Advanced Real Estate CRM: Automate Property Tracking with Trello
Mastering Property Tracking and Tour Scheduling: A Guide to Advanced Real Estate CRM
Checkout the Youtube tutorial here
In today's competitive real estate market, having an efficient Customer Relationship Management (CRM) system is crucial. If you've already set up a basic CRM using Trello (as covered in our previous guide), it's time to take your workflow to the next level. This post will walk you through advanced techniques to automate property tracking and tour scheduling, significantly improving your business processes.
Why Upgrade Your Real Estate CRM?
Before we dive into the technical details, let's consider the benefits of enhancing your CRM:
1. Streamlined workflow
2. Improved client management
3. Efficient property tracking
4. Automated tour scheduling
5. Better time management
These improvements directly contribute to increased productivity and potentially higher sales volumes.
Setting Up a Dedicated Properties Board
The first step in our CRM enhancement is creating a separate Trello board specifically for property management.
1. Create a new board titled "Properties Board"
2. Add the following columns:
- Tour Scheduled
- Tour Completed
- Offer Submitted
- Under Contract
- Lost or Not Interested
3. Create a "Property Template" card with custom fields such as:
- Listing URL
- List Price
- Client Rating (1-5)
- Tour Scheduled Date
- Offers Due Date
- Client Email Address
4. Add labels for quick property status identification:
- Vacant
- Owner Occupied
- Pending
- Off Market
Linking Leads to Properties
To create a seamless connection between your leads and the properties they're interested in:
1. On your Leads board, add a "Properties" checklist to each lead card
2. Use this checklist to list properties the client is interested in viewing
Automating Tour Requests
Streamline the tour request process with these steps:
1. Add a "Tours Requested" column to your Leads board
2. Create a custom "Request Tours" button on lead cards
3. Set up an automation to:
- Create linked cards for incomplete checklist items
- Move these cards to the "Tours Requested" column
- Clear the checklist after processing
Automating Property Card Movement
Ensure smooth transitions between boards with this automation:
1. Set a trigger: When a card is moved to "Tours Requested"
2. Action: Move the card to the "Tour Scheduled" list on the Properties board
Syncing with Google Calendar
Integrate your tour schedule with Google Calendar for better time management:
1. Use Zapier to create a new Zap
2. Trigger: When a card is moved to "Tour Scheduled" in Trello
3. Action: Create a Google Calendar event
4. Include relevant details like property address, client email, and tour notes
Continuous Improvement in Your CRM Process
Remember, the key to an effective CRM is continuous refinement. Regularly assess your workflow and look for new areas of improvement. Consider these tips:
1. Gather feedback from team members using the system
2. Monitor time saved and efficiency gains
3. Stay updated on new Trello features and automation possibilities
4. Regularly clean and update your data for accuracy
Conclusion: Embracing Advanced CRM Techniques
By implementing these advanced techniques, you're not just improving a tool – you're transforming your entire approach to client and property management. This enhanced CRM system will help you stay organized, save time, and ultimately provide better service to your clients.
Remember, the goal of any CRM is to make your work more efficient and effective. As you implement these changes, always keep your specific business needs in mind and don't hesitate to customize these suggestions to fit your unique workflow.
Are you ready to take your real estate business to the next level with advanced CRM techniques? Start implementing these changes today and watch your productivity soar!
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What other real estate processes would you like to see automated? Share your ideas in the comments below!