5 signs your real estate business needs to update their phone system

Although a thriving real estate business requires smooth and efficient operations, productivity is often hampered by disconnected tools and poor communication between colleagues. And the inevitable result is frustrated customers and lost business that arise from tons of meetings with no time to take notes and increased pressure to close deals.

Ring a bell?

If you go back to why you’re in real estate in the first place – to build lasting relationships with your clients – it only makes sense that your business phone system helps you achieve that goal. As your company’s direct line to customers and prospects, and your team’s central point of truth, an effective business phone system is the tool you need to ensure that prospects and customers never pass between the cracks.

We’ll highlight the top five signs that your real estate business needs to update their phone system, as well as how to fix issues that threaten your day-to-day productivity.

Sign 1: Valuable leads slip through the cracks

Finding, qualifying and nurturing leads shouldn’t feel like a game of chance. It should be a scalable and repeatable process.

Business is only as good as your last deal, so you want to close every possible lead and let none escape your reach.

So how do you currently track your leads? Some real estate professionals follow their leads with spreadsheets or using tools that may not integrate with each other. Some officers may even use sticky notes.

Year-over-year revenue growth depends on the capitalization of each prospect, regardless of deal size. In this case, setting up a central hub for all your leads, including a full record of who’s been contacted and who needs to be called back, ensures that no deal slips your mind.

How to fix it

Lead Center by CallRail offers a unified inbox with all the details you might need: all calls, texts, forms and chat messages from any prospect or customer who contacts you and when. For each customer, you can review and act on all incoming, active, and recent interactions. This makes it easier to pick up colleagues if they are busy with other matters or out of the office.

Finally, you have visibility into missed calls and missed callbacks by your team. It’s impossible to let leads slip through the cracks with this unified inbox.

Sign 2: You lack the necessary context to effectively close leads

As an agent constantly answering calls, you don’t want to answer a call without context. If you find yourself racking your brains trying to remember the details of the last time you spoke with a client, the name or number of a certain prospect, or the answer to Mr. Smith’s question from last weekend, it is clear that you need tactics to manage better.

Even worse than not having the answers you need readily available, ask prospects and customers to repeat information they’ve already shared with you or a colleague. Landing deals and maintaining a reliable reputation both depend on your ability to at least look in the know every time you pick up the phone. Context is the only way to have conversations that get results while creating enjoyable experiences for your customers.

How to fix it

Lead Center’s unified inbox not only tracks calls, texts, forms, and chat messages from any prospect or customer who contacts you, but it also tracks the interaction history of each employee. You and your team can use notes, tags, call transcripts, and recordings to stay in sync with each other and ultimately close more deals. In Lead Center, you have all the details you need about every lead to close them and turn them into a happy customer for life.

Sign 3: You have a growing pile of scribbled sticky notes with phone numbers you need to call back

Sticky notes, memo pads, napkins – you get a lot of calls and talk to a lot of people, so you scribble notes wherever you can. However, to grow, you need a solid process for collecting and storing information relevant to your business, such as names, numbers, key talking points, and action items.

If you continue on the path you have been following, something will inevitably go unnoticed. Your real estate business needs a single, unified place to keep track of not only your own calls and interactions, but those of your entire team.

How to fix it

Since business communication is all about context, ensuring that context relies on storing key information in a central location so that the people who will benefit most from its use can easily access it.

Lead Center provides visibility into all of your team’s communications, inbound and outbound, so you can add notes as needed to recent calls for your benefit and that of your team. It’s easy to see who you need to contact and who your team needs to contact.

More importantly, you’ll have a much more productive place than Sticky Notes to keep your information relevant.

Sign 4: You often wonder if your colleagues have ever called a client back

You don’t like to admit that you don’t know the status of a customer issue, just like prospects and customers don’t like to wait for you to contact you. Either they’ll keep calling and you’ll keep missing them and they’ll get more and more frustrated – or when you finally contact them, they’ll have already moved on to your competitor.

Your team could really use a call log detailing who has been contacted and who is still waiting.

How to fix it

Forgetting to call back a client arrives. It’s human nature. This is where Lead Center comes in handy, as it serves as a digital backup of the information you need on a day-to-day basis. Leverage the history log of each of your leads for the context you need to take the next step. The complete customer interaction history also tells you how a prospect interacted with your business and in what order.

Sign 5: You need to deal with a personal matter quickly, but you don’t want the business to collapse

Doctor’s appointments, school pick-ups, errands – we’ve all been there.

Inevitably, at one of those times away from your desk and laptop, you receive an “urgent” call or text from a customer. What if you could manage your business on the go as efficiently as from your ideal office setup?

How to fix it

Enter the Lead Center mobile app – it’s like being at your desk. The Lead Center mobile app connects you to everything you need in business communications. You have the context you need at your fingertips to have productive conversations, and you can use your business number to make phone calls and send text messages. Since it’s in Lead Center, it’s all recorded, so you can always add notes and tags, and it’ll all be there later for you to revisit from your laptop.

Just like the Lead Center desktop app, the mobile app lets you:

  • Access context and history of interactions – display a list of recent calls and text messages between your company and your prospects/customers.
  • Record and transcribe calls from the field – use the app to record and transcribe your calls so you can think about them when you’re ready.
  • Make hot and cold transfers to colleagues in the office – You are not the right person to help a certain client? Transfer them using the app. Also, set yourself to unavailable so your teammates won’t transfer you when you’re out of the office.

Get a business phone system that’s as productive as your real estate business

Take your phone system and business processes from defense to attack. No more guesswork, confusion and searching for information. Instead, use a central point of truth that your real estate business can use to build lasting relationships and ultimately close more deals.

Try Lead Center for free or request a custom demo today.


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