The Challenge

Summit Realty, a mid-sized real estate agency, was experiencing rapid growth in online inquiries and property viewing requests. However, their sales team struggled to keep up with the volume, resulting in:

• Missed Opportunities: Leads from web forms, phone calls, and property portals were scattered across spreadsheets, email inboxes, and sticky notes. Many went cold before an agent could respond.
• Slow Response Times: Manual tracking meant it could take up to 24 hours to respond to a new inquiry, by which time competitors often won the business.
• No Lead Prioritization: Agents couldn’t distinguish between hot, ready-to-buy prospects and casual browsers, leading to wasted effort and frustration.
• Poor Visibility: Management had no real-time overview of lead status, agent workload, or conversion rates, making it hard to forecast sales or spot issues.

Discovery & Process Mapping

Our team began with a comprehensive audit:

• Lead Journey Mapping: Tracked every step from initial inquiry to closed deal, shadowing agents and reviewing communication logs.
• Data Flow Analysis: Mapped how leads entered the system, where they got lost, and how follow-ups were handled.
• Agent Interviews: Gathered feedback on pain points, wish-list features, and workflow bottlenecks.

2. Automated Lead Capture & Enrichment

Technology Used: HubSpot Workflows, Zapier

• Contact details, inquiry source, and property interests are auto-populated.
• LinkedIn and public data enrichment provide agents with background info before first contact.

3. Instant, Personalized Follow-Up

Technology Used: HubSpot Sequences

• Every new lead receives a personalized email or SMS within 5 minutes of inquiry, including property details and a booking link.
• Follow-up reminders and drip campaigns are triggered if there’s no response.

4. Lead Scoring & Prioritization

Technology Used: HubSpot AI Lead Scoring

• Leads are automatically scored based on engagement (email opens, website visits, downloads).
• Hot leads are flagged for immediate agent action, while lower-priority leads enter nurturing campaigns.

5. Real-Time Reporting & Dashboards

Technology Used: HubSpot Dashboards, Google Data Studio

• Management can view live stats on lead volume, response times, agent activity, and conversion rates.
• Weekly summary reports highlight bottlenecks and top-performing agents.

6. Agent Training & Change Management

• Provided hands-on workshops and playbooks for the new CRM.
• Created video tutorials for ongoing onboarding.

Implementation

• Pilot Phase: Launched with one sales team for two weeks, gathering feedback and refining workflows.
• Full Rollout: Expanded to all agents, migrated legacy leads, and set up ongoing support.
• Continuous Improvement: Monthly check-ins to optimize automations and update lead scoring rules.

Visual Results

Before:

• Leads scattered across multiple systems
• Response times: 12–24 hours
• 40% of leads never contacted
• Agents overwhelmed with admin

After:

• All leads centralized and visible in real time
• Average response time: under 30 minutes
• 95% of leads contacted within 1 hour
• Agents spend 70% less time on admin, more on selling

Brand Book

Summit Realty’s reputation for responsiveness and professionalism soared. Agents felt empowered and focused, and customers praised the prompt, personalized service. The company’s sales pipeline became predictable and scalable.

Results & Impact

• Lead response time reduced by 85%
• Conversion rate increased by 29%
• Lost leads down by 90%
• Agent productivity up by 40%
• Management gained real-time visibility and forecasting accuracy

Looking Forward

With automated lead management, Summit Realty is now equipped to handle further growth and market shifts. The system can scale as new channels and properties are added, ensuring every inquiry gets the attention it deserves.

Ready to turn every lead into a client?
Let’s build your automated lead management engine today