Task Management Software

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Step 3. Creating real estate agency workflow  

Step 3. Creating real estate agency workflow


Well-organized and balanced workflow is a guarantee of real estate agency success. As the agency is involved in Sales, its workflow demands quick and harmonious actions from the staff.

Real estate agency workflow could be organized as follows:

For example, client Emily Perkins calls to the Sales department of the real estate agency and says she would like to sell her apartment and buy a piece of land with two-store house out of town. Having learned all details and asked Emily's contacts information, the realtor adds her request to the database. He creates sub-group "Emily Perkins" in several groups: "Sales department", "Expert Appraisal" and "Legal Department". This operation could be conveniently done with function "Duplicate". Thus, the request of Emily Perkins is involved in the task performance of three real estate agency departments.

As far as the task is completed by a department, the client is passed to the next department. In other words, the real estate agency departments could work one by one. By creating a new client it is helpful to use templates. Let's look through the example of Emily Perkins.

After the client is inserted to the database, the Appraiser duplicates the task group "Emily Perkins" from the template New Client . In his work he could use comparative approach for expert appraisal of the property.

Task template for Appraiser:

  • Check out client's property rights
  • Check terms of financing
  • Define which market sector the client's property is concerned to
  • Collecting the data on property condition and location
  • Collecting average price indicators on the market
  • Comparing and amendment of the property price
  • Deduce the appraised property value
  • Report to Director and Realtor

Similarly you can create templates for Sales and Legal departments.

Task template for Realtor:

  • Find out the client preference
  • Prepare photos and advertising materials
  • Make an appointment
  • Arrange property demonstration
  • Make correction according to the client's remarks
  • Inform Director and Legal Expert about payment method
  • Adjust with client the date of dealing
  • Report to Director and Legal Expert

Task template for Legal Expert:

  • Make sure that the client has all required documents
  • Prepare registration documents
  • Let the client know the value of all taxes
  • Find out the date of dealing
  • Prepare papers for signing
  • Ask the client to pay all state duties
  • Make a deal
  • Report to Director

Task statuses customization

By performing the tasks an employee of the real estate agency sets task statuses. In VIP Task Manager the real estate agency workflow may include the following task statuses: Draft, Created, In Progress, Completed and Canceled. However, statuses titles could be changed that gives the real estate agency an opportunity to customize and optimize the workflow. You can delete current task status or add new one. For example, Director wants to check the agreement before signing and while he is checking it the task " 5.Prepare papers for signing" gets status "Verification". When the task is checked, Director sets the task status "Verified" and Legal Expert can proceed with the next task "6. Ask the client to pay all state duties".


All completed tasks could be moved to archive. VIP Task Manager sends notifications on all task modifications to appropriate employees. Also the reminder could be mounted on the task and the task could be sent by email. VIP Task Manager allows managing and monitoring the tasks in real time, that is all task changes will be immediately displayed and notifications will be sent.


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