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Real Estate Listings Manager

Managing Real Estate requires organization. It involves many different moving pieces, and a whole lot of communication to keep things working smoothly. For all real estate processes to be successful, you’re best off having a centralized and streamlined way to manage it all.

 

What is a real estate listing manager?

Real estate listings manager is a list of all the currently available properties that are on the market, either to be rented or bought, for any given real estate firm or agent. This is usually managed by the real estate broker and allows the future tenants or homeowners the ability to see what properties are available out there. 

 

Why is a Real Estate Listings Manager important?

Real estate agents and brokers need to manage and maintain a streamlined process when it comes to listing their available properties and keeping track of their closed deals. Some might be working with future buyers and tenants as well as current homeowners trying to rent or sell their properties. With many different stakeholders in the picture, it requires smooth collaboration to keep everyone updated, and aligned.

Use this guide to help you set up a manageable and working Real Estate Listings Manager with monday.com!

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Step 1 - Set up your listings board 

For the purpose of our use case, our Real Estate firm both rents out and sells properties. In addition, we have multiple different agents who are assigned to the different properties! Each agent will receive commission on each deal they close, and they will use this board to update the status of each of their properties.

We’re going to create a board that allows us to present all this information in one collaborative space. 

 

Groups:

We’ve broken up our board into groups that represent different phases in the process- current properties on the market, recently closed deals, and those that are no longer relevant. You can organize your groups via time periods (months/quarters) or via agents if you wish- flexibility is key with monday.com!

Columns:

Columns will allow you to reflect all the layers of details that you'd like to have visible in unified place, allowing you to easily refer to, manage and track all your properties at a go.

To do so, we’ve added the following columns:

  • People column to assign the agent responsible for each property.
  • Status column to reflect if this is an active property or not and to show the exact stage the property is in (ie. contract negotiation, signed etc).
  • Date column to show the date it was first listed, so we can track how long it’s been on the market.
  • Dropdown column to show whether this property is on the market for sale or for rent.
  • Location column used to store the address of each property.
  • Numbers column to reflect the asking price of each property, and the size of it. 
  • Checkbox column to show whether there’s a patio or garden.
  • Formula column to track the commission made by each real estate agent. The formula we’ve added to our board is MULTIPLY(0.01,{Asking price}) ie. 10% of the asking price!

 

 

Tip: Hide the formula column so that only the managers can track this information while the rest of the board can be shared with the team. To learn more about hiding columns, check this out.

 

Step 2 - Display information from other boards

In addition to our Listings Manager board, we’ve created a second board which contains all of the details of our Real Estate agents. We’re going to reflect some of those details onto our Real Estate Listings Manager so we can have all necessary information in one place. With the help of the Link to Item column, we can link any relevant board that provides more context to the Listings Manager. We can further enhance our board, with the Mirror column, to reflect certain pieces of information from the Contact board directly onto our Listings Manager. Pretty cool, right?

 

Agents Contact board

 

In our case, we’ve linked the Listings Manager board with our Agent database board, and mirrored the agent’s phone number.

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Note: You can choose to link to your client database instead and have all potential clients linked to the specific property they’re interested in.

 

Step 3 - Gather all documentation in one place & annotate easily

Real estate listings require file sharing for photos of the properties or contracts and these need to be kept organized and in context, to be shared externally with clients. 

The file column is perfect for this. Simply upload any relevant documents or files and make sure that everything is easily accessible, organized and clutter-free! No more rummaging through long email threads, spending hours searching for the correct files.

 Check out the File View to see all files uploaded to the board.

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You can also take advantage of the Annotation feature to make suggestions, comments and communicate with your colleagues on your files uploaded to the board. 

 

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Step 4 - Delegate and assign properties smartly  

Resource Management

As a manager of a team or Real Estate firm, it’s important to ensure that your agents are not under or over assigned and that the distribution of properties fits your teams’ goals. 

That’s been made easier than ever with the help of the Workload View, which allows you to track, monitor and manage your precious resources efficiently (ie. your properties and agents).  

Below, you can see that between May 20-26th, Noy was assigned to too many properties (red indication), prompting us to reorganize and reassign if needed.

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Globe View

Another useful way to assign your agents is based on their specific regions or areas of preferences.

The Board to Globe View will help you plot where each of your properties are on an interactive 3D map or globe, allowing you to see at a glance where you have active properties, and easily assign your agents to them.

 

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Step 5 -  Power up your workflow with automations!

Automations are an effective way to save you time by automating certain steps in the process, ensuring you and your colleagues can focus on the big stuff. 

Some useful automations that you can add to this workflow are:

  • When status changes to Signed, move the property to the Done group. This will ensure that my property management board stays up-to-date, clutter-free and tidy at all times.

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  • When status changes to Offer Made, notify the manager. This is important because it will keep management in the loop of where each property stands, and save each agent the hassle of writing time-consuming emails, and making phone calls to update all relevant stakeholders.

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  • When the property moves to Closed group, notify the agent responsible after some time-  in our case, 300 days. This is a useful reminder that will allow your agents to each be reminded automatically when the closed properties are two months before the end of their year-long contract. This will allow them to check back in with current tenants and/ or property owners to start looking for new tenants if necessary. Having this automation ensures that things run smoothly and efficiently, at all times.

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To learn more about other automations that could boost your workflow, check this out.

 

Step 6 - Streamline your external communication with integrations! 

Above, we showed how you’re able to manage all your properties in a simple and manageable and manner. Now, let’s take a look at how you can use this board to communicate smoothly with external parties, such as potential clients. 

 

Gmail Integration: 

You can easily connect your email to your monday account and streamline processes saving time and inevitable human error. The Gmail integration will allow you to send out automatic emails to potential clients once the contract is ready or after review, or send out emails to inform potential clients once a property is no longer relevant. You can also make sure that emails from clients are added directly to your board so you can follow all correspondence in one place!

Check out some useful integrations we’ve added to our workflow:

  • Make sure to swiftly inform clients when a contract has been added, so that they can review it. Timing is everything.

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  • Gather all client correspondence smoothly by adding the email content to the update section on your board.

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Tip: Have multiple potential clients but one of them closed the deal? Update the others by sending multiple emails at once!  Check this out to learn more.

 

Twilio:

If texts are more your thing, you can set up a quick and easy integration with your monday.com board to ensure that you and potential clients are kept up-to-date through texts.

As with the email integration, you can ensure that clients are informed with a simple text when contracts have been uploaded, reviewed or rejected, when deals are closed or properties are no longer relevant. Keeping things consolidated and simple💪.

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Tip: You can use our integrations to connect your workflow with social media such as Facebook to upload weekly or daily posts of your available properties and manage your real estate marketing process from here! Learn more about this here.

 

Step 7 - Drill down for more a more focused view

Once you have a lot of different pieces of information on your boards, you can always gain a narrowed down view using the board filters. 

Here, you can filter out all the properties based on relevant criteria. For example, we're filtering out all the properties being rented, so we can focus on those being sold. We can also multi-filter to see those currently in the negotiation phase, or see only those belonging to specific agents. 

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Note: You can save these views and switch between them to spare you extra time, keeping you focused!

 

Step 8 - Gain insights and make data-driven decisions!

Dashboards are a great way to stay on top of everything high level, from the number of properties rented out in a specific month, sales made, which agents are pulling in the highest commissions, and to see where everything stands at a glance. While the boards help with the day-to-day management, dashboards are powerful tools for overviews. 

On our Real Estate dashboard, we’ve added in the following widgets to provide us with exactly the takeaways that we need as managers.

  • Pivot Table Widget to reflect a comparison of properties and their stages per agent.
  • Battery Widget to an overview of the progress of all properties and how close to being closed deals they are.
  • Numbers Widget to show the accumulated value of all properties closed, to compare the commission made by each agent and any other numerical information of value.
  • Chart Widget to provide insights on the breakdown of the properties via type- up for sale or for rent.

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There you have it! Everything you need to know to get your Real Estate Listings Manager up and running on monday.com!

 

If you have any questions about this or anything else in this article, feel free to reach out to us at customer success at [email protected]