When was the last time you went through your whole workflow?
Most TCs are so busy working on a day-to-day basis with a high volume of real estate transactions that they rarely have the time or opportunity to step back and examine how well their processes are working.
But let’s be honest: hanging onto outdated or inefficient processes does actually suck the life out of your opportunity to improve workflow efficiency and meet client expectations.
In this article, we’ll examine five telltale signs that your workflow needs an overhaul and offer actionable strategies to help you iron out operations, save time, and give customers a seamless experience.
1. Missed Deadlines Are Becoming the Norm
Missing deadlines disrupts your workflow processes and damages trust with agents and clients. For example, you forget to send a Notice to Perform (NTP) to a buyer, delaying contingency removal. This creates additional time pressures and affects the seamless customer experience everyone expects.
Why It Happens:
- Using paper-based systems or walls of filing cabinets to track critical dates.
- Relying on scattered tools and manual workflows.
How to Fix It:
- Adopt Transaction Management Tools. Implement software solutions like ListedKit to consolidate timelines and send automated reminders for key milestones. These workflow automation solutions eliminate manual errors and free up time for higher-priority tasks.
- Set Up a “Set-and-Forget” Task System. Schedule automatic alerts for critical deadlines, such as earnest money deposits or inspection periods, to ensure nothing slips through the cracks.
- Perform a Process Review. Regularly audit your workflow to identify steps prone to failure, such as redundant steps in your approval workflow.
2. You’re Over-reliant on Manual Processes
If manual data entry or repetitive tasks dominate your day, it’s a glaring sign that your workflow is inefficient. These processes waste time, reduce productivity, and increase the likelihood of errors.
You manually enter seller disclosures into your system and accidentally omit a key detail, which delays the approval chain and frustrates the sales team.
Why It Happens:
- Reliance on outdated systems.
- Resistance to process automation or newer technological advancements.
How to Fix It:
- Introduce Process Automation. Use tools that integrate with your CRM and MLS to reduce manual data entry. Automation tools like Zapier can transfer data seamlessly, eliminating redundant tasks.
- Standardize Entry Tasks. Create editable templates for contracts, disclosures, and closing documents. This reduces the time spent on repetitive drafting.
- Work with Process Consultants. If you’re unsure where inefficiencies lie, a process consultant can help map your routine business processes and recommend improvements.
3. Communication Gaps Cause Delays or Frustration
Inadequate communication—whether it’s missed project updates or unclear instructions—can lead to slow response times and client dissatisfaction.
Specific Example:
A vendor calls for confirmation of a repair request, but due to disjointed communication between you and the sales team, you give outdated information. This leads to delays in meeting customer demands.
Why It Happens:
- Back-and-forth communication across email threads.
- Lack of centralized updates for all parties.
How to Fix It:
- Streamline Internal Communication: Use project management software that offers a shared space for project-related discussions. For example, platforms like ListedKit provide real-time updates accessible to all stakeholders.
- Set Clear Communication Lines: Inform all parties at the outset about how and when they’ll receive updates. This reduces unnecessary follow-ups and improves employee morale.
- Encourage Feedback from Clients and Employees: Ask your agents, office staff, and vendors for feedback on improving internal communication. Addressing gaps can enhance collaboration.
4. Repetitive Tasks Are Consuming Your Day
Routine tasks, like creating similar emails or uploading documents, can eat up hours of your workweek. This not only reduces organizational efficiency but also prevents you from focusing on higher-value action items.
Specific Example:
You spend hours every week drafting emails for final walkthroughs or contract amendments, pulling you away from tasks that directly impact the customer journey.
Why It Happens:
- Lack of standardized templates or workflows.
- Relying on manual tasks instead of automation tools.
How to Fix It:
- Use Templates for Repetitive Communication: For example, draft templates for repair updates or escrow instructions that dynamically fill in client details.
- Automate Routine Processes: Set up automation for project updates, such as sending a weekly progress summary to agents and clients.
- Batch Tasks for Maximum Efficiency: Dedicate blocks of time for routine admin work, like document uploads or compliance reviews. This prevents constant task-switching and ensures smoother operations.
5. You Feel Overwhelmed and Stretched Too Thin
Feeling perpetually overwhelmed is a blatant sign that your workflow isn’t sustainable. This often happens when inefficient workflows and a lack of delegation create bottlenecks.
Specific Example:
You’re managing 15 transactions, but every time an agent calls for a small update, you drop what you’re doing. This creates a performer-based bottleneck, where the workflow slows down because a single person is handling too many tasks.
Why It Happens:
- Taking on more than your workflow can handle.
- A lack of delegation for menial or entry tasks.
How to Fix It:
- Delegate Tasks. Assign routine tasks, like document uploads or follow-ups, to co-workers or junior staff. Alternatively, outsource these tasks to virtual assistants.
- Reassess Business Operations. Revisit your capacity and redefine how many transactions you can handle while maintaining quality.
- Implement Agile Project Management. Break projects into smaller, manageable tasks, and focus on delivering consistent progress rather than juggling too much at once.
Improve Workflow and Take Control of Your Real Estate Business
Here’s a quick summary of the five warning signs that it’s time to improve your workflow:
- You often miss deadlines, straining relationships with clients and agents while disrupting transaction timelines.
- You rely on manual processes like data entry or updating spreadsheets, which slow down productivity and increase the risk of errors.
- Communication gaps between stakeholders lead to confusion, delays, and frustrated agents or clients.
- Repetitive tasks like drafting similar emails or preparing documents take up valuable time that could be spent on higher-priority work.
- You constantly feel overwhelmed or stretched too thin, signaling that your workload has exceeded what your current systems can handle.
Remember to start by automating one or two small but repetitive tasks, such as setting up deadline reminders or standardizing email templates. You may also use management tools such as ListedKit to create a better system quicker.
