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Side task list

Key responsibilities Side agents can delegate to their remote team member, so you can focus on listings, clients, and closing deals.

  • 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 Admin

Task List

CRM & Database Management

  • Merge duplicate contacts and maintain CRM accuracy

  • Update contact records (birthdays, anniversaries, family details, broker tour notes, etc.)

  • Organize, segment, and standardize tagging conventions

  • Export contacts to identify and fill data gaps

  • Upload and tag farming lists for targeted campaigns

  • Ensure past clients are enrolled in appropriate action plans or drip campaigns

  • Input home anniversary dates


Email & Inbox Management

  • Organize inbox (unsubscribe, create filters/labels)

  • Add new contacts from email into the CRM


Transaction & Listing Support

  • Create CMAs for new and past clients

  • Input listings into MLS

  • Set up MLS notifications (e.g., property favorites)

  • Schedule inspections and coordinate service providers

  • Track and document showing feedback

  • Create listing appointment packets

  • Confirm buyer appointments and send reminders

  • Create open house events and QR code sign-in forms

  • Send weekly seller updates


Client Experience & Marketing Support

  • Gather client reviews using pre-approved templates

  • Send appointment notes, gifts, and thank-you cards

  • Assemble buyer consultation materials (questionnaires, neighborhood guides, market materials)


Operations & Administrative Support

  • Manage calendar (appointments, showings, inspections, tours, open houses, calls)

  • Take meeting minutes

  • Coordinate property management tasks

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

  • Validate proof of ownership through county or tax records

  • Maintain lockbox code tracker

  • Store and organize receipts for tax purposes

  • Organize and maintain digital files (Google Drive, Dropbox)

  • Document Standard Operating Procedures (SOPs)

  • Manage projects in Asana, Trello, Monday.com, etc.


Personal & Travel Support

  • Book travel (flights, hotels)

  • Manage personal errands (e.g., purchasing gifts, organizing personal files)

Real Estate Marketing

Task List

Social Media Strategy & Audience Growth

  • Plan and manage a social media content calendar (begin one week in advance, refine, then scale)

  • Grow an organic following through consistent engagement

  • Follow contacts and join relevant Facebook groups to expand sphere of influence

  • Research and implement strategic hashtags (niche to broad)

  • Send templated welcome messages to new followers

  • Survey followers to identify valuable content topics


Content Creation & Repurposing

  • Create content (posts, stories, captions, infographics, guides, newsletters, videos)

  • Write blog posts

  • Repurpose newsletters into social media posts and blog content

  • Prepare presentations and slideshows (PowerPoint, SlideShare)

  • Design postcards, flyers, flipbooks, and other marketing materials

  • Create marketing collateral for new listings

  • Develop branded buyer and seller checklists

  • Create market snapshots and reports

  • Produce monthly market update video blasts

  • Edit photos and videos (including trending audio)

  • Upload podcasts to YouTube and TikTok

  • Create and organize Instagram story highlights


Brand Development & Management

  • Maintain a centralized brand kit (logos, fonts, colors, style guide, headshots, copy guidelines)

  • Refine brand guidelines using AI analysis of existing website or social platforms

  • Create and optimize Instagram bio with clear unique selling point and call-to-action

  • Optimize link-in-bio tools (e.g., Linktree)


Profile & Platform Optimization

  • Update and maintain all professional profiles (Facebook Business Page, Instagram, LinkedIn, MLS, Zillow, Realtor.com, Google Business Profile, etc.)

  • Maintain and update website or coordinate with web provider

  • Add keyword tags to YouTube channel for SEO

  • Build and execute a Google Business Profile content strategy to improve search rankings


CRM & Email Marketing

  • Create targeted mailing lists in CRM (Just Listed, Just Sold farming campaigns)

  • Build agent lists for e-blasts

  • Create weekly, monthly, and quarterly newsletters


Reputation & Client Engagement

  • Gather client reviews for social platforms, website, Zillow, Realtor.com, and Google Business Profile

  • Respond to reviews, comments, mentions, and private messages

  • Send holiday and birthday cards via mailing platforms


Market Research & Targeting

  • Develop buyer personas based on past client demographics and behaviors

FollowUp Boss

Task List

CRM & Database Management

  • Delete and merge duplicate contacts

  • Create, consolidate, and standardize tags

  • Review past transactions and update contact tags accordingly

  • Create/import contacts and bulk update records

  • Update contact details (birthdays, anniversaries, family info, etc.)

  • Organize contacts by stage, tags, and custom fields

  • Add properties and upload deals

  • Create smart lists, tasks, and deal pipelines

  • Maintain database accuracy and track potential leads


CRM Automation & Systems

  • Create email templates

  • Build action plans and automations

  • Set up task management systems

  • Generate call lists (e.g., least-contacted contacts for daily outreach) and track notes in CRM


Email, Calendar & Administrative Support

  • Manage inbox and email communication

  • Manage calendar and schedule appointments (showings, inspections, tours, calls, open houses)

  • Send reminders and ensure task follow-through

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


Client Communication & Follow-Up

  • Handle client inquiries via phone, email, or chat

  • Send open house emails

  • Schedule inspections and service providers

  • Send daily buyer appointment confirmations and reminders

  • Schedule quarterly check-in calls for long-term clients

  • Track paid leads and frequency of contact


Prospecting & Lead Generation

  • Cold calling

  • Make warm follow-up calls to provided leads

  • Contact past clients and farm neighborhoods for prospecting

  • Reach out to FSBO and expired listings

  • Set B2B appointments (build target list for cross-promotion opportunities)


Events & Community Engagement

  • Coordinate client events (networking events, seminars, virtual or in-person)

Other

Task List

ActivePipe
Email Marketing & Campaigns

  • Set up and manage drip campaigns

  • Create targeted email campaigns and newsletters

  • Implement segmented email marketing strategies


MoxiWorks
Presentations & CMAs

  • Create CMAs

  • Develop and share buyer and listing presentations

  • Create listing appointment packets


Luxury Presence
Website & Content Management

  • Create and manage property websites (including single-property sites)

  • Update, edit, and maintain branded website content

  • Draft and publish blog posts (including graphics/creatives)

  • Add client testimonials

  • Modify agent bio pages

  • Add or remove associates

  • Create custom property pages


Listing & Lead Management

  • Create and manage listing feeds

  • Export lead lists

  • Monitor lead activity via dashboard


Marketing & Presentations

  • Create buyer and seller sales presentations

  • Develop seller and homebuyer presentations


Communication Support

  • Set up dialer and manage inbound call routing


Marq
Templates & Brand Management

  • Create branded templates

  • Maintain brand kit (logos, fonts, colors, style guide, headshots, copy guidelines)


Marketing & Design

  • Create print-ready branded marketing collateral

  • Design brochures, postcards, newsletters, flyers, flipbooks, and signage

  • Create marketing materials for new listings

  • Develop branded buyer and seller checklists

  • Create social media posts and captions

  • Design visuals for ads

  • Provide graphic design support

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