This article will give you some pointers for a possible workflow suited to the needs of a real estate agent. Of course, these are just suggestions. Can't find what you're looking for? Have a look at our Knowledge Base, or send a mail to our support team.
Here is what we will go over:
Projects - external access
Your CRM is the heart and soul of your business. In order to keep track of all your leads, clients and other contacts, you can use tags and custom fields to divide them into segments. What exactly are these?
Tags are specific bits of information you can assign to a contact or a company.
For instance, you might add tags like ‘tenant’, ‘property owner’, ‘supplier’ or ‘concierge’.
Custom fields allow for a more specific categorization. There are many types of custom fields that can correspond to the type of information you need. You could create a drop-down list, an extra URL field for hyperlinks, a simple slider, etc.
Here’s some examples:
Let’s say you need to add information to contacts about their personal needs for a home. You could create a custom field of the type ‘single selection’ for ‘special assistance’. This will create a drop-down list which could contain ‘needs elevator’ or ‘needs spacious bathroom’, for example.
On a company level, you could add a custom field you name ‘Budget’ of the type ‘Money’. When you add a new company, or change an existing one, you can indicate the budget of the client.
Once you’re able to add this extra information to contacts and companies, it will be much easier to segment them. This, in turn, will not only be interesting towards following up on all your actions, but also for mailings with one of our integrations for e-mail marketing like Mailchimp or Campaign Monitor.
Learn more about how integrations for email marketing work!
If tenants are linked to a company in your CRM, just link them by clicking the the arrow on top of the contact page of the tenant and click ‘Link to company’.
If you’re already using a planning tool like Google Calendar, Outlook or iCloud, you can integrate it with your Teamleader planning. Every item you plan in either agenda will then be synchronized both ways.
Plan meetings in Teamleader by:
Simply dragging and dropping the prefered time slot in your planning.
You will be asked whether you want to plan a task or a meeting.
Fill in a title, a date and a location.
When the meeting is created, you can add the contact by clicking the plus sign next to ‘Contacts attending’.
Read more on the possibilities in the planning tool.
Real estate agents spend much time on the road and that means Google Maps is your best friend. Luckily, Google Maps can be consulted in Teamleader:
When you click an address in the CRM, a map will pop-up with the 15 nearest contacts or companies. The phone number will appear under the address. Use this plan your route.
If you have multiple meetings on the same day, Teamleader can also show you the route you need to take from one to another. This way you will never get lost between meetings!
By default, the deal phase ‘Accepted’ is the end of the line in Teamleader. This means a lead has accepted your offer and is now a client. You can always adapt these phases according to your own workflow. What phases do your leads usually go through before they become clients? Do you meet up with them 2 or 3 times before sending a quotation? Just add phases for First meeting and Second meeting, for example.
Personalize your phases via ‘Settings’ - ‘Deals’ - ‘Deal phases’.
If you work with projects, you can give clients or other parties external access to your projects. This will allow them to follow-up on progress you made.
Go to the ‘Customer’ box in the bottom.
Add the contact you want to share the info with by clicking the plus sign.
Then, click the green button saying ‘External access’.
The contact will have access to the Projectcloud, allowing them to follow all progress you’ve made.
The exchanging of documents and pictures are an important part of the real estate business.
To add documents to a contact, company or project Just click the ‘Files’ button in the lower right-hand corner of the page. A banner will appear on your screen containing all documents linked to the client or project. Subdivide them into categories by creating maps. Click the folder sign to do so.
If your volume of documents to be exchanged is very large, you may want to check out our Dropbox integration, which will allow a more efficient way of uploading documents.