Operating Architects / Real estate teams
For real estate teams
Give your team a back office before you hire one.
An operating structure for real estate teams: lead response, follow-up, showing feedback and transaction milestones tracked by a defined system, with agents and the team lead approving what is sent.
Where the time goes
Familiar problems for real estate teams.
New leads wait for a human
Inquiries arrive after hours and mid-showing, and the first reply depends on who is free.
Follow-up lives in people's heads
Past clients, long-cycle buyers and open-house contacts are followed up on inconsistently.
Transactions run on checklists nobody owns
Deadlines, documents and reminders slip between the agent, the coordinator and the client.
The team lead is the bottleneck
Every exception routes back to one person, so the team cannot grow without more of that person.
Where an owner's week can go
28 of 50 hours go to repeat work. Hover or tap a bar for the detail.
View as a table
| Task | Hours in a week | Type |
|---|---|---|
| Showings and client meetings | 18 | Client and revenue work |
| Lead follow-up | 9 | Repeat work |
| Transaction checklists | 8 | Repeat work |
| Client updates | 6 | Repeat work |
| CRM hygiene | 5 | Repeat work |
| Prospecting and marketing | 4 | Client and revenue work |
Illustrative example A fictional owner's 50-hour week. The numbers are made up to show the idea, not results.
Quick Win examples
One workflow, built and approved in 7 business days.
The Quick Win Sprint builds one workflow in your own tools. These are examples. We choose the right one with you, based on what the discovery session shows.
New-lead first response and routing
Every inquiry is logged, a draft reply is prepared, and the assigned agent approves it. Consent and opt-out handling are built into the design.
Showing-feedback request and summary
A request goes out after each showing and replies are collected into one summary for the listing agent.
Transaction milestone reminders
A dated checklist per deal that nudges the right person before each deadline and escalates to the coordinator when nothing happens.
Every example keeps a person approving what goes out. No savings or results are promised. What gets built is agreed in a written acceptance test first.
What changes for you
Hours move from repeat work to the work only you can do.
Where the time can shift
The same fictional owner: 28 hours a week on these repeat tasks before, 11 hours with a workflow in place.
View as a table
| Task | Before (h/week) | With a workflow (h/week) |
|---|---|---|
| Lead follow-up | 9 | 4 |
| Transaction checklists | 8 | 3 |
| Client updates | 6 | 2 |
| CRM hygiene | 5 | 2 |
Illustrative example of where time can shift; results vary by business.
The offer
Start with one workflow.
Quick Win Sprint: $1,250 $750 current special. Blueprint + Build: $3,500 $2,500 current special, with your Quick Win fee credited in full. If a build fails the agreed acceptance test after one fix cycle, the build portion is refunded.
Free workbook
The free workbook for real estate teams.
Map your tasks, who does them and where your time goes, before you hire or buy anything. About 20 minutes.
A PDF you can print or fill in on screen. It takes about 20 minutes. No payment, and no obligation to book anything.
Free Fit Call
Talk it through in 25 minutes.
Tell us how your business runs today. We will say whether one workflow is worth building.
The call is 25 minutes. It is a screen for fit, not an audit and not a sales presentation. If it is not a fit, I will say so.
Prefer to book a time yourself? The button above opens the scheduling link once it is set up. Until then, use the request form.