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Tutorial: Real estate agencies

Three test projects to run in your office. Each shows what you give your staff, what comes back and where you stay in control.

Today staff write the drafts and you approve them. Connections to email, chat, calendars and shops are being added one at a time, so early customers copy or send approved text themselves.

Your office map

You sit at the top. The director sums up the week, managers oversee their teams and each staff member does one job.

YouDirectorYou approve everything firstCustomer & SalesManagerSales follow-upSchedulingMarketing & GrowthManagerContent draftsGraphic designFinance & LegalManagerContracts & deadlines

Staff on this map are the ones suggested for this type of business. You can hire fewer or more.

How one task travels

Every task follows the same path, whatever the business.

1A message arrivesEmail, chat, an order,a request2Staff draftsA reply, post, entryor invoice3Waiting for youIt sits in theapproval queue4You decideApprove, editor reject5It is recordedActivity log andweekly reportIf you edit or reject, the draft goes back to your staff.
1

Your first task

Run one real message through your office from start to finish.

It arrivesInterested in the 2-bed on Pine Street, can I view it this week?
Sales follow-up draftsThanks for your interest. We can show it Wednesday 17:00 or Thursday 12:00. Which works for you?
You decideApprove
It is recordedActivity log and weekly report

What to do

  1. Join Colleo and choose this type of business. Your office is set up with the staff on this page.

  2. Open your office and go to the staff member below.

    Sales follow-up

  3. Give them this message.

    Interested in the 2-bed on Pine Street, can I view it this week?

  4. Wait for the draft to appear in your approval queue. It is a draft only, nothing is sent yet.

    Thanks for your interest. We can show it Wednesday 17:00 or Thursday 12:00. Which works for you?

  5. Read it, then approve, edit or reject it.

    Approve

What you should see

  • The draft is waiting in the approval queue, not sent
  • The activity log shows what was done and when
  • One task is counted in your usage
2

A normal week

Feed your staff a few days of normal work and see the weekly report.

What comes inViewing requests
Scheduling draftsOne draft for each item
You approveListing posts and images
What you getListings posted consistently

What to do

  1. Add three or four items of this kind over a few days.

    Viewing requests

  2. Let Scheduling draft a reply for each one.

  3. Approve the ones that are right, edit the rest, and keep the approval list short each day.

    Listing posts and images

  4. At the end of the week open the Overview and read the manager report for each team.

  5. Read the director's weekly summary: what was done and what needs you.

What you should see

  • Listings posted consistently
  • The manager report counts every approved draft
  • The director's summary lists what still needs you
3

A tricky case you keep for yourself

See how your office holds sensitive work for you, and how trust is earned.

What comes inContract and renewal dates
Content drafts flags itIt is held, not sent
You decideViewing confirmations
Your next stepKeep Draft only for this type

What to do

  1. Send something sensitive or unusual to your staff.

    Contract and renewal dates

  2. Check that the draft is held for you and marked as needing your decision.

  3. Edit the wording yourself and approve only when you are happy.

    Viewing confirmations

  4. After a few good weeks, you may move routine staff to Auto low-risk. Keep sensitive work on Draft only.

What you should see

  • Sensitive wording is held for you every time
  • Nothing about refunds, complaints or money leaves without you
  • You can step staff back to Draft only at any time

Ready to try it for your business?

Colleo is in private pilot. Tell us about your business and we will set up the staff above.

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