Side Task List
Follow Up Boss
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Delete/merge duplicate contacts
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Create and/or consolidate tags
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Review historic transactions & update tags
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Add properties
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Upload deals
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Contact past clients for updated contact information
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Update CRM with information gathered from social media platforms (birthdays, familial status, anniversaries, etc.)
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Create/import contacts
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Create email templates
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Create action plans
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Organize by stage, tag or custom fields
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Bulk update contacts
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Create smart lists, tasks, and deals
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Create automations
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Maintain contact database and track potential leads
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Email management
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Calendar management
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Set up task management system
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Send reminders/keep you on task
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Manage vendor list (painters, roofers, plumbers, mortgage lenders, etc)
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Schedule management (appointments, showings, inspections, tours, open houses, calls)
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Client communication
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Schedule inspections and other service providers
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Daily appointment confirmations/appointment reminders for buyers
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Schedule quarterly check-in calls for long-term buyers or sellers
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Create/send open house emails
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Cold calling
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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)
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Handle customer/client inquiries via phone, email, live chat, etc.
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Make warm lead follow-up calls (agent to provide a list of leads)
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Call past clients and neighborhoods that the agent has sold in for prospecting
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Client event coordination (networking events, seminars, virtual or in-person)
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Track paid leads (keep track of how many times you are contacting a lead)
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B2B appointment setting (creating a target list of business owners in your niche to connect with to cross-promote businesses)
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Contact FSBO and expired listings
Active Pipe
36. Set up drip campaigns
37. Create campaigns
38. Implement targeted email marketing campaigns and newsletters
MoxiWorks
39. Create CMAs
40. Create and share buyer and listing presentations
Luxury Presence
41. ​Create a property website
​42. Seller and home buyer presentations
43. Listing feeds
44. Draft and publish blog posts
45. Creatives/graphics for blog posts
46. Update and maintain branded website content
47. Edit existing page
48. Add/remove an associate
49. Modify an agent bio page
50. Create a custom property
51. Create a sales presentation (buyer and seller)
52. Create a single property website
53. Create listing feeds
54. Export list of leads
55. Look at lead activity in the dashboard
56. Create listing appointment packet
57. Take inbound phone calls that are re-routed to your assistant’s number if you cannot answer (need to set up dialler first)
58. Add client testimonials
Marq
​59. Create templates
​60. Social media posts
61. Create print-ready, branded marketing collateral
62. Order signage
63. Create marketing materials for new listings
64. Create branded buyer and seller checklists
65. Content and caption creation
66. Graphic design
67. Create visuals for ads
68. 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)