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Side Task List

Real Estate Admin Tasks:

  • Merging and removing duplicates within your CRM Platform

  • Updating CRM with information from social media platforms (birthdays, familial status, anniversaries, etc.)

  • Organizing, grouping, and updating contacts

    Email organization: unsubscribing, creating filters, labels, and saving contacts from email into your CRM

  • Gathering client reviews with a pre-approved template

  • Exporting contacts into a spreadsheet to identify information gaps

  • Reviewing tagging and grouping conventions

  • Organizing files in Dropbox or Google Drive (create folders and upload files)

  • Documenting Standard Operating Procedures (SOPs) for all business processes

  • Ensuring all past clients are on action plans or drip campaigns

  • Creating CMAs for new and past clients

  • Inputting home anniversary dates

  • Uploading farming spreadsheets provided by your title company to the CRM and ensuring they are tagged appropriately for targeted newsletters

  • Property management coordination

  • Taking minutes for your meetings

  • Managing your vendor list (painters, roofers, plumbers, mortgage lenders, etc.)

  • Making travel arrangements (booking hotels and flights)

  • Managing personal life and personal errands (purchasing gifts for loved ones/family members online), managing and organizing online files (Google Drive, Dropbox, etc.)

  • Schedule management (appointments, showings, inspections, tours, open houses, calls)

  • Inputting notes from broker tours into your database

  • Managing projects utilizing Asana, Trello, Monday.com, and other project management apps

  • Storing and organizing receipts for tax write-offs

  • Validating proof of ownership through county appraiser records or tax records

  • Inputting listings into MLS

  • Setting up MLS notifications for when a user favorites a property

  • Scheduling inspections and other service providers

  • Tracking feedback from showings

  • Building a tracker to monitor all lockbox codes

  • Listing appointment packet creation

  • Sending appointment notes/gifts/thank-you cards

  • Assembling buyer consultation materials (buyer questionnaires, market pamphlets of the neighborhood)

  • Daily appointment confirmations/appointment reminders for buyers

  • Creating an open house event and open house sign-in form with a QR code

  • Emailing weekly seller updates

Real Estate Marketing Tasks

  • Planning a social media calendar (start by planning one week in advance, provide feedback, and build up from there)

  • Following contacts on Instagram and joining related Facebook groups

  • Creating mailing lists in the CRM for farming (Just Sold and Just Listed)

  • Creating agent lists for e-blasts

  • Preparing slideshows (PowerPoint or SlideShare presentations)

  • Sending out holiday/birthday cards to clients (click2mail, ClickSend, Postable, etc.)

  • Managing a brand kit (folder with logos, style guide, copy guidelines, fonts, brand colors, headshots, etc.)

  • Refining your brand guidelines with this ChatGPT prompt: ​Extract the brand tone and voice from [your website or Instagram URL] and create a brand guidelines document to ensure future content follows those guidelines.

  • Profile management (updating Facebook Business Page, Instagram, LinkedIn, MLS, Zillow, Realtor.com, Google Business Page, etc.)

  • Creating content (posts, stories, captions, infographics, guides, newsletters, etc.)

  • Responding to Google reviews, private social media messages, mentions, and comments on posts

  • Gathering client reviews for social media, website, Zillow, Realtor.com, and Google Business Page

  • Building a Google Business Page strategy to improve SEO ranking by consistently uploading content

  • Creating Weekly/Monthly/Quarterly newsletters

  • Re-purposing newsletters for social media content and blog posts

  • Writing blog posts

  • Creating a concise IG bio that highlights a unique selling point and call-to-action

  • Optimizing IG link in bio with Linktree

  • Maintaining and updating your website/liaising with the company in charge of your website

  • Building a buyer persona in a target market (examine past clients: income, life stage, familial status, age, motivation, etc.)

  • Expanding sphere of influence by joining Facebook groups

  • Designing postcards, flyers, and flipbooks

  • Creating market snapshots/market reports

  • Monthly market update video blasts

  • Photo/video editing with trending audio

  • Growing an organic following (engaging with other users and posts)

  • Directly reaching out to new followers with a templated message

  • Surveying followers individually to gauge what content of yours is helpful

  • Uploading podcasts to YouTube and TikTok

  • Researching relevant hashtags (niche to general)

  • Creating story highlights from archived stories

  • Adding keyword tags to your YouTube channel

  • Creating marketing materials for new listings

  • Creating branded buyer and seller checklists

Follow Up Boss

  • Delete/merge duplicate contacts

  • Create and/or consolidate tags

  • Review historic transactions & update tags 

  • Add properties

  • Upload deals

  • Contact past clients for updated contact information

  • Update CRM with information gathered from social media platforms (birthdays, familial status, anniversaries, etc.)

  • Create/import contacts

  • Create email templates

  • Create action plans

  • Organize by stage, tag or custom fields

  • Bulk update contacts

  • Create smart lists, tasks, and deals

  • Create automations

  • Maintain contact database and track potential leads

  • Email management 

  • Calendar management 

  • Set up task management system 

  • Send reminders/keep you on task 

  • Manage vendor list (painters, roofers, plumbers, mortgage lenders, etc) 

  • Schedule management (appointments, showings, inspections, tours, open houses, calls) 

  • Client communication 

  • Schedule inspections and other service providers 

  • Daily appointment confirmations/appointment reminders for buyers 

  • Schedule quarterly check-in calls for long-term buyers or sellers 

  • Create/send open house emails 

  • Cold calling 

  • Generate a call list of the least contacted contacts so your assistant can assign you 1-2 people daily to call or text. (Assistant to track notes in CRM) 

  • Handle customer/client inquiries via phone, email, live chat, etc. 

  • Make warm lead follow-up calls (agent to provide a list of leads) 

  • Call past clients and neighborhoods that the agent has sold in for prospecting  

  • Client event coordination (networking events, seminars, virtual or in-person) 

  • Track paid leads (keep track of how many times you are contacting a lead) 

  • B2B appointment setting (creating a target list of business owners in your niche to connect with to cross-promote businesses) 

  • Contact FSBO and expired listings 

Active Pipe

  • Set up drip campaigns

  • Create campaigns

  •  Implement targeted email marketing campaigns and newsletters

MoxiWorks

  • Create CMAs

  • Create and share buyer and listing presentations

Luxury Presence

  • Create a property website

  • Seller and home buyer presentations

  • Listing feeds

  • Draft and publish blog posts

  • Creatives/graphics for blog posts

  • Update and maintain branded website content

  • Edit existing page

  • Add/remove an associate

  • Modify an agent bio page

  • Create a custom property

  • Create a sales presentation (buyer and seller)

  • Create a single property website

  • Create listing feeds

  • Export list of leads

  • Look at lead activity in the dashboard

  • Create listing appointment packet

  • Take inbound phone calls that are re-routed to your assistant’s number if you cannot answer (need to set up dialler first)

  • Add client testimonials

Marq

  • Create templates

  • Social media posts

  • Create print-ready, branded marketing collateral

  • Order signage 

  • Create marketing materials for new listings 

  • Create branded buyer and seller checklists 

  • Content and caption creation 

  • Graphic design 

  • Create visuals for ads 

  • Create brochures, postcards, newsletters, flyers, flipbooks, etc. Manage a brand kit (folder with logos, style guide, copy guidelines, fonts, brand colors, headshots, etc.) 

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