Nowadays, automation has become an essential tool for TC businesses, offering opportunities to simplify property transactions, manage deadlines, and improve overall efficiency. However, with so much focus on technology, it’s easy to overlook the personal connections that set your services apart. Clients still value a thoughtful, human approach—something that automation alone cannot do.
The good news is that you don’t have to choose between efficiency and maintaining meaningful client interactions. Here are five smart ways to achieve this balance.
1. Automate Repetitive Tasks to Reclaim Valuable Time
Automation excels at handling repetitive tasks, freeing up your schedule for more meaningful client interactions. You can enhance efficiency and minimize real estate transaction coordination errors by automating routine processes.
Tasks you can automate:
- Set up alerts to remind all parties of upcoming milestones like contingency deadlines or inspection dates.
- Automate the collection, sharing, and filing of essential paperwork, such as legal documents or disclosures.
- Generate and send milestone-specific follow-up emails to inform agents, clients, and vendors at every stage. For instance, automatically send a detailed email to buyers and agents after escrow opens, outlining the next steps and important deadlines.
- Pre-schedule recurring status updates for key stakeholders, such as weekly transaction summaries to agents, clients, and brokers.
Example Scenario:
When managing a property transaction, use AI-powered tools to automatically request necessary documents from sellers after contract acceptance. Additionally, schedule a recurring email to agents with a progress report, ensuring they stay informed without contacting you directly.
2. Personalize Automation to Maintain the Human Touch
To ensure automation feels seamless, focus on personalized customer experiences by tailoring communications to individual client preferences. This approach preserves the personal touch while leveraging the efficiency of automation.
Ways to personalize automation:
- Use email templates that dynamically insert clients’ or real estate agent’s names, property details, and transaction milestones.
- Schedule follow-up emails that include specific references to the transaction, such as “Your appraisal for [Property Address] is scheduled for [Date].”
- Add warm, conversational language to ensure automated messages feel personal and client-focused.
Example Scenario: When sending reminders for property viewings, customize the message to reflect the property type and client priorities:
“Hi [Client Name],
This is a reminder about your upcoming viewing of [Property Address]. Please let me know if you have any questions about the home or neighborhood.”
3. Double-check for Accuracy to Avoid Errors
Even the most advanced AI solutions require human intervention to ensure accuracy. Reviewing your automated transaction workflows helps identify potential errors that could disrupt transactions or impact client satisfaction.
Tips for accuracy checks:
- Periodically test automated workflows to confirm they function as intended.
- Integrate tools for error detection, especially for document processing and deadline management.
- Incorporate manual reviews for critical tasks, such as accurate valuations and contract compliance.
Example Scenario: Before submitting a finalized contract to the brokerage, review automated processes to verify that all required disclosures and addenda are included. This diligence ensures smooth progression through the compliance phase of the real estate transactions.
4. Enhance Communication with Strategic Automation
Automation should enhance, not replace, the personal connections that are vital in the real estate sector. Combining automated updates with personalized follow-ups ensures clear communication and fosters trust with clients.
How to enhance communication with automation:
- Send automated updates for routine milestones, like scheduling property inspections, while personally addressing sensitive customer queries.
- Pair instant responses from AI-based chatbots with personal emails for in-depth client concerns.
- Use automated triggers to notify you of critical updates, enabling timely manual outreach for significant events.
Example Scenario: When nearing the closing stage, use an automation tool to notify clients of their final walkthrough date through the platform or email reminders. Follow this with a personal call to confirm their availability and answer any last-minute questions about the process.
5. Build Flexible Workflows for Unique Transactions
The real estate business is filled with unique scenarios, and rigid workflows often fail to accommodate them. By designing flexible workflows with conditional logic, you can adapt your processes to address varied client needs and unforeseen challenges.
Steps to create flexible workflows:
- Use conditional logic to create “if-then” rules for handling unique transaction steps, such as repair negotiations after inspections.
- Ensure workflows can be adjusted for unexpected delays, such as vendor scheduling conflicts or changes to financing terms.
- Design workflows that cater to individual preferences, ensuring clients feel supported and informed.
Example Scenario: For a transaction involving prospective buyers with a tight timeline, conditional workflows can automatically prioritize loan approvals and inspection scheduling, ensuring the timely completion of key milestones.
How to Balance Automation and Personalization in ListedKit
ListedKit gives you tools to automate routine tasks while offering a personal touch. Here’s how to make the most of it:
Automate Email Tasks with Smart Templates and Reminders
ListedKit’s Smart Templates allow you to pre-schedule important email tasks, making communication faster and more reliable. Automated reminders keep you on track during key stages of a transaction.
Example Usage: Schedule an automated email to all parties three days after a transaction goes under contract. Include details about upcoming deadlines, like the inspection period end date, and attach any documents they may need.
Personalize Messages with Smart Fields
Smart fields in ListedKit pull details from transaction data, such as client names, property addresses, and deadlines. This keeps your emails specific and relevant without requiring extra manual work.
Example Usage: When sending a final walkthrough reminder, let the template auto-fill the client’s name and the property address:
“Hi [Client Name],
Your final walkthrough for [Property Address] is scheduled for [Date and Time]. Please let me know if you have any questions.”
Integrate Email Tasks Into E-Checklists
You can organize your workflow by linking email tasks to your e-checklists. Set these tasks to trigger reminders at the right time so every step is accounted for.
Example Usage: Add a task to your checklist to send a “Next Steps” email to the seller’s agent five days before closing. Include details on final document submissions or outstanding requirements to avoid last-minute delays.
Set Smart Due Dates for Task Lists
ListedKit’s smart due dates let you automate workflows based on transaction timelines. Conditional logic helps your tasks adapt to each situation.
Example Usage: If the appraisal isn’t scheduled within five days of going under contract, trigger a follow-up task for the buyer’s agent to check in with the lender. At the same time, notify someone from your team to review the next contingency deadline.
Automate Real Estate Transactions with Confidence
Here’s a quick recap of the five smart strategies to balance automation and personalization:
- Save time by automating reminders, document management, and follow-ups.
- Add a personal touch with tailored messaging and client-specific details.
- Review workflows to prevent errors and maintain client trust.
- Pair automated updates with personal follow-ups to keep communication clear and reliable.
- Use conditional logic to adjust workflows for varying transaction needs.
Start small by automating key processes, then refine your system and choose a transaction management tool to help you improve efficiency and client relationships.
