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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.) 

Administrative Tasks

69. Create Standard Operating Procedures (SOPs) for all business processes
70. Property management coordination
71. Record meeting minutes
72. Prepare slideshows (PowerPoint or SlideShare presentations)
73. Create a spreadsheet of client-recommended vendors (reaching out to clients via email for recommendations)
74. Make travel arrangements (booking hotels and flights)
75. Manage personal life and personal errands (purchasing gifts for loved ones/family members online), managing and organizing  cloud accounts (Google Drive, Dropbox,  etc.)
76. Send holiday/birthday cards to clients (click2mail, ClickSend, Postable, etc.)
77. Input notes from broker tours into your database

78. Manage Asana, Trello, Monday.com, and other project management apps
79. Store receipts for tax write-offs
80. Organize files in Dropbox, Google Drive, etc.
81. Document management

Listing & Transaction Related Tasks

82. Validate proof of ownership through county appraiser records or tax records 

83. Input listings into MLS

84. Set up MLS notifications for when a user favorites a property

85. Track feedback from showings

86. Build a tracker to monitor all lockbox codes

87. Send appointment notes/gifts/thank you cards

88. Assemble buyer consultation materials (buyer questionnaires, market pamphlets of neighborhood)

89. Create an open house event and open house sign-in form with a QR code

90. Schedule delivery of food/beverage for open houses

91. Manage transactions (not a recommended first task)

92. Ensure escrow has necessary documents (loan process, appraisal, etc.)

93. Upload business leases/forms

94. Upload required documentation for compliance

95. Track contingency dates

96. Email weekly seller updates

Social Media & Marketing Tasks

97. Static posts, stories, & reels (just listed, just sold, open house, etc.)

98. Respond to Google reviews, private social media messages, mentions, and comments

99. Social media calendar creation

100. Social media research (gathering ideas from other accounts)

101. Edit videos 

102. Track data/progress 

103. Upload podcasts & videos to YouTube & TikTok

104. Add keyword tags to the YouTube channel

105. Research SEO-driven prompts for social media

106. Add MLS listings to the marketing tracker

107. Manage Google Business Page

108. Track marketing analytics

109. Create market snapshots/market reports

110. Request testimonials 

111. Copy testimonials and post on all platforms

Prospecting

112. Create a spreadsheet with contact information gathered at networking events

113. Build agent-to-agent referral network through affiliations 

114. Create a tracker/mailing list of top-producing agents in different cities to get in touch with 

115. Research and schedule in-person and virtual networking events

116. Skip tracing

117. Convert/track generated leads (from signs, website, social media, paid, etc)

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