The starting point
An estate agency with 15 agents had a very specific, proven process for handling new client enquiries. The problem was that they could not find a single off-the-shelf CRM on the market that could be adapted to it.
The problem
- Rigid systems. Standard CRM systems forced the company to fit its processes to the software rather than the other way round.
- Slow responses. With no automation, assigning an enquiry to the right agent took too long. Clients waited.
- No visibility. Dispatch and management had no real-time view of where individual enquiries and viewings stood.
The solution: a custom automated mini-CRM
Instead of bending a large CRM into shape, we built a light, purpose-made mini-CRM with automation built in.
How it works:
- Capture and tracking. The system picks up new enquiries automatically and makes their status, scheduled viewings and agent assignments visible.
- Dynamic dispatch. Dispatch can steer the process as it runs. When an enquiry arrives, the system processes it and immediately notifies the most suitable agent.
- Real-time reporting. Management sees exactly what it needs: how many enquiries came in, who is handling them, and with what result.
What changed
- From days to minutes. Response time to a client request went from several days to a few minutes.
- Automatic assignment. Leads no longer get lost in inboxes. The system processes them, assigns them to agents and sends the notifications.
- Accurate data for management. Leadership has real-time reporting without stitching spreadsheets together by hand.
What transfers to your company
- Do not bend your processes to fit software. If you have a proven process that makes you money, the software should adapt to it. Building your own small applications and automations is faster and cheaper today than it has ever been.
- Speed decides. In sales and in real estate, whoever responds first wins. Automating the initial handling and assignment of an enquiry is the fastest route to better conversion.
- Simplicity wins. Instead of a heavyweight CRM you use 10 percent of, a simple system that does one thing completely reliably is often enough.
How to bring this into your company
If you want to know what automation like this would look like for you, let us start with a 15-minute call. We go through whether it makes sense in your company and which of our workshops is the best starting point.