April 1, 2025 • 16 mins
Welcome back to Part 2 of Spring Clean Your Real Estate Business! Today, we’re diving into one of my all-time favorite topics: systems and technology. Because let’s be real, running your business without the right systems is like cramming everything into a closet and hoping for the best.
In this episode, you’ll learn how to:
- Audit your tech stack and ditch tools that aren’t serving you
- Automate repetitive tasks to save time and energy
- Set up a Custom GPT (yes, AI can be your real estate assistant!)
- Organize your database like a pro so no leads slip through the cracks
- Create a seamless, repeatable client experience
- Establish a weekly CEO date to stay in control of your business
🎧 Listen now and let’s clean house!
If this episode was helpful, send it to another agent who needs a business reset, and don’t forget to subscribe—next week, we’re tackling mindset and boundaries so you can actually enjoy your success 🙌
Links & Resources:
- Custom GPT for Real Estate Course – Learn how to create your own AI assistant!
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Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
Welcome to part two of Spring Clean your Real Estate
Business.
Today we are going to talkabout systems and technology,
which are literally one of myfavorite things in the world.
I am not going to lie runningyour business without the right
systems is like trying toorganize a closet by shoving
everything inside and hoping forthe best, and we all know that
(00:23):
just doesn't work.
Eventually you have to open thecloset.
So let's clean up the mess,let's simplify your tech and
let's create a business thatruns smoothly without you
constantly scrambling around tokeep up.
Why do you need to clean upyour systems?
That is a great question I'm soglad you asked, and what this
comes down to is this isprobably one of the number one
(00:45):
reasons that agents feeloverwhelmed is that they are
doing too much manually.
They have clunky processes,they're wasting time, there is
lost potential clients becauseof it and it just results in
unnecessary stress and, mostimportantly, it results in lost
income, which sucks.
No one wants to miss out onmoney.
(01:05):
So when your business isrunning on clear systems,
everything feels easier.
It frees your brain up, itfrees your energy up to do the
most important things in yourbusiness, which, honestly, in
real estate, is selling homesand building relationships.
I remember I had a client whoshe had no system for tracking
(01:28):
potential clients.
I am not going to lie.
She would just write them on arandom piece of paper and then
just like had them all over herhouse, all over her car and she
was wondering why she wasn'tgetting more business.
And I think you guys knowthat's like kind of an extreme
example, but if you don't have asystem, you are leaving money
on the table, and I think youguys know that's like kind of an
extreme example.
But if you don't have a system,you are leaving money on the
table, and I do not want thatfor you.
(01:49):
So today we are going to gostep by step and clean up your
business systems, and that isgoing to be a huge game changer
for you and your business.
Let's start with your tech stack.
So step number one is let'saudit your tech stack.
For those of you out there whodon't understand what that means
(02:11):
, a tech stack is essentiallythe technology that you're using
in your business.
So let's look at every toolyou're using your CRM, your
email marketing software whichthey might be the same thing,
they might not, not.
Social media schedulers,transaction management, your
contract documents, youre-signing, et cetera.
Let's just brain dump them alland let's ask ourselves for each
(02:33):
of them Is it actually helpingme or is it just another thing
that I'm paying for?
And if it is not helping you orit is just another thing you're
paying for, we are going to cutit out of your business.
The other thing is, maybe youneed some training on it and
maybe you need to learn how touse this software or piece of
(02:55):
technology to its maximumcapability.
So get some training.
Also, some people need to getit set up for them, so maybe
there's a concierge service whowill get it set up for you.
I do this for clients sometimes, where we will set up custom
drip campaigns.
We'll get their CRM in order.
There are people out there whoare going to help you.
(03:16):
Not everyone's a techie andthat's okay, so it's okay to ask
for help.
The other thing is a lot oftimes, people are adding
additional features to theirsoftware, so maybe you have
multiple tools doing the samething.
Pick one, ditch the rest.
We are simplifying our techstack to make it the most
(03:38):
efficient possible.
Maybe there's a piece of techyou think you need.
That is a really greatopportunity to start researching
Now.
I do not believe in shinyobjects and I do not believe in
buying tech just for buying tech, because everyone says you have
to have a CRM.
That is not a good answer forgetting a CRM.
(03:59):
You need to think of what thebusiness problem is that that
piece of technology is solvingand how does it solve that
problem.
So, for example, my problem isI'm so disorganized with my
clients and my database and Ineed something all in one place.
That is a business problem thata CRM would solve.
(04:21):
So that allows you to go outinto the marketplace and find
something that solves thatbusiness problem.
Now could a Google Sheet solvethat business problem?
Absolutely Does not have to bea expensive piece of software
and there's no shame in solvingyour business problem with a
free or basic piece oftechnology.
(04:42):
So audit your tech stack andreally just simplify it and make
it something that you are goingto use and also that's going to
make an impact in your business.
So action step here is just makea list of every tool you're
paying for.
Maybe you're not paying for it,maybe your brokerage just
offers it, but put it on thelist.
Highlight anything you haven'tused in the past month.
(05:04):
Decide if you're going to useit and you just need training.
Maybe you don't use it andyou're just going to knock it
off the list, or maybe you'regoing to use it in a different
way.
But figure out what you'regoing to do with each piece of
your tech stack.
The second step to cleaning upyour systems and your tech is
(05:24):
automate the time consumingstuff.
This is a place where realestate agents are not doing
enough.
You can free up your time byautomating repetitive tasks.
What are some examples?
Lindsay, I am so glad you askedLead follow-ups.
So setting automated email ortext sequences, or, if you don't
want it to be automated, maybeit's just a sequence that has
(05:49):
tasks that reminds you that theyneed to be followed up with.
Automate your appointmentscheduling.
Use something like Calendly orTidyCal instead of the back and
forth emails.
That is such a good way to justget the back and forth off of
your calendar.
Oh my gosh.
Okay, this next one I love thisone is Loom video.
(06:09):
So just like screen recordings.
I love doing these for contractexplanation.
So if you are having a buyermaking an offer and you want to
be able to explain the contractto them of what they're signing.
I love doing a loom video forthat.
You can do videos for previewsof properties.
Videos can save you so muchtime, so it's get creative.
(06:32):
But Loom videos are an amazingway to explain complex
information asynchronously andskip a meeting or skip a phone
call In social media.
So many ways to save time andautomate.
Here.
We can batch content, use ascheduler instead of posting
manually.
Huge believer in a checklist ofany kind.
So transaction checklists foryour buyers, your sellers, your
(06:55):
rentals, email templates foreverything.
And you can even automate adirect mail campaign by just
signing up for 12 postcards inadvance, so you can have your 12
months of postcards just readyto roll.
I love automating everything.
So take a look at your businessand see where are the things
(07:17):
that I am doing them manuallyover and over again.
But I could really set it upand automate it and I challenge
you to set that up this week.
Just one small piece.
Step three is setting up acustom GPT.
Now I have a course in this, soa little shameless plug you can
buy my custom GPT for realestate course.
(07:39):
I will put it in the show notesand that is going to walk you
through how to create a customGPT.
So why would you want a customGPT?
This is basically a AIassistant who is trained on your
business.
They are trained to sound likeyou.
They are trained to know yourclients.
(07:59):
They are trained to know you.
Now you do have to have thepremium version of ChatGPT,
which, at this point, is $20 permonth and is totally worth it
which, at this point, is $20 permonth and is totally worth it.
But this will save you so muchtime and will be an incredible
system for you to use formarketing email templates, drip
(08:20):
campaigns, literally any contentyou are creating in your
business.
Your custom GPT will help you.
So why do custom over just thefree version?
The free version does not allowyou to program a custom GPT, so
you have to include everythingabout what you want that content
(08:43):
to be in your prompt.
So you have to include yourbrand voice, anything about your
product, any story that youwould want to include, whereas
with a custom GPT, you canprogram all those stories in it
in advance and they will justpull from that little database
of your stories, that data bank.
It will already know your brandvoice.
It will already know whatbrokerage you work for it will
(09:05):
already know everything aboutthe market area you work in.
So highly recommend setting upa custom GPT and again I have a
course.
It is super easy.
You do not have to be techie inthe show notes.
Step four is organize yourdatabase like a pro.
Make sure no potential clientsare slipping through the cracks,
(09:25):
because your database is yourgoldmine, but it is only a
goldmine if it is organized.
So I recommend organizing yourcontacts into hot leads, so
they're actively looking to buyor sell in the next three to six
months, and warm leads isanyone interested in the next
six to 12 months?
I also want to keep track ofall of my clients, so anyone who
(09:45):
has done a transaction with me,because those people are
important for referrals andnurturing them down the road and
making sure that you'recreating your follow-up system
so you are consistently stayingin touch and staying top of mind
.
So crucial to stay in touchwith not only your active leads
but also the people who havetransacted with you, because you
obviously want to get referrals.
(10:06):
So log into your CRM.
If you do not have one, figureout a way to organize those
contacts, clean it up.
I like to do a cleanup at leasttwice a year and delete any old
leads that aren't goinganywhere.
That is fine.
Trash them.
If you really feel bad aboutdeleting them completely, get a
spreadsheet of these people andjust keep them somewhere else,
(10:27):
but they do not need to be inyour database right now.
Categorize those contacts andthen set your reminders for
following up with everybody.
I feel like everyone who's ahot lead or a warm lead should
have a follow-up alwaysscheduled, so that's my advice
is always have a task scheduledfor that person, because you
never want them to drop off yourlist.
Step five is creating a seamlessclient experience, so you
(10:49):
should have a system forcreating a client experience
that every single client will gothrough, so you don't deviate.
You have a set process thatevery client goes through, so,
from first contact to closing,your process should be
consistent with every client andprofessional.
I love templates for this, sohave your buyer and seller
(11:13):
guides squared away, your offerand negotiation email templates
and also transaction timelines.
Like setting expectations withpeople, I love setting clear
expectations with clients sothey always know what's next,
and that's where my processesand my systems come into play,
because everyone gets mycongratulations You're under
(11:35):
contract email.
Everyone gets my we're twoweeks out from closing email.
Everyone gets mycongratulations, your financing
is approved email, so you haveto have all of these email
templates to make sure that yourclient is getting a seamless,
amazing experience.
I know that it is so easy tojust go on autopilot or recreate
(11:55):
the wheel, but having this inadvance where you can just
literally copy and paste it orjust plug it in as an email
template to your CRM, it is soeasy.
So think of the Email you sendover and over and over and over
and how you can create atemplate for it.
Think about the number onequestion clients ask you over
(12:17):
and over and over and create atemplate for it, because I
promise you you are losing timeand energy on this when you
could just have it be arepeatable, copy and pasteable
or insertable template.
The last step is step six,which is set up a weekly CEO
date.
I cannot recommend this enough.
(12:37):
Take control of your timeinstead of being in constant
reaction mode.
So I encourage you to block outat least an hour every week to
work on your business, not justin it, and this is where you are
going to work on those systems.
Look at your previous week andrealize where was I inefficient,
where was I losing time, wherecan I potentially implement some
(13:00):
systems?
So review your pipeline, yourupcoming deals, organize your
calendar and your tasks, checkin on your marketing and your
finances.
When you're intentional aboutyour business, it stops being so
chaotic.
And the weekly CEO date is areally important part of my
systems in running my business.
I know that kind of seemscounterintuitive, but it's a
(13:21):
system.
It's something I do, it'srepeatable, it's something I
check in on every single week.
So I encourage you, pick a timefor your weekly CEO date and
put it in your calendar andprotect this time like it is a
client appointment, like justshut your phone off for an hour
and just focus and work on yourbusiness.
(13:43):
We always work in our businessall the time.
As real estate agents, we'relike constantly dealing with the
deals, dealing with clients,but we don't spend enough time
working on your business, whichis something that I do with my
coaching clients day in and dayout.
That's what I'm basically therefor.
I'm their coach to make surethey're working on their
business.
(14:04):
So, to wrap up our steps forsystemizing your business and
your tech audit your tech stack.
Cut anything that's not helpingyou Automate what you can.
Save time by putting systems inplace.
Create a custom GPT.
Use AI I know everyone saysit's the devil, but honestly, it
(14:24):
saves me so much time everysingle week.
Get your database organized.
Stop losing potential clientsand money due to your
disorganization.
Stop being a hot mess.
Create your seamless clientexperience.
Have that experience that'srepeatable.
Make every transaction feelsmooth and professional and set
up that weekly CEO date, becauseyou need to take control of
(14:46):
your business instead ofreacting all of the time.
If you do one thing today, Ihighly recommend that you just
audit your tech stack and cancelany tools that you're not using
and then pick one thing thatyou are going to automate this
week.
Your future self will thank you, I promise.
If this episode was helpful,please send it to another agent
(15:07):
who could use a business reset.
And don't forget to subscribe,because next week, we are
wrapping up our spring cleaningseries with an episode all about
cleaning up your mindset andyour boundaries so we can
actually enjoy our businesses.
Until next time.
Welcome to part two of Spring Clean your Real Estate
Business.
Today we are going to talkabout systems and technology,
which are literally one of myfavorite things in the world.
I am not going to lie runningyour business without the right
systems is like trying toorganize a closet by shoving
everything inside and hoping forthe best, and we all know that
(00:23):
just doesn't work.
Eventually you have to open thecloset.
So let's clean up the mess,let's simplify your tech and
let's create a business thatruns smoothly without you
constantly scrambling around tokeep up.
Why do you need to clean upyour systems?
That is a great question I'm soglad you asked, and what this
comes down to is this isprobably one of the number one
(00:45):
reasons that agents feeloverwhelmed is that they are
doing too much manually.
They have clunky processes,they're wasting time, there is
lost potential clients becauseof it and it just results in
unnecessary stress and, mostimportantly, it results in lost
income, which sucks.
No one wants to miss out onmoney.
(01:05):
So when your business isrunning on clear systems,
everything feels easier.
It frees your brain up, itfrees your energy up to do the
most important things in yourbusiness, which, honestly, in
real estate, is selling homesand building relationships.
I remember I had a client whoshe had no system for tracking
(01:28):
potential clients.
I am not going to lie.
She would just write them on arandom piece of paper and then
just like had them all over herhouse, all over her car and she
was wondering why she wasn'tgetting more business.
And I think you guys knowthat's like kind of an extreme
example, but if you don't have asystem, you are leaving money
on the table, and I think youguys know that's like kind of an
extreme example.
But if you don't have a system,you are leaving money on the
table, and I do not want thatfor you.
(01:49):
So today we are going to gostep by step and clean up your
business systems, and that isgoing to be a huge game changer
for you and your business.
Let's start with your tech stack.
So step number one is let'saudit your tech stack.
For those of you out there whodon't understand what that means
(02:11):
, a tech stack is essentiallythe technology that you're using
in your business.
So let's look at every toolyou're using your CRM, your
email marketing software whichthey might be the same thing,
they might not, not.
Social media schedulers,transaction management, your
contract documents, youre-signing, et cetera.
Let's just brain dump them alland let's ask ourselves for each
(02:33):
of them Is it actually helpingme or is it just another thing
that I'm paying for?
And if it is not helping you orit is just another thing you're
paying for, we are going to cutit out of your business.
The other thing is, maybe youneed some training on it and
maybe you need to learn how touse this software or piece of
(02:55):
technology to its maximumcapability.
So get some training.
Also, some people need to getit set up for them, so maybe
there's a concierge service whowill get it set up for you.
I do this for clients sometimes, where we will set up custom
drip campaigns.
We'll get their CRM in order.
There are people out there whoare going to help you.
(03:16):
Not everyone's a techie andthat's okay, so it's okay to ask
for help.
The other thing is a lot oftimes, people are adding
additional features to theirsoftware, so maybe you have
multiple tools doing the samething.
Pick one, ditch the rest.
We are simplifying our techstack to make it the most
(03:38):
efficient possible.
Maybe there's a piece of techyou think you need.
That is a really greatopportunity to start researching
Now.
I do not believe in shinyobjects and I do not believe in
buying tech just for buying tech, because everyone says you have
to have a CRM.
That is not a good answer forgetting a CRM.
(03:59):
You need to think of what thebusiness problem is that that
piece of technology is solvingand how does it solve that
problem.
So, for example, my problem isI'm so disorganized with my
clients and my database and Ineed something all in one place.
That is a business problem thata CRM would solve.
(04:21):
So that allows you to go outinto the marketplace and find
something that solves thatbusiness problem.
Now could a Google Sheet solvethat business problem?
Absolutely Does not have to bea expensive piece of software
and there's no shame in solvingyour business problem with a
free or basic piece oftechnology.
(04:42):
So audit your tech stack andreally just simplify it and make
it something that you are goingto use and also that's going to
make an impact in your business.
So action step here is just makea list of every tool you're
paying for.
Maybe you're not paying for it,maybe your brokerage just
offers it, but put it on thelist.
Highlight anything you haven'tused in the past month.
(05:04):
Decide if you're going to useit and you just need training.
Maybe you don't use it andyou're just going to knock it
off the list, or maybe you'regoing to use it in a different
way.
But figure out what you'regoing to do with each piece of
your tech stack.
The second step to cleaning upyour systems and your tech is
(05:24):
automate the time consumingstuff.
This is a place where realestate agents are not doing
enough.
You can free up your time byautomating repetitive tasks.
What are some examples?
Lindsay, I am so glad you askedLead follow-ups.
So setting automated email ortext sequences, or, if you don't
want it to be automated, maybeit's just a sequence that has
(05:49):
tasks that reminds you that theyneed to be followed up with.
Automate your appointmentscheduling.
Use something like Calendly orTidyCal instead of the back and
forth emails.
That is such a good way to justget the back and forth off of
your calendar.
Oh my gosh.
Okay, this next one I love thisone is Loom video.
(06:09):
So just like screen recordings.
I love doing these for contractexplanation.
So if you are having a buyermaking an offer and you want to
be able to explain the contractto them of what they're signing.
I love doing a loom video forthat.
You can do videos for previewsof properties.
Videos can save you so muchtime, so it's get creative.
(06:32):
But Loom videos are an amazingway to explain complex
information asynchronously andskip a meeting or skip a phone
call In social media.
So many ways to save time andautomate.
Here.
We can batch content, use ascheduler instead of posting
manually.
Huge believer in a checklist ofany kind.
So transaction checklists foryour buyers, your sellers, your
(06:55):
rentals, email templates foreverything.
And you can even automate adirect mail campaign by just
signing up for 12 postcards inadvance, so you can have your 12
months of postcards just readyto roll.
I love automating everything.
So take a look at your businessand see where are the things
(07:17):
that I am doing them manuallyover and over again.
But I could really set it upand automate it and I challenge
you to set that up this week.
Just one small piece.
Step three is setting up acustom GPT.
Now I have a course in this, soa little shameless plug you can
buy my custom GPT for realestate course.
(07:39):
I will put it in the show notesand that is going to walk you
through how to create a customGPT.
So why would you want a customGPT?
This is basically a AIassistant who is trained on your
business.
They are trained to sound likeyou.
They are trained to know yourclients.
(07:59):
They are trained to know you.
Now you do have to have thepremium version of ChatGPT,
which, at this point, is $20 permonth and is totally worth it
which, at this point, is $20 permonth and is totally worth it.
But this will save you so muchtime and will be an incredible
system for you to use formarketing email templates, drip
(08:20):
campaigns, literally any contentyou are creating in your
business.
Your custom GPT will help you.
So why do custom over just thefree version?
The free version does not allowyou to program a custom GPT, so
you have to include everythingabout what you want that content
(08:43):
to be in your prompt.
So you have to include yourbrand voice, anything about your
product, any story that youwould want to include, whereas
with a custom GPT, you canprogram all those stories in it
in advance and they will justpull from that little database
of your stories, that data bank.
It will already know your brandvoice.
It will already know whatbrokerage you work for it will
(09:05):
already know everything aboutthe market area you work in.
So highly recommend setting upa custom GPT and again I have a
course.
It is super easy.
You do not have to be techie inthe show notes.
Step four is organize yourdatabase like a pro.
Make sure no potential clientsare slipping through the cracks,
(09:25):
because your database is yourgoldmine, but it is only a
goldmine if it is organized.
So I recommend organizing yourcontacts into hot leads, so
they're actively looking to buyor sell in the next three to six
months, and warm leads isanyone interested in the next
six to 12 months?
I also want to keep track ofall of my clients, so anyone who
(09:45):
has done a transaction with me,because those people are
important for referrals andnurturing them down the road and
making sure that you'recreating your follow-up system
so you are consistently stayingin touch and staying top of mind
.
So crucial to stay in touchwith not only your active leads
but also the people who havetransacted with you, because you
obviously want to get referrals.
(10:06):
So log into your CRM.
If you do not have one, figureout a way to organize those
contacts, clean it up.
I like to do a cleanup at leasttwice a year and delete any old
leads that aren't goinganywhere.
That is fine.
Trash them.
If you really feel bad aboutdeleting them completely, get a
spreadsheet of these people andjust keep them somewhere else,
(10:27):
but they do not need to be inyour database right now.
Categorize those contacts andthen set your reminders for
following up with everybody.
I feel like everyone who's ahot lead or a warm lead should
have a follow-up alwaysscheduled, so that's my advice
is always have a task scheduledfor that person, because you
never want them to drop off yourlist.
Step five is creating a seamlessclient experience, so you
(10:49):
should have a system forcreating a client experience
that every single client will gothrough, so you don't deviate.
You have a set process thatevery client goes through, so,
from first contact to closing,your process should be
consistent with every client andprofessional.
I love templates for this, sohave your buyer and seller
(11:13):
guides squared away, your offerand negotiation email templates
and also transaction timelines.
Like setting expectations withpeople, I love setting clear
expectations with clients sothey always know what's next,
and that's where my processesand my systems come into play,
because everyone gets mycongratulations You're under
(11:35):
contract email.
Everyone gets my we're twoweeks out from closing email.
Everyone gets mycongratulations, your financing
is approved email, so you haveto have all of these email
templates to make sure that yourclient is getting a seamless,
amazing experience.
I know that it is so easy tojust go on autopilot or recreate
(11:55):
the wheel, but having this inadvance where you can just
literally copy and paste it orjust plug it in as an email
template to your CRM, it is soeasy.
So think of the Email you sendover and over and over and over
and how you can create atemplate for it.
Think about the number onequestion clients ask you over
(12:17):
and over and over and create atemplate for it, because I
promise you you are losing timeand energy on this when you
could just have it be arepeatable, copy and pasteable
or insertable template.
The last step is step six,which is set up a weekly CEO
date.
I cannot recommend this enough.
(12:37):
Take control of your timeinstead of being in constant
reaction mode.
So I encourage you to block outat least an hour every week to
work on your business, not justin it, and this is where you are
going to work on those systems.
Look at your previous week andrealize where was I inefficient,
where was I losing time, wherecan I potentially implement some
(13:00):
systems?
So review your pipeline, yourupcoming deals, organize your
calendar and your tasks, checkin on your marketing and your
finances.
When you're intentional aboutyour business, it stops being so
chaotic.
And the weekly CEO date is areally important part of my
systems in running my business.
I know that kind of seemscounterintuitive, but it's a
(13:21):
system.
It's something I do, it'srepeatable, it's something I
check in on every single week.
So I encourage you, pick a timefor your weekly CEO date and
put it in your calendar andprotect this time like it is a
client appointment, like justshut your phone off for an hour
and just focus and work on yourbusiness.
(13:43):
We always work in our businessall the time.
As real estate agents, we'relike constantly dealing with the
deals, dealing with clients,but we don't spend enough time
working on your business, whichis something that I do with my
coaching clients day in and dayout.
That's what I'm basically therefor.
I'm their coach to make surethey're working on their
business.
(14:04):
So, to wrap up our steps forsystemizing your business and
your tech audit your tech stack.
Cut anything that's not helpingyou Automate what you can.
Save time by putting systems inplace.
Create a custom GPT.
Use AI I know everyone saysit's the devil, but honestly, it
(14:24):
saves me so much time everysingle week.
Get your database organized.
Stop losing potential clientsand money due to your
disorganization.
Stop being a hot mess.
Create your seamless clientexperience.
Have that experience that'srepeatable.
Make every transaction feelsmooth and professional and set
up that weekly CEO date, becauseyou need to take control of
(14:46):
your business instead ofreacting all of the time.
If you do one thing today, Ihighly recommend that you just
audit your tech stack and cancelany tools that you're not using
and then pick one thing thatyou are going to automate this
week.
Your future self will thank you, I promise.
If this episode was helpful,please send it to another agent
(15:07):
who could use a business reset.
And don't forget to subscribe,because next week, we are
wrapping up our spring cleaningseries with an episode all about
cleaning up your mindset andyour boundaries so we can
actually enjoy our businesses.
Until next time.
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