4 Tools To Help Organize Your Real Estate Business For Ultimate Growth

The number one struggle that I hear from real estate agents who I'm mentoring in the Market Authority Academy are that they need more structure, they need more organization to their business, and things just feel really chaotic. They're looking for all the things that they do to be streamlined. If that sounds like you and your real estate business today, I want to share the four tools that I use every single day in my real estate business for awesome structure and organization. I'm done messing around. Now, the first in my tech stack should come as no surprise. This is a CRM, and I know that we talk a lot about CRMs and who needs it and when you need it. Let me just share with you the quick rule of thumb, things that you need to know when talking about a CRM. A CRM is a contact relationship management tool. Now, you might have one provided to you through your brokerage or your team leader. If not, you're going to have to invest in one yourself, which is actually how I prefer to do it. I would never want to use a technology that's beholden to somebody else like a broker or a team leader. Since day one, for the most part, I've always paid for my own CRM in my business, and I think that is the way to go. Now, you need a CRM once you have about 60, 70, 80 contacts in your database and or if you're generating more than, say, 15 to 20 deal leads, rather leads a month. If you're doing a lot of open houses, if you're doing a lot of cold calling, if you're doing a lot of social media marketing where you're getting digital leads coming in, you're going to be a great candidate for using a CRM. But here's where a lot of real estate agents get confused. Your database, meaning your list of people who already know, like, and trust you, your friends, your family, professional relationships, all current and past clients, future clients, all of those people also need to go into your CRM and be organized accordingly. Side note, in the Market Authority Academy, we actually teach real estate agents exactly how to organize this to the T. So if you are looking for structure or an organization and you want to skip all the nonsense and just get straight to exactly how you need to structure this, go to the show notes below. You can learn all about the Market Authority Academy and how we hook you up with a proven business blueprint to help you streamline your business so that you can see exponential growth, just like many of the agents who have gone through the program over the last several years. All the details for that are below. But what you need to know right now, CRM, database, those are all going to be the same thing. And you need to be utilizing your CRM every single day for contact communication. This is not metric tracking. This is not social media content. This is not task management. This is communication. So if you are managing your contacts, if you're sending texts, if you're sending emails, all of that stuff happens within your CRM. Having one dedicated spot for all of this activity is going to be so helpful in keeping all of your communications in one place and easy to access. Now, the next layer that we want to add in here from my tech stack is a task management tool. This can look like Asana. This can look like Trello. This can look like any number of other task managers that are out there and available for free or paid versions. You can get by with free version just fine. I love Asana for my business and this is for task management. So when I'm trying to remind myself on my prospecting routines or my database marketing calendars or my transaction workflows, all of this stuff is housed in Asana. And you might wonder, well, Steph, why can't that just go in your CRM? Like, why do I have to have so many different things? You want this separate. You want to keep like work with like work and task management is so different from client communication, right? So allow yourself to keep these separate. And this will also help you pivot later if you find a different tool that you like better. So if you choose to move CRMs later down the line, if you choose to move a task manager down the line, just keep it separate. This is going to be so much easier in the long run to keep things structured and organized. I have a lot of videos on this channel where I talk about how I use Asana for task management. So definitely do some digging, check around the Margaret Authority Academy members, get my entire workflow set up for this, which is super helpful for them. But certainly I have a lot of free videos on this YouTube channel to help you find how a little bit of how we do this as well. Now, the third layer to my tech stack is Calendly. I wanted to have a really easy way to generate leads and set appointments in a way that will integrate with my calendar. And Calendly is the easiest way that I have found to generate leads and set appointments all at one. So the way that I use Calendly is anytime I get a new referral or if I get a new inquiry on my website from Google, or if I have somebody coming in from YouTube or Instagram, the first thing that I do is I have a quick conversation with them. I welcome them, um, to my brand. I say, Hey, thanks so much for checking in. I would love to learn more about how I can help you book a call with me through this link. Our where I will learn more about your needs and whether or not we're a good fit. What I've done with Calendly is actually integrate it with my CRM, which right now is FollowUpBoss. I've used FollowUpBoss for years and years. It just works really well for me. Very good at integrating with some of the other tech pieces that I use like Calendly. So as soon as somebody books a time on my calendar, that is automatically going to generate the lead through FollowUpBoss where I then can have automated action plans set up to begin following up with them as well between that in first interaction. And when I have the first appointment with them, how cool is that? Right? So again, whether it's on the DMS on Instagram or through one-on-one communication, even through emails, that Calendly link, I'm always sending it out to generate leads. Finally, the last layer to my tech stack, as we're referring to it is ChatGPT. I recently did a video about ChatGPT and I have my guide where you can download everything that I know on how to use ChatGPT to the highest level. That is all going to be below. Check out that other video and that free guide that might be helpful for you. But ChatGPT helps me stay really organized by helping me to streamline my content creation, my communication templates, and basically my entire life. I'm utilizing ChatGPT in every area of my life, personal and professional right now. It's so awesome. And so just in terms of doing things faster, doing things more efficiently, more effectively, that is an invaluable tool that I literally cannot see myself not leveraging going forward into the future. And that's it. That's all you need. You do not need any crazy bells and whistles. There is no secret. As I always say, there's no secret. There's no crazy hack. All you need are a few really good pieces of tech that can help you automate and streamline a lot of the work that you find yourself doing often. And that is how you really unlock the keys. Unlock with keys. That is how you unlock that structure and organization that you are desiring in your business. So quick recap, you need a CRM and your database needs to be in the CRM. I use follow up boss, but use whichever one is easy enough for you. You need a task management system. I use Asana. Yes, you can use a free version. Use whatever one is easy enough for you. If it's not Asana, you need an easy way to generate and convert leads. Calendly is awesome for that. And I'm loving that in my real estate business. Calendly has worked great. And finally, ChatGPT is so helpful in terms of streamlining all of my communication, all of my workflows, all of my systems, basically everything in my entire life. And now I want to hear from you. Leave in the comments if I'm missing anything or if you would like a video on any one of these pieces in particular to go more in depth. I'm more than happy to help do that. Thanks so much for tuning in. Until next time, keep on crushing it.