Automated Offer Creation and Posting with Airtable and Make Unlocks 65% Productivity Boost for a Real Estate Company
Discover the possibilities of business process automation in the real estate industry using Airtable and Make
In the heart of the Mediterranean, where azure waters and historic landscapes set the stage, a fast-growing real estate company from Malta found itself at the nexus of opportunity and challenge. Fueled by rapid expansion, the company reached new heights, expanded its network of branches, and started negotiating affiliate contracts. The soaring success came hand in hand with a set of challenges that threatened to impede further growth. The owner and his management team encountered the typical pitfalls of hyperscaling enterprises: accumulating procedures that did not keep up with the company’s growth, generating a lot of manual work, taking up employees’ time, leading to errors, and causing frustration. All of this had a significant impact on the client’s bottom line. This is where the narrative takes an intriguing turn – enter my fractional CIO service!
As the company’s project-based fractional CIO, I stepped onto the stage of opportunity, ready to tackle the challenges that lurked in the shadows of success. The task at hand was nothing short of navigating the complexities of hyperscaling – a feat that requires not just vision but the tactical precision of a seasoned digital architect.
65%
65% reduction in time spent on offer creation and posting
2 weeks
Return on investment after 2 weeks
The Challenge
The process of preparing and publishing listings on several portals and internal documentation to support that process is one of the most time-consuming activities in every real estate company. This was no different for my client, where offers must not only stand out with substantive values but also with accents indicating the professionalism of the company. The overall feeling of the offers is also crucial—their visual side, unified, consistent language, and a set of the most important information provided in a way that is understandable to non-English-speaking recipients using automatic translator services.
“How to improve such a process?” A client came to me with this question during one of the networking events organized for people active in the real estate sector.
Until now, offers were created manually by employees, often in an inconsistent way, with incomplete information. The scaling of the company meant that posting offers on a fragmented marketplace in several different places, requiring different character lengths, graphic sizes and types, and often requiring filling in additional fields, descriptions, and checkboxes, took up a significant part of the employees’ working time—time that they could have devoted to real sales and customer service.
So, the main problem identified was the time it takes to prepare and publish new listings on a myriad of portals and the lower-than-expected quality of these advertisements resulting from frustration.
The Solution
The solution to the problem at hand involved utilizing Business Process Modeling and Business Process Management to streamline operations, with Business Process Automation and Robotic Process Automation tools to automate them.
The first step in my approach was to conduct a thorough analysis of the existing business processes using my trusted Lean management toolbox and the iterative PDCA or plan–do–check–act process. This analysis, in the form of lean and agile business process mapping, revealed several areas where efficiency could be improved.
As a result, I proposed a streamlined process, a lean workflow designed to prepare the necessary information for posting an offer. The goal was to eliminate unnecessary steps, reduce waste, and increase the speed at which offers could be prepared and posted.
Once the process was implemented and tested, the next step was to identify activities within this process that could be automated. Automation has the potential to significantly increase efficiency by reducing manual labor and minimizing the risk of human error. By selecting certain activities for partial or full automation, we were able to further optimize the process.
My client was using a technology stack of ERP and CRM software. However, these programs were not suitable for our needs due to their lack of sufficient API integration capabilities. This limitation prevented us from using the full potential of automation.
To overcome this challenge, I suggested using the Airtable platform as the basis of the new system. Airtable is simple to use and offers robust integration capabilities. By integrating Airtable with the Business Process Automation (BPA) / Robotic Process Automation (RPA) tool, in this case, Make, we were able to automate more aspects of the process, further increasing efficiency and reducing frustration. This integrated solution represented a significant step forward in the client’s business process management strategy.
The technical implementation of the solution was carried out by a third-party technical partner with whom I regularly collaborate on similar projects. Their expertise and experience were instrumental in successfully integrating the Airtable platform with Make quickly and at a low cost.
Upon completion of the project, we conducted a short workshop for the employees. The aim of this workshop was to familiarize them with the new system and to train them on how to use it effectively. We believe that hands-on training is crucial for ensuring a smooth transition to new processes and technologies.
In addition to the workshop, we also prepared comprehensive onboarding documentation. This documentation serves as a valuable resource for future employees. It provides detailed instructions on how to use the new solution, ensuring that even those who did not attend the original workshop can quickly get up to speed. This proactive approach to training and documentation helps to maximize the long-term benefits of the new solution.
Work on further automation for the client is ongoing. The current project requires minimal supervision, mainly consisting of adding new functionalities along with changes introduced on individual advertising portals used by my client. This allows the company to adapt to changes in the market and maintain a competitive edge in the highly competitive market they are operating in. The system is designed to be flexible and scalable, accommodating the evolving needs of the organization. This ensures that the solution remains effective and relevant in the long term.
The Result
The result of the project was a streamlined workflow and highly automated system that significantly improved the process of preparing and posting listings. This new system was designed with the employees in mind, making it user-friendly and efficient. It allowed for all necessary information to be collected in one central location, eliminating the need for employees to manually publish offers on the Internet and manage them afterwards. This not only simplified the process but also reduced the risk of errors.
The impact of this new system on the client’s business was substantial. It freed up 65% of the working time of its employees, which had a significant positive influence on the company’s financial results. By reducing the time spent on preparing and managing offers, employees were able to focus on other important aspects of their work, thereby increasing overall productivity.
The project, which was worth approximately seven thousand euros (EUR 7000) and lasted just over two months, proved to be a worthwhile investment. It paid for itself in full just two weeks after its completion, demonstrating the immediate benefits of the new system. The cost of maintaining the tools is less than EUR 1000 per year, making it a cost-effective solution. It requires ad hoc supervision by one person for about 10 hours a month, further reducing operational costs.
In addition to the operational and financial benefits, the implemented solution also led to increased employee satisfaction. The simplified and automated process reduced frustration and made the work more enjoyable with improved data accuracy and consistency as a nice bonus. Furthermore, financial optimization was achieved by canceling the subscription to one of the CRM modules. This resulted in an additional saving of EUR 2000 per year, further enhancing the financial benefits of the project.
The first step in my approach was to conduct a thorough analysis of the existing business processes using my trusted Lean management toolbox and the iterative PDCA or plan–do–check–act process. This analysis, in the form of lean and agile business process mapping, revealed several areas where efficiency could be improved.
As a result, I proposed a streamlined process, a lean workflow designed to prepare the necessary information for posting an offer. The goal was to eliminate unnecessary steps, reduce waste, and increase the speed at which offers could be prepared and posted.
Once the process was implemented and tested, the next step was to identify activities within this process that could be automated. Automation has the potential to significantly increase efficiency by reducing manual labor and minimizing the risk of human error. By selecting certain activities for partial or full automation, we were able to further optimize the process.
My client was using a technology stack of ERP and CRM software. However, these programs were not suitable for our needs due to their lack of sufficient API integration capabilities. This limitation prevented us from using the full potential of automation.
To overcome this challenge, I suggested using the Airtable platform as the basis of the new system. Airtable is simple to use and offers robust integration capabilities. By integrating Airtable with the Business Process Automation (BPA) / Robotic Process Automation (RPA) tool, in this case, Make, we were able to automate more aspects of the process, further increasing efficiency and reducing frustration. This integrated solution represented a significant step forward in the client’s business process management strategy.
The technical implementation of the solution was carried out by a third-party technical partner with whom I regularly collaborate on similar projects. Their expertise and experience were instrumental in successfully integrating the Airtable platform with Make quickly and at a low cost.
Upon completion of the project, we conducted a short workshop for the employees. The aim of this workshop was to familiarize them with the new system and to train them on how to use it effectively. We believe that hands-on training is crucial for ensuring a smooth transition to new processes and technologies.
In addition to the workshop, we also prepared comprehensive onboarding documentation. This documentation serves as a valuable resource for future employees. It provides detailed instructions on how to use the new solution, ensuring that even those who did not attend the original workshop can quickly get up to speed. This proactive approach to training and documentation helps to maximize the long-term benefits of the new solution.
Work on further automation for the client is ongoing. The current project requires minimal supervision, mainly consisting of adding new functionalities along with changes introduced on individual advertising portals used by my client. This allows the company to adapt to changes in the market and maintain a competitive edge in the highly competitive market they are operating in. The system is designed to be flexible and scalable, accommodating the evolving needs of the organization. This ensures that the solution remains effective and relevant in the long term.
Key Takeaways and Executive Insights
In the fast-paced real estate industry, where efficiency is paramount, a progressive company from Malta found itself grappling with the intricacies of its offer creation and posting process. Conventional methods led to inefficiencies, causing bottlenecks that impeded growth and increased employee frustration.
Identifying the pressing need for change, the company engaged my services as a fractional CIO. I implemented a lean process and harnessed the power of business process automation. This not only streamlined the offer creation process but also sparked a surge in productivity. The company embraced this change and embarked on a path towards efficiency and innovation. The introduction of Airtable and Make, a powerful combination, revolutionized the company’s operations.
The results were extraordinary. Streamlining and automating the workflow liberated 65% of the employees’ time. This freed the team from routine tasks that had previously consumed their time. With this newfound freedom, they could focus their efforts on strategic initiatives, fostering innovation and driving the company forward.
This case provides valuable insights for executives in the real estate industry, highlighting the importance of efficient offer creation and posting. I understand your pain, having been there myself as a co-owner of a small real estate-related business. The key takeaway is unequivocal – business process automation is not a luxury, but a necessity for those aiming to stay competitive in the real estate market.
The successful transformation underscores the crucial role of appropriate tools and technologies. Companies must thoughtfully select and integrate solutions that align with their unique needs and challenges.
As we traverse the ever-changing business landscape, this success story emphasizes the transformative power of automation. It’s not just about saving time; it’s about unleashing the true potential of your workforce, fostering innovation, and driving growth. For real estate companies, the road to success is paved with intelligent implementation of automation, enhancing efficiency, reducing costs, and propelling them towards a future of boundless opportunities.
Where can similar solutions be implemented?
Practically everywhere! The solution of radically simplifying processes according to Lean thinking can be applied everywhere, in every organization, and in every process.
And, an optimized business process is the best basis for its subsequent automation!
Similar problems are experienced by companies from the broadly understood eCommerce industry or those using any marketplace for their activities.
My clients, for whom I implemented similar solutions together with my business and technological partners, include large and small shops, second-hand car, scooter, and boat dealerships, post-lease and used electronics stores, pawnshops, clothing stores, and even a manufacturer of high-class architectural details and interior design elements made from steel, glass, and wood!
Identifying the pressing need for change, the company engaged my services as a fractional CIO. I implemented a lean process and harnessed the power of business process automation. This not only streamlined the offer creation process but also sparked a surge in productivity. The company embraced this change and embarked on a path towards efficiency and innovation. The introduction of Airtable and Make, a powerful combination, revolutionized the company’s operations.
The results were extraordinary. Streamlining and automating the workflow liberated 65% of the employees’ time. This freed the team from routine tasks that had previously consumed their time. With this newfound freedom, they could focus their efforts on strategic initiatives, fostering innovation and driving the company forward.
This case provides valuable insights for executives in the real estate industry, highlighting the importance of efficient offer creation and posting. I understand your pain, having been there myself as a co-owner of a small real estate-related business. The key takeaway is unequivocal – business process automation is not a luxury, but a necessity for those aiming to stay competitive in the real estate market.
The successful transformation underscores the crucial role of appropriate tools and technologies. Companies must thoughtfully select and integrate solutions that align with their unique needs and challenges.
As we traverse the ever-changing business landscape, this success story emphasizes the transformative power of automation. It’s not just about saving time; it’s about unleashing the true potential of your workforce, fostering innovation, and driving growth. For real estate companies, the road to success is paved with intelligent implementation of automation, enhancing efficiency, reducing costs, and propelling them towards a future of boundless opportunities.
Are you thinking about automating business processes in your organization?
Check how I can improve your company!
Tell me about your business needs and challenges, and I will explain how business process streamlining and business process automation can support the daily work of your team! I will explain the possibilities, how I work, and what business and technological partners I bring to the project.
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