Real Estate CRM for the Virtual Office

Operating a successful real estate virtual office, whereby most of the agents work from their home offices, requires an integration of on-line tools training and support. A critical web based tool is the company CRM (Customer Resource Management) which is the automated hub of agent, staff and management tasks and activities. The tool should include a powerful contact manager, an interactive database and lead management system.

Agents, staff and management require a contact management feature that maintains all import information and data of company representatives as well as customers and clients.  Remote access to this information ensures proficiency in all aspects of communication, transaction flow and automated functions.

In addition to the basic information of name, address, telephone numbers and email the system should provide for multiple customizable fields.  Entry options would include important dates, notes, web site and blog addresses. 

The contact management system should provide for extensive prompting fields for manual and auto data entry when interacting with customers and clients.  A major asset of the company is the permission database generated through inbound marketing.  The value is the variety and volume of pertinent information obtained in the communication with consumers.

The company inbound marketing process should include web sites, blogs and direct response marketing.  Integrated marketing communications are designed to generate web form registrations that must auto populate the data base, organize and store the information.  The contact manager is only one important element of the database.  Once the information is obtained, it is important for automated functions to be built into the system to provide prompt and timely responses and follow-up.  This process should include auto responders, lead notification and distribution.

Lead Notification and Distribution

The typical web form registration may require only an email address.  However, it is beneficial to obtain a name and phone number.  You must analyze your registration metrics in order to determine the optimal required fields for your value proposition.  In all cases, the system must automate the process of distributing the leads.   Agents and staff (including call centers) must be notified of a new lead via email, text while populating the data base.  Response factors are critical in converting Internet based leads and most motivated consumers will work with the first responder.

The CRM system is more effective if lead management tools are integrated into the system. Features should include call prompting, scheduled activities, auto responders, drip email, automated campaigns and reports. Users are more efficient when prompted to perform follow-up tasks and will convert more business.

Management and Staff

Features for management and staff include a recruiting module for the target lists and agent databases. Automating the messaging of the value can be built into the drip and blast email campaigns.  The CRM tool can be utilized with the intranet so that staff can manage agent contract renewals, birthdays, reports, notices and important dates