Agility Mail for Estate AgentsAgility Mail for Estate Agents

How do you keep in touch with new calls and enquiries, respond to your clients in a timely manner and still make sure your colleagues back in the branch office know what is going on, while ensuring you can spend as much time “on the road” running viewings of properties and ultimately closing deals. That’s the scenario a typical Estate Agent can have.

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The Problem:

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RedBrick Estate Agents have 40 agents on the road most of the time, while the receptionist in each branch takes messages for them, leaving post it notes and e-mails all over the place. While the property agent is out and about with one set of clients, another is on the phone desperate to find out the latest on the house sale, but all the receptionist can do is try and call him on the mobile, or take a message – which may not be returned for another day if the agent won’t be back until the morning.

The problem is that whenever the agent is actually about to spend a couple of hours in the office, his workload his high, it is often difficult to get in touch with clients as they’re not available in the small window available, making the customer feel disenchanted with the service, and the agent frustrated.

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What is needed?

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To make it easier to keep in touch, the receptionist would love to be able to e-mail the agents out on the road, knowing she could get a reply within an hour or so, and the agents would love to be able to call back clients more readily, or let reception know what is happening so they can keep in touch with the clients. It would also be really useful if the receptionist could add appointments for agents, and to be able to see what existing appointments there are to avoid double booking. Different branches also need to work with each other a lot, and presently have no way to arrange branch meetings or keep in touch on joint projects.

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How Agility Mail can help

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Agility Mail is a great solution for this type of scenario because it avoids any need for customer controlled “Central” servers, something that would be difficult where you have no real “Head Office” just lots of small branches, but doesn’t prevent cross-branch communication.

Issuing the Agents out on the road with a smartphone device capable of handling e-mail on demand, attachments and synchronised calendar data would allow regular and smarter communication – Agents could respond to calls as soon as they see alerts and finish a viewing, reception can rapidly respond to client requests, reducing the delay between calls and responses, and Agents could offer updates to clients by e-mail all through the day, instead of just when they reach the office.

Through Account delegation, the reception staff can now check and book appointments for the agents, reducing the amount of time wasted waiting for confirmation and eliminating the “double booking” problem.

For staff that visit or work at multiple branches, Agility Mail can be accessed using the powerful Web Mail interface from any of the branch computers, giving them access to calendars, tasks and contact information anywhere, and power users could have a Laptop or Netbook running Outlook software, enabling them to communicate more effectively All of this would allow the business to be smarter, with predictable costs for the business – and billed to each branch if required but still allowing a single solution to be offered.

By adding the Agility Mail Fax service to the accounts, agents can also now receive faxes and communication from solicitors and third parties direct even when out of the office making it easier than ever to close deals and deliver results.

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