing prospects that arrive to your website from the qualified leads. Once you’ve captured a prospect’s information with a landing page on your site – whether via paid ads or organic search – you can monitor their behaviors through your drip marketing campaigns.

For example, say a site visitors signs up for your newsletter. Your real estate CRM catalogues this prospect. Your estate agency software then sends this prospect a welcome email following signup – to show you care and prepare them for what’s to come. The visitor, whether through the newsletter or a fresh site visit, then proceeds to click through to view a couple of listings. An agent then makes a note of this website listing interest after receiving an automated email alert that the lead is active online.

What if the lead downloads a case study? The agent gets another email. The CRM keeps the monitoring agent up to date with all activity – remotely, and without effort. By monitoring lead activities as they move down the funnel, agents can see when’s the best time to jump in and manually nurture or connect with potential buyers. The CRM is a gateway to realize more and more opportunities. It also shows us the ideal time to meet these lead in person.

Exclusive Bonus: Download this Essential 17-step Questionnaire to ensure you make the right choice in a real estate CRM!

#4 Drip Emails

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Yes, inbound marketing efforts are the long game. But are you resigned to churning through mounds of unqualified leads before finding sales qualified leads? Not at all.

You can accelerate your buying cycle and segment your email list by assisting leads find the right information at the right time. Use regular newsletters to connect with prospects and inform them about upcoming events, relevant real estate information, and local real estate information. Depending on existing data from leads after a lead capture, your estate software will deliver leads any number of emails (not too many!) that they’ll be interested in. Prospects that don’t engage with emails are not going to convert soon. But those who download case studies, click through your “Hottest Listings,” or read about mortgage rates are ready and willing to receive more nurturing content.

Don’t just rely on automatic response emails to follow up with leads. Your customers will really appreciate a personal email from you every once in awhile, which will develop stronger relationships. Demonstrate patience and interest and follow up with the needs of each customer. — Vinny La Barbera, Real Estate Marketing Blog

Segment these leads as qualified and target them with bottom-funnel content. With your estate software, drip messaging is all automated, the responses and click-through rates monitored, and lead personalities developed without lifting a finger.

When leads have traversed the funnel towards the bottom, you can auto-assign leads to agents for follow-up and personal attention.

#5 Real Estate Portals

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Most real estate portals will have their own lead generation and advertising program for estate agents. As a paid option, these are more costly options than social media ads or drip marketing, but nonetheless reach a very wide audience of very engaged consumers.

To make lead generation easy, RealSpace syndicates with these portals, including Zillow, Trulia, Rightmove, Zoopla, Wall St Journal, Mansion Global, Juwai, JustProperty and many more. When your real estate software integrates with these platforms, your lead generation efforts become more targeted and your web presence catches a boost from being associated with such widely trusted entities.

Exclusive Bonus: Download this Essential 17-step Questionnaire to ensure you make the right choice in a real estate CRM!

The Final Cut

Sometimes lead generation feels like trying to pull a sword from a stone. But with an estate agency software solution, you needn’t be a king to rule your lead generation efforts. After all, your real estate CRM unites your online marketing presence, automates the inbound processes, gathers key datasets for leads, and frees your agents up to simply sell. With so much time free to follow up with qualified leads, expect your estate agents to close more deals, more often.

As we discussed today, the core element of your online lead generation efforts is surpassing content. With valuable resources at hand, your social media presence can flourish as visitors return to your website, share their email address, and become part of e automated drip campaigns. With optimized lead capture forms and individual landing page established, your estate agency software will effectively manage your inbound marketing. Lastly, paid campaigns on property portal sync up with your RealSpace platform. Now you’re ready to take up the sword and make sales.

And for a final resource – check out this great listicle on real estate lead generation ideas

Our Top RealSpace Features of 2016

What an incredible year 2016 has been for RealSpace! The team has been hard at work developing features that provide massive value to real estate agents across North America, the UK and beyond all so they can grow their real estate business. One of the most consistent pieces of feedback we received in 2016 was how clean and easy to use RealSpace was. While maintaining a clean user interface the team managed to add a whole host of new features, and we’d like to give you a run-through of some of our major releases last year.

Real Drive
Real Drive

Think Google Drive but tied to your CRM. Real Drive allows you to keep all of your real estate documents in the place where you manage your business. We currently support: .pdf, .doc, .docx, .jpg, .png, .jpeg, .ppt, .pptx, .xls, .xlsx, .mp4, .mov, .zip, .gz, .eps, .ps, .psd, .html, .htm, .txt, .rtf, .gif, .ai and .svg files.

Document Templates
New Document Template

Do you know those documents you’re constantly having to fill out for every buyer and seller client? Imagine if you could auto populate all of your client’s basic information for the Contact record into the form so that all they had to do is sign it. That is what we designed Document Templates for!

Drip Marketing
Drip marketing

Let’s say you receive an online lead from Zillow, instead of sending the lead just one automatic reply, that lead can be added to a series of relevant content over a period of time you determine. The benefit of a drip approach, versus a single email, is you can go deeper with each piece of content. Think about using drip marketing campaigns for new buyer leads, seller leads, or nurturing a client post-closing.

Transaction Management
Transaction manager

Transaction Management is a step-by-step checklist of tasks that need to be completed during the transaction process. A checklist can be created on the fly or a pre-established checklist can be selected from a library.

Tasks / To-dos

During your “hour of power” calling on your database to generate listing appointments you make contact with someone you’ve been trying to get ahold of for 6 months. They agree to meet but ask for a call in two days to set the appointment date and time. Where do you put that reminder? In your calendar? Yes, you could but you wouldn’t have a record of it in your CRM. If you use RealSpace to set the appointment you’ll kill two birds with one stone—by recording the conversation and setting a reminder in your CRM, which automatically pushes it to your Google Calendar (or any other calendar you use).


Automation allows you to trigger things like auto-responses to new leads and put past clients into a drip marketing campaign without you having to lift a finger. Have a peace of mind to know that when you are at a listing appointment or meeting with a referral, work gets done for you automatically.

New Website Templates
Website template

A gorgeous looking website is one of the most important parts of building a brand as a real estate professional because it is typically the first impression a prospective client has of you. It can be easy to find someone to design a great website, but more difficult to have that website talk to the MLS and your CRM – we solved that problem with our new website templates. They’re mobile responsive, modern, and incredibly affordable.

Property Portal Syndication

We know that making it easy to share your properties across multiple portals saves you time. Because of this, connecting with the major portals from around the world is one of the best ways we can help you get as many viewers on your properties as possible. We’ve started off with some of the best-known leaders in property syndication and will continue to build out others as requested.

Phone Dialer

We’ve integrated with one of the leading solutions for phone dialers, PhoneBurner, to help you make more calls with less time. With the integration you can create a call list, call through numbers without manually dialing, leave pre-recorded voice messages, and more.

What’s to come in 2017?

2017 is going to be a massive year for RealSpace! We can’t wait to show you some of the things we’re working on. If you have not signed up for a 2 week trial, you can get started HERE. Have a question for us? Send us an email here or chat with us online. We look forward to hearing from you.

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5 Ways to Make Your Real Estate CRM Work for You

Every real estate organization has seen a Marc Roberts.

Not in a literal sense, that would be weird. I mean that every team has a highly motivated, energetic individual with endless potential and exceptional people skills. Great teams are full of people who match this description. But to me, Marc Roberts is a cautionary tale about the need for organization skills to match such traits.

I knew Marc in college. We graduated together and got into the real estate industry around the same time – the economic downturn of 2008.

Yes, as you can imagine times were hard to start. While we strove to overcome the grim reality of the housing market, we had to get creative with our efforts. We began marketing in new ways, expanding our networks with diligence, and taking on larger workloads.

While Marc got an “A” for charm and for effort, his organizational skills were lacking. As his rolodex expanded and responsibilities mounted, maintaining his connections grew more difficult. He began to forget meetings, lapse in his communication with the home office, and overlook key customer information.

The stress of trying to close deals, combined with the new and increased workload, was too much. The next time I ran into Marc, it was 2010. He’d given up real estate out of frustration – just as the economy was pulling through.

Why tell you about Marc Roberts?

Because he perfectly illustrates why a real estate CRM is more relevant than ever. With access to the boundless capacity of customer relationship software, my old buddy would likely be a top broker (and top earner) for whichever company was lucky enough to call him an employee.

Today we’re going to cover the five crucial ways to put your real estate CRM to work for you and your real estate team. I’m not saying that there’s a Marc Roberts in your midst right now, only that organization doesn’t come standard. And missed opportunities are costly.

Whether you use a CRM or not, we all benefit from a helping hand when it comes to reaching more people, improving team collaboration, and maximizing every lead.

Let’s start!

Exclusive Bonus: Download this FREE Checklist full of insights about the features you NEED to get the most from your CRM!

What is a Real Estate CRM?

Customer relationship management, known as CRM, refers to software technology that helps companies track, manage, and analyze interactions with their contacts. Whether prospective or current customers, CRM allows users to compile information across all communication and marketing channels in order to gain insights and better perform their business. For example, real estate agents can track their prospects, leads, properties, comps and more.

As early as 1995, CRMs were improving customer relations and company organization. Beyond streamlining communications and tracking leads, customer relationship management is a strategy used by leading firms for developing stronger relationships with their incoming and best customers.

Nucleus Research reports that CRM software application deliver high an average ROI of $8.71 per dollar spent. How can we understand this? When workflows become more efficient and customer relations become more effective, ROI increases. As datasets grow in size, the internet of things expands, and new communication channels (social media, anyone?) evolves, we can expect the ROI for CRM to increase as well.

Now, here’s the 5 ways to max out that ROI.

#1 Continuously Add to Your Sales Funnel

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As you can imagine, a CRM excels at managing existing contacts and keeping track of day-to-day activity agents needs to close deals.

But what about bringing in new business?

Well-managed CRM databases are indispensable for bringing in a steady stream of prospects. In the words of Ercan Ersan from Ray White Realty:

“My database is the single most important tool I have for prospecting and looking after my clients. In terms of my commissions earned, 80% were through my database.”

Managing existing relations is only half the process, as adding prospects to the top of the sales funnel is essential for business success. Whenever you can input new contacts into your database, take the opportunity. Ercan reveals that open houses as his favorite place to meet and add to his list of prospective buyers:

“It always starts with the open homes. As soon as I meet someone who is an owner or potential seller, I’ll add them to my database.

I then update them regularly with new listings in their area, and also sales results — as they happen — to keep them informed of what their home may be worth.”

It’s important to remember: only add qualified prospects to your database. Unqualified leads are a dead weight in your system and will dilute your marketing efforts, wasting valuable time later.

#2 Segment Your Leads



In the real estate industry, we develop interpersonal relations with customers.

How we interact with customers throughout their buyer’s journey makes all the difference in the quality and outcome of the relationship. Because prospects arrive through varied channels – such as referrals, social media platforms, direct mail, cold calling, and spheres of influence – it’s key to segment your customers.


So you can communicate them via their preferred channel in a language they respond to. Because communication capabilities are increased, segmented customer lists translate into better targeting and more effective marketing messaging.

Managing and sending such diverse lead information without a CRM is a nightmare. But a cloud-based database can be updated from any mobile device allows brokers to input prospect and customer information on the fly and access it from anywhere, anytime.

Brokers may segment contacts in their database according to select criteria, browse through centrally managed listings, create, publish, and syndicate listings, and automate activities such as email outreach, meeting follow-ups, and events.

For example, say you’re hosting an open house for a ranch home in the low 500,000s. It only makes sense to invite the leads you have within a certain geographic area, age range, financial range, and who’ve shown interest in ranch style homes. Every other lead who receives a message from you about such an open house will annoyed. If you’re reaching them through email and this happens enough, they may even unsubscribe from your emails.

How to segment your leads? Aside from basic demographic information, try this:

  • Buyers — These people are in the market and doing research, but haven’t found the right property yet and haven’t made it to a buying position yet.
  • ‘A’ Buyers — These people are currently making offers, going to auctions, and taking out contracts.
  • Owners — Home owners who could benefit from future services as clients. May be able to refer customers if solicited.
  • Sellers — Home owners who intend to make a move and sell property within a designated window, say the next three months.

#3 Pinpoint Lead Sources



If you’ve worked in the real estate industry for awhile, you know that leads come from various sources. Some arrive via Facebook, others from word of mouth, and some are attracted by print advertising. Heck, some are walk-ins. My point is, you talk to leads differently depending upon the lead source.

Use your real estate CRM to track the effectiveness of your marketing efforts. Of course, certain channels will perform better. Having everything documented in one place and accessible to brokers makes data input and tracking easy. All you need to do is pop into the reports section and see which efforts are performing best.

Once you’ve pinpointed your best marketing channels, you can invest more heavily in those mediums while refining your overall marketing strategy. This is how you maximize marketing efforts and get the best ROI from your CRM.

Exclusive Bonus: Download this FREE Checklist full of insights about the features you NEED to get the most from your CRM!

#4 Personalize Your Marketing Messaging

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This chart displays the most successful social media channels for capturing leads, as researched by ReThink.

These days, consumers expect to be treated as unique and individual.

AgilOne Marketing reports that 79% of customers expect a personalized buying experience. And what could be more personal than buying a home? In real estate especially, companies are finding that communications that create one-of-a-kind relations with prospects net more purchases.

For example, everyone loves to see their own name, right? Use your real estate CRM system to send automated emails with subject lines and body copy that greets leads by their first name. Readers prioritize marketing messages that give them a boost from seeing their name print.

You can get even more creative by using demographic information to reach the right customers at the right time. Selling to those urban 30 somethings – the millennials? Bring these customers into your sphere of influence with social media. Share neighborhoods features, such as you grabbing a latte at that awesome coffee shop nearby, or you in the beautiful park around the corner. These posts will create interest and relevance for younger buyers. Try aggregating such content via email newsletters that link to your Instagram, a Facebook page, or Twitter.

Blasting a single message out doesn’t work anymore. Marketing today is about more personalized, one-to-one relationships with your chosen audience. CRMs allow you to segment your customers and then perfect a personalized language for pinpoint targeting.

#5 Enhance Productivity

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Your real estate company’s revenues depend upon sales, sure, but also upon the work that leads to closing a deal. Productivity – how effectively and efficiently this work is completed – hinges upon proper planning. This is where Marc Roberts fell short. And with mobile usership up, the need for on-the-go productivity is higher than ever.

“Realtors spent 44% of their time corresponding with and doing work for their clients on mobile.”
Chris Smith,

A good real estate CRM helps you manage company time by planning for days, weeks, months and years to come. It’s the ultimate planning and coordinating tool. Cloud-based software makes it easy for team members to input and store customer information from anywhere, collaborate together, and stay on track with all responsibilities.

For example:

Yearly — Schedule in employee vacation time, potential dates for client parties or other events you’ve planned.

Monthly — Input personal and business commitments such as events and activities.

  • Transactions expected to close this month
  • Seminars, vacations, open houses
  • Goals to meet
  • Seasonal gifts

Weekly — Structure around essential activities, coordinate the calls you need to make, and get into the nitty gritty such as:

  • Check in with ‘A’ buyers at least twice a week
  • Creating more brochures
  • Creating, publishing, syndicating listings
  • Review reports
  • Check in on marketing efforts

Daily — Prioritize tasks and begin with what’s most important.

  • Signatures to get
  • Emails to send
  • Calls to make
  • Properties to show

Ultimately, having your brokers on the same page every calendar day means a more efficient office staff and more effective sales team. As a paperless solution, a real estate CRM increases your ability to get and keep documents, signatures, and share materials between teammates.

Third-party apps and plugins are easily integrated as well, so you can automate emails, capture phone calls, complete online mapping, and utilize leading marketing software with ease. Expect your task completion time to decrease and tasks completed to increase as everyone knows what’s required of them.

Closing the Deal

If you’ve reached this point, you’ll never suffer the disorganized fate of Marc Roberts.

When starting out with a real estate CRM, you’re looking to close more deals, to reach more prospects, and to improve company workflows. Naturally, it takes time to get used to having these capabilities within reach. And organization is only the tip of the iceberg.

First off, you’ve noticed that being able to centrally manage your listings is powerful, both for lead management and team productivity. But delving deeper into your CRM, you find that marketing will become more streamlined, reports are available to review your efforts, documents are more easily managed, and processes generally become easier. Faster too.

Until next time, onwards and upwards!

Exclusive Bonus: Download this FREE Checklist full of insights about the features you NEED to get the most from your CRM!
Businessman and business sketch

How a Real Estate CRM software can help you take your business to the next level

We all remember the days when internet was a mysterious tool that was only accessible in libraries or public buildings on slow dial up modem connections.  Nowadays it is a critical part of modern life – both at home and at work.

The internet has certainly improved the way we conduct our business affairs. Everything is more efficient and people and resources are so much more accessible thanks to the immediate connectivity the internet offers.

Numerous industries such as the financial services sector have been changed beyond recognition thanks to the internet. For example, many “FinTech” (financial services technology) advancements have been made over the past few years with hundreds if not thousands of FinTech companies sprouting up to offer internet services to the financial services community. Indeed there has been a huge wave of digital disruption in the FinTech world recently that has reshaped the entire sector.


FinTech vs PropTech

On the other hand, the Real Estate sector is still in its early stages of adopting technology and the web. The term “PropTech” is starting to be used (we at RealSpace attended a very informative PropTech conference in London earlier this year) and a handful of companies have in recent years started providing internet technology services to the real estate sector. However the level of adoption of property technology by real estate professionals still remains relatively low compared to other sectors.


Online CRM and business management software tools for real estate

Real Estate Agents and Brokers are only recently starting to appreciate and understand how adopting the latest in technological advancements can help them improve their day-to-day business activities. As an example, previous offline business processes, such as generating and following up with leads, can now be taken online and automated to improve efficiency in nurturing and interacting with prospective buyers, landlords and tenants.

Similarly, with the increased usage of property portals as the starting point to search for a new home, it is becoming more and more critical for real estate agents and brokers to make sure they have exposure for their listings on as many of these sites as possible. This is where listing syndication tools offered by real estate management softwares can become integral and vital to a real estate professional’s business.

Those agents and brokers who have already started adopting technology to help them in their day-to-day activities have quickly realised the many benefits that this can bring to their business.


RealSpace software offers a unique all-in-one platform for agents and brokers

Screen Shot 2016-11-08 at 14.34.35We at RealSpace have dedicated the past 4 years to product development to bring to market a real estate software that addresses all of the critical issues that – when made more efficient via the adoption of internet technology – can make a huge impact to a real estate agent.

Our ultimate goal at RealSpace is to change the real estate industry for the better for all stakeholders: agents, brokers, property managers and developers (our clients) and end users: buyers, owners and tenants.

Through various intuitive and market leading innovations such as workflow automation, drip marketing, real-time data syndication between portals and software, automatic rating and quality scores for listings and leads, transaction timeline and compliance management and so much more, RealSpace offers a complete software solution for the real estate industry.

We believe that the real estate industry is set for a huge disruption and improvement over the coming years and we at RealSpace hope to be at the forefront of this new chapter in the evolution of real estate products and services.

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The Top Reasons Successful Realtors Count on RealSpace

Successful real estate professionals count on technology to help them get ahead.

It’s why realtors, brokers and agents continue to rely on RealSpace to help them work smart, to quickly and effectively conduct various aspects of their workday and yield real results.

Here’s how you can too:

  1. Automate your workflow – Focus your efforts on what matters and let RealSpace take care of the rest. With this feature, tasks that previously needed manual input can run automatically e.g. auto reminders, auto-matching listings to leads, auto-importing leads from property portals, automatic notifications when new data comes into the system, and so much more. Real estate software workflow automation
  2. Marketing magic Brand recognition is paramount for any business. Build beautiful campaigns in a matter of seconds for multiple channels including bulk emails, SMS marketing, and drip marketing. Plus, keep your leads and clients in the loop with regular newsletters which you can easily create with our drag ‘n drop newsletter builder.
    real estate marketing software
  3. Listing syndication and management – Maximize your lead pool by promoting your listings far and wide. List properties on all property portals locally and globally at the click of a button, without repeated manual data entry.
    real estate crm for portal listings
  4. Lead managementNurture your leads and turn them into deals. Our tailored tools will help you communicate with them consistently, increasing your chances of closing deals quickly.
    real estate crm software lead management
  5. Transaction management. Get to the finish line faster with our intuitive timelines. Stay on top of your deals pipeline with our task management tools.
    real estate transaction software

Questions? Contact us at We’re happy to help!


Live from London: RealSpace at ARLA 2016

Team RealSpace has been busy making waves on both sides of the pond! Our recent participation as a Platinum Sponsor at the ARLA 2016 Conference in London was a fantastic opportunity to engage face-to-face with the cream of the UK real estate crop.

Great conversations with ARLA 2016 delegates at the RealSpace stand
Great conversations with ARLA 2016 delegates at the RealSpace stand.

Over 2,000 delegates, drawn from across the Greater London area, attended the one-day show, with many stopping by our stand to learn how RealSpace can transform the way you work and deliver real value to your business.

Our conversations with delegates revealed that RealSpace occupies a truly unique position in the current software landscape. As a modern, integrated and full­-feature software, RealSpace is not only easy-­to­-use, it eliminates the need for multiple, fragmented systems that are inefficient and can cost you solid prospects and ultimately sales.

See more photos from the exhibition here and stay tuned for more news! 

Team RealSpace all smiles after a successful show at ARLA 2016. See you next year!
Team RealSpace all smiles after a successful show at ARLA 2016. See you next year!