How to Leverage Real Estate CRMs and Automation to Boost Volume by 20%

We’re diving into one of the biggest game-changers for real estate professionals: CRMs and automation. 

If you’re not using these tools to their full potential, you’re missing out on a massive opportunity to streamline your operations, improve your lead management, and boost your sales. 

According to NAR, 85% of top-performing agents use a CRM daily, which leads to a 27% increase in lead follow-up efficiency and a 20% increase in closed deals. 

That’s not just a statistic—it’s a blueprint for growing your business. 

Let’s explain how you can harness CRMs and automation to achieve similar results.

Why CRMs and Automation Are Non-Negotiable for Growth in Real Estate Pros in 2024

Real estate is a fast-paced industry, and it’s easy to get bogged down with tasks that don’t directly contribute to closing deals—like manual data entry, inconsistent follow-ups, and juggling multiple platforms to stay on top of your leads. 

This is where a CRM (Customer Relationship Management) system comes in. It centralizes contacts, tracks interactions, and helps you stay organized. 

When you add automation into the mix, you’re not just keeping your head above water—you’re positioning yourself to thrive. 

Managing leads and maintaining consistent communication is crucial for scaling your business without burning out. 

Here’s how to get started.

Step 1: Automate Your Follow-Ups and Set Up Drip Campaigns for New Leads

The first step to leveraging a CRM effectively is automating your follow-ups. 

Following up with leads manually can be time-consuming and inconsistent. 

But with automation, you can set it and forget it, ensuring no lead slips through the cracks.

• Set Up Automated Follow-Ups: Use your CRM to create automated follow-up sequences for new leads. This could be a series of emails, texts, or even task reminders for you to make a phone call. The key is to ensure every lead is nurtured without you having to remember each step manually.

• Implement Drip Campaigns: Drip campaigns are perfect for nurturing leads over time. You can set up a series of emails that go out automatically, keeping your brand top-of-mind until the lead is ready to take action. For example, if someone signs up for a property alert on your website, your CRM can automatically send them a series of emails about market trends, new listings, or tips for buying in the current market.

• Personalize Your Messages: Don’t send the same generic emails to everyone. Use your CRM to segment your leads based on their behavior, like properties they’ve viewed or areas they’re interested in. Tailor your messages to their specific interests to increase engagement and drive conversions.

Step 2: Use Predictive Analytics Features to Identify High-Potential Clients and Prioritize Follow-Ups

One of the most powerful features of a CRM is predictive analytics. 

This tool can help you identify which leads are most likely to convert so you can prioritize your efforts accordingly.

• Identify High-Potential Leads: Predictive analytics analyze your data to find patterns and predict which leads are most likely to move forward. This could be based on their engagement with your emails, their browsing history on your website, or their responses to past outreach. Use this information to focus your energy on the leads that matter most.

• Prioritize Follow-Ups: Not all leads are created equal. With predictive analytics, you can set up your CRM to automatically prioritize your follow-ups based on lead scoring. High-priority leads can be flagged for immediate action, while lower-priority leads can be nurtured over time with automated drip campaigns.

• Optimize Your Approach: Use the insights from your CRM to refine your sales strategy. If predictive analytics show that leads engaging with virtual tours are more likely to convert, ensure you’re promoting virtual tours prominently in your marketing efforts.

Step 3: Automate Data Entry and Routine Tasks to Free Up Time for Relationship Building

One of the biggest time-wasters for real estate professionals is manual data entry and other routine tasks. Automating these processes frees up your time to focus on what truly matters—building relationships and closing deals.

• Automate Data Entry: Use your CRM to automatically capture information from web forms, emails, and other sources. This not only saves you time but also reduces the risk of errors. For example, when a lead fills out a contact form on your website, their details can automatically be added to your CRM, along with notes on their property preferences.

• Streamline Your Workflow: CRMs can automate many repetitive tasks that bog you down. Set up automated reminders for upcoming tasks, automate your appointment scheduling, and use task templates to ensure nothing gets overlooked.

• Leverage Integration: Your CRM should integrate seamlessly with other tools you use, like your email, calendar, and marketing platforms. This ensures that all your systems work together smoothly, saving you time and hassle. For instance, integrating your CRM with your email can automatically log all your communications with clients, keeping everything in one place.

Step 4: Gradually Increase Your CRM Usage and Scale Up as You Become More Comfortable

If you’re new to CRMs and automation, don’t feel pressured to dive into the deep end immediately. Start with simple tasks and gradually scale up as you become more comfortable with the system.

• Begin with Basics: Use your CRM for essential contact management and simple follow-up automation. Get used to the interface and familiarize yourself with the core features.

• Expand Gradually: As you get more comfortable, explore more advanced features like predictive analytics, integration with other tools, and more complex automation workflows. For example, once you’re confident with follow-up sequences, you can build multi-step drip campaigns that engage leads over more extended periods.

• Monitor and Adjust: Keep an eye on your CRM’s analytics to see what’s working and what’s not. Use this data to tweak your approach, refining your automation and outreach strategies for maximum impact.

• Leverage Support and Training: Most CRM platforms, including TopShot Pro, offer robust support and training resources. Use these to your advantage. Take advantage of webinars, tutorials, and customer support to learn best practices and get the most out of your CRM.

Conclusion: Work Smarter, Not Harder

Boosting your real estate sales by 20% is entirely within reach when you leverage CRMs and automation. 

It’s all about working smarter, not harder. 

By automating follow-ups, using predictive analytics, and freeing up your time from manual tasks, you can focus on what truly drives growth—building relationships and closing deals. 

Start small, scale gradually, and watch these tools transform your operations. Let’s make 2024 your best year yet, one automated follow-up at a time. 

Keep pushing forward, and remember the right tools can make all the difference. 

Let’s get to work!