Did you know that REDX real estate agents get 3x more listings than the average real estate agent? 

Here’s what separates top-producing real estate agents from everyone else: they’ve developed a system to go after and get new business every single day. 

While average agents wait for leads to come to them, the best agents have created predictable, repeatable processes that consistently generate new opportunities.

The difference is really simple. They have a systematic daily action that brings them business. 

With just one hour a day in REDX, many agents are filling their listing pipeline with consistent deals. But what are they doing in that hour? 

This guide walks you through the exact first five steps you need to take to transform REDX from a software purchase into a lead-generating machine. These are practical, actionable setup tasks that will have you making productive calls within your first week. 

Most importantly, they’ll help you maximize that crucial daily hour so every minute counts toward building your business.

Whether you’re brand new to prospecting technology or switching from another platform, these five foundational steps will ensure you’re using your daily REDX time effectively from day one.

1. Create Your First Lead Stack: Build Your Prospecting Foundation

The Problem: Most agents sit down to prospect and immediately feel overwhelmed. They ask themselves: “Who should I call first? Which leads are most likely to convert? Am I wasting time on the wrong people?”

The Solution: Create what REDX calls a “Lead Stack” – a prioritized, filtered list that puts your most motivated sellers at the top.

How to Create Your First Lead Stack

Your 5-minute action plan:

  1. Log in to Vortex (your REDX dashboard)
  2. Click on the “Expireds” lead type in the left-hand navigation
  3. Click the “Filters” button
  4. Navigate to “Prospects and Dates”
  5. Filter for leads imported in the “past 21 days”
  6. Click “Save As” and name it “Lead Stack 1: New Expireds”

Why this works: You’ve just created a dynamic list of homeowners who are statistically most likely to relist their property within the next 90 days. These are fresh leads who haven’t been called by dozens of other agents yet, giving you a significant competitive advantage.

Pro tip: This becomes your starting point every morning. No more decision fatigue about who to call – you simply work your way down the list. When you only have one focused hour each day, you can’t afford to waste time deciding who to contact. Your Lead Stack ensures every minute of your prospecting time is spent on the highest-probability leads.

2. Set Up Your Professional Dialer: Protect Your Personal Number

The Problem: Many agents make the mistake of calling leads from their personal cell phone, which can quickly get flagged as spam and hurt their connection rates.

The Solution: Set up REDX’s built-in dialer with a professional caller ID that protects your personal number while improving your connection rates.

Dialer Setup Steps

Your 5-minute action plan:

  1. Log in to Vortex
  2. Click the arrow next to the “Dialer” button
  3. Select “Dialer Settings”
  4. Under the “Numbers” section, claim your free, spam-protected number
  5. Bonus step: Navigate to the “Voicemail” tab and record a simple voicemail drop

Sample voicemail script: “Hi, this is [Your Name] with [Your Brokerage], just giving you a quick call back. Thanks!”

Why this matters: Professional dialing isn’t just about speed – it’s about consistency and credibility. When you use a dedicated business line, you:

Learn more about the REDX Dialer here: https://www.redx.com/products/power-dialer/ 

3. Create Geographic Lead Lists: Focus on Your Target Neighborhoods

The Problem: Most agents cast too wide a net, calling leads scattered across their entire county. This makes it difficult to build local expertise and referral networks in specific areas. When you only have one hour per day to prospect, geographic focus becomes even more critical – you need every conversation to build toward something bigger.

The Solution: Use REDX’s GeoLeads feature to focus your efforts on the neighborhoods where you want to build your reputation and expertise.

Setting Up GeoLeads

Your 5-minute action plan:

  1. Log in to Vortex
  2. Click the “GeoLeads” icon in the top navigation
  3. Click “Create GeoLead”
  4. Enter your target address or area
  5. Set your local radius (start with 50 miles for suburban areas, adjust based on your market)
  6. Click “Save” and name it “My Local SOI” (Sphere of Influence)

The strategic advantage: When you consistently work the same neighborhoods, you become the local market expert. This expertise shows up in every conversation as you can discuss:

Real-world impact: Agents using this focused approach often win listings from homeowners who initially wouldn’t take calls from “generic” agents calling from across town.

Learn more about circle prospecting with GeoLeads

4. Master Your Opening Script: Confidence in the First 7 Seconds

The Problem: Even experienced agents can struggle with phone confidence when using new leads. Without a practiced opening line, you waste mental energy worrying about what to say instead of listening to the prospect.

The Solution: Practice your opening script until it becomes second nature, allowing you to focus completely on the prospect’s responses.

Script Practice Method

Your 5-minute action plan:

  1. Open your “Lead Stack 1” filter in Vortex
  2. Click on the first lead to view their details (name and property address)
  3. Read this script out loud: “Hi, [Lead Name]? This is [Your Name] with [Your Brokerage]. I was calling about your house on [Address]. I saw it was on the market but came off unsold. Are you still looking to sell?”
  4. Repeat this process with three different leads from your list

Why practice matters: This might feel awkward at first, but this micro-commitment builds crucial muscle memory. When you make real calls, you’ll sound confident and natural because the opening is automatic.

Advanced tip: The goal of your opening isn’t to get a listing – it’s simply to start a conversation. Keep your tone curious and helpful, not pushy or sales-focused.

Practice Tip: Did you know REDX has a dedicated roleplay line for customers? Every business day from 12P.M. to 4P.M., their live team is available for customers to call in , practice their scripts and get free feedback on how to improve their prospecting. Call into REDX to learn more: (801) 731-7339

5. Establish Your Daily Prospecting Routine: Build Consistency

The Problem: Without a clear daily plan, even the best tools and lists become ineffective. Most agents either avoid prospecting entirely or waste their limited time on low-value activities. The truth is, you don’t need to spend all day prospecting – but you do need to make that daily hour count.

The Solution: Create a simple, repeatable 3-step routine that maximizes your one hour of daily prospecting time and ensures you’re always focused on the highest-income-generating activities.

Your One-Hour Daily Prospecting System

This system takes exactly 60 minutes and delivers consistent results:

  1. Call “Lead Stack 1: New Expireds” (20-25 minutes – your highest-converting prospects)
  2. Call “Lead Stack 2: New FSBOs” (20-25 minutes – create this filter using the same process as your expired leads)
  3. Follow up with yesterday’s contacts (10-15 minutes – nurture warm leads and schedule callbacks)

Why this one-hour system works:

The key insight: Successful agents don’t spend more hours prospecting – they spend their hours more strategically. One focused hour following this system beats four hours of random calling every single time.

Setting Yourself Up for Long-Term Success

These five foundational steps create the infrastructure for a predictable, profitable prospecting business that runs on just one focused hour per day. Remember: the best agents in real estate aren’t necessarily the ones who work the most hours – they’re the ones who have systematized their approach to getting new business.

Your next steps:

The bottom line: REDX is a powerful platform, but like any tool, its effectiveness depends on proper setup and consistent use. By following these five steps, you’re building the systematic daily approach that separates top-producing agents from those who struggle with inconsistent results.

The power of one hour: When you properly set up REDX using these five steps, you’ll discover what thousands of successful agents already know – one systematic hour of prospecting each day can transform your entire business. No more feast-or-famine cycles. No more hoping the phone will ring. Just predictable, daily action that generates predictable results.

Start with step one today, and within a week, you’ll have a complete prospecting system that delivers maximum results in minimum time. Your future self (and your bank account) will thank you for taking the time to build this foundation correctly.

Ready to find your next listing? These five setup steps are your roadmap to turning one daily hour into consistent business growth – there are dozens of advanced features and strategies within REDX that can multiply your results once you’ve mastered these fundamentals.

In an industry where relationships drive results, one forward-thinking real estate agency turned to personalized mail to strengthen their local presence and win more listings. The results speak for themselves: $512,000 in commissions generated from a $14,000 investment, delivering a remarkable 3600% ROI.

The Challenge
 Like many agencies, this team of three agents recognised that staying top-of-mind with past clients and local property owners was critical. But traditional marketing—emails, social media, even occasional flyers—was becoming less effective in cutting through the noise. They needed a more personal, scalable solution to maintain relationships and uncover listing opportunities.

The Cardly Solution
Enter Cardly. The platform allowed the agency to automate the sending of personalised house anniversary cards—high-quality, handwritten-style cards addressed directly to clients and neighbouring homeowners.

Each card was tailored to the recipient, including:

This approach created a memorable and tactile touchpoint that stood out from digital noise and generic direct mail.

Over 12 months, the agency sent 3,330 cards across three distinct client lists—one for each agent.

The Results
 The campaign exceeded expectations:

Why It Worked
 Cardly’s automation eliminated manual work, while personalisation created genuine connections. The handwritten look and feel of the cards lent authenticity, and the QR codes made it effortless for recipients to take action.

The Takeaway
 For real estate agencies, Cardly proves that a modern, automated approach to direct mail can deliver extraordinary returns. Personalised house anniversary cards are more than just a nice gesture—they’re a proven strategy for building loyalty, winning listings, and growing commissions at scale.

Just because a listing didn’t sell the first time doesn’t mean the seller has given up. On the contrary, many sellers with failed listings are desperate to get their homes back on the market to sell. They just need some extra help.

As a real estate agent, failed listings are a prime opportunity to turn past failure into future success. After all, these homeowners have already signaled their intent to sell. Your job is to help them see a better path forward with your experience, data, and tools. 

What Counts as a Failed Listing?

A failed listing is a property that was listed for sale but was eventually taken off the market. This could be because the listing period expired or because the seller withdrew the listing. Either way, the seller tried to sell the property but was unsuccessful. 

Here are the top five reasons failed listings make great agent leads:

1. The Seller Is Still Motivated

If a homeowner previously listed their property, chances are they still want to sell (especially if they listed recently). The reason listings fail is not a lack of motivation but, more often, poor marketing, overpricing, or unfavorable market conditions. 

For agents, this is an opportunity to step in and offer a new approach. Whether the owner was trying to sell on their own (aka FSBO) or with a less experienced agent, they may be open to professional advice now that they’ve experienced disappointment. 

2. They May Want a Fresh Set of Eyes

A failed listing means the seller’s marketing strategy didn’t work. As a result, many sellers seek new ideas and perspectives on what went wrong and what could be improved. 

This is your opportunity to offer a fresh set of eyes and position yourself as a problem-solver. Review the previous listing, notice where it could be improved, and present a revised strategy. To prove your value upfront, you may want to offer a no-obligation listing audit or consultation.

3. You Have Insight Into What Didn’t Work

Not every listing is created equal. Some are more compelling than others. As you analyze the original listing’s photos, description, pricing, and days on market, you can identify possible missteps to correct.

That said, you don’t need to rely solely on your gut. You can find data to verify and support your claims. For example, run a local comp study to determine the most effective listing price to drive a sale. Then share this information with your client to build their trust in you as a professional.

4. You May Already Have a Base of Marketing Materials to Work With

A failed listing may still have salvageable material, including photos, property specs, and other marketing materials. Instead of creating a new listing from scratch, start with the original listing to save on time and cost. 

This shows an eye for efficiency that can further build the seller’s trust in you. Let them know you’ll enhance the original property listing, e.g., with a revised listing description, improved photo editing, or better virtual staging.

Bonus Tip: Nurture Failed Listing Leads Over Time

Not every failed listing owner is ready to relist immediately. That’s okay. Use tools like PropStream to send leads periodic emails that educate and keep you top of mind. These could include local market updates, home prep checklists, or client success stories. Staying in touch without being pushy can turn a cold lead into a hot one when the time is right.

5. You Can Uncover These Leads With Data Tools Like PropStream

Finally, finding failed listings is easy with the right tools. For instance, PropStream lets you create lead lists for failed listings in your market based on custom filters. Each time a new failed listing meets your criteria, you can enable notifications or have it automatically added to the list. That way, you can maintain a steady stream of high-quality leads to work with.

Furthermore, PropStream’s built-in skip tracing and marketing features make it easy to reach out to property owners quickly and efficiently. Whether you want to make direct phone calls, launch a targeted direct mail campaign, or send personalized emails, PropStream streamlines the entire process, helping you go from identifying a lead to making contact in just a few clicks.

Ultimately, failed listings aren’t failures. They’re just waiting for the right agent. With PropStream, you can pinpoint these hidden gems and become the solution homeowners are searching for. 
Ready to position yourself as the agent who can finally get the deal done? Start your free 7-day trial, and we’ll give you 50 saves to get started. That’s 50 chances to turn frustration into success—for your clients and your business.

LEARN MORE ABOUT PROPSTREAM

Your sphere of influence isn’t just a list of contacts—it’s the foundation of a thriving real estate business. While many agents try to bring in new clients and spend heavily on advertising, top agents know their strongest source of business comes from the people they already know and have served. In fact, according to the National Association of REALTORS®, 89% of sellers would work with their agent again or recommend them to others. The challenge isn’t recognizing your sphere’s value—it’s maintaining consistent connections that turn goodwill into real business.

Maximize Your Most Valuable Asset: Your Sphere 

These are the people who already know you, trust you, and are most likely to send business your way. Unlike cold leads, your sphere doesn’t need convincing—they’ve seen your work or heard about it from the friends, family, and peers they trust. That’s why focusing on your sphere is one of the most effective ways to grow your business. 

Why your sphere matters: 

As your business grows, finding time to nurture your sphere becomes harder. Without consistent touchpoints, valuable connections can weaken over time—but there are ways around that.  

Connection Plus Consistency Equals Stronger Relationships 

Trust grows through consistent touchpoints—not occasional grand gestures. Your sphere should hear from you regularly, not just when you need something, but when you have something valuable to share: 

But these are the common pitfalls to avoid: 

Lone Wolf Relationships solves these challenges by giving you a simple contact management system that helps you deliver consistent, meaningful engagement—building stronger relationships and a foundation for long-term growth. 

How Lone Wolf Relationships Supports Your Sphere 

Lone Wolf Relationships turns managing your sphere from a time-consuming challenge into a streamlined, effective process—helping you nurture client connections and grow your business. 

Key benefits: 

Bring It All Together with Smart Automation: 

Remember: Automation doesn’t replace the human touch. The right technology, like Lone Wolf Relationships, lets you create more personal, timely connections while handling routine tasks behind the scenes. 

Go From Connections to Clients 

Turn everyday interactions into lasting business growth by nurturing your sphere with consistent, personalized communication. 

Turn Your Sphere into Your Most Powerful Growth Engine 

Your contacts aren’t just names in a database—they’re your most valuable business asset. Built on trust and proven service, these relationships offer the highest potential return on your time and marketing efforts. 

With Lone Wolf Relationships, nurturing these client connections becomes easier and more effective—helping you build a sustainable, referral-driven business that fuels long-term success.

Get 20% off the annual Relationships plan with promo code LCA20 at checkout. 

Explore Lone Wolf Relationships

Growing a real estate business isn’t just about being good at what you do—it’s about getting seen and staying busy. You need a strong brand that turns heads and a steady stream of serious buyers and sellers in your pipeline. But here’s the catch: most agents don’t have unlimited time or budget to chase both at once. Lone Wolf offers two distinct solutions that address these complementary needs: Lone Wolf Boost for automated advertising campaigns and Lone Wolf Leads+ for exclusive lead generation. While both tools can transform your business, they serve different purposes in your marketing strategy. Each one helps in a different way—but together, they can seriously level up your marketing strategy.

Let’s take a closer look at what each tool does, when to use them, and how combining the two could give your marketing a serious boost.

Boost: Your Brand Building Partner

Boost is like having your own personal ad team working behind the scenes 24/7. It automatically creates sleek, professional campaigns that spotlight your listings, build your brand, and keep you front and center in your market.

What You Get With Boost

Automatic Campaign Creation

No need to start from scratch. Boost pulls photos, property details, and your contact info straight from the MLS to build polished ads in minutes. You can launch them as-is or tweak the messaging to match your voice.

Massive Reach, Instantly

Your ads show up where today’s buyers and sellers are spending time—Instagram, Nextdoor, HGTV.com, Realtor.com, and more. Boost gets your name and listings in front of the right people, fast.

High-Converting Landing Pages

Each campaign includes custom landing pages optimized for conversions, featuring contact buttons, property details, interactive maps, and mortgage calculators.

Clear, Shareable Results

Track clicks, views, and engagement in real time with easy-to-read performance dashboards. Want to impress your sellers? Show them exactly how many eyes are on their listing.

Where Boost Shines

Boost is a go-to when you want to make a strong impression and stay visible in your market. For newer agents, it’s a fast track to looking polished and professional. For experienced pros, it helps keep your brand top of mind—without adding more to your plate.

It’s especially effective for high-impact moments like new listings, price drops, and just sold announcements. These ads don’t just highlight a property—they show the market that you’re active, successful, and getting results.

Leads+: Your Lead Generation Specialist

Leads+ takes a different approach, focusing on generating and delivering leads directly to your CRM. Rather than broadcasting your brand, it targets motivated buyers and sellers in your chosen areas.

What You Can Expect From Leads+

Protected Lead Territory: Choose your ZIP codes and secure exclusive access. With 12–20 leads per month per territory, buyer leads go to just one agent (you), and seller leads are limited to five—so you’re not battling 20 other people for the same prospect.

Exclusive Leads: Every lead comes with the key details upfront—name, budget, timeline, what they’re looking for—so you’re not going in cold. You can start the conversation already knowing what matters most to them.

Direct CRM Integration: Leads+ integrates directly into your CRM. That means leads flow in automatically, follow-ups stay on track, and nothing slips through the cracks.

Flexible Investment Options: You choose the areas you want to target—and only pay for those. Whether you’re growing your reach or going all in on a hot ZIP code, there’s a package that works for you.

When Leads+ Really Delivers

Leads+ is ideal when you need to fill you pipeline—and you’re ready to follow up. If you’ve got a system in place to stay on top of leads, this tool helps you keep your pipeline full without the constant grind of finding new contacts yourself.

It’s especially powerful if you’re breaking into a new area or just want to add more fuel to your current lead gen. In competitive markets, the exclusivity alone gives you a major edge—while other agents are chasing shared leads, you’re working one-on-one with serious buyers and sellers.

How Boost and Leads+ Stack Up

Purpose and Focus

ü Boost: Builds your brand and markets your listings to get you noticed.

ü Leads+: Delivers exclusive leads who are ready to talk and act.

How You Pay

ü Boost: Pay per ad campaign based on your advertising budget and reach.

ü Leads+: Pay to lock in exclusive lead access in specific ZIP codes.

Time Commitment

ü Boost: Set it up once, then let it run on autopilot with minimal ongoing effort.

ü Leads+: Requires hands-on follow-up and relationship building to turn leads into deals.

Measuring Success

ü Boost: Look for increased brand visibility, engagement, and happy sellers impressed by your marketing.

ü Leads+: Track how many leads convert into clients and closed deals, plus your return on investment.

Which Tool Fits Your Business?

Pick Boost When You Want:

· Polished, professional ad campaigns for your new listings

· To build your brand and get noticed in your market

· Marketing that wows sellers and shows you mean business

· Automatic promotion for price drops and just-sold updates

· A strong presence across multiple online channels

Pick Leads+ When You Need:

· A steady flow of ready-to-talk prospects

· Exclusive access to buyers and sellers in your ZIP codes

· To break into new neighborhoods or markets

· To add more leads to your existing strategy

· Instant opportunities to connect and convert

Consider Both Tools If:

You want the best of both worlds—building your brand and consistently filling your pipeline. Many top agents use Boost to raise their market presence and attract listings, while relying on Leads+ to secure motivated buyers and sellers.

If you’re ready to cover all your bases and grow faster, combining these tools can be a game changer.

Making the Right Call for Your Business

Choosing between Boost and Leads+ really depends on where you’re at in your business journey—and what challenges you’re facing right now. If you’re newer to the game, Boost can help you build that important market presence and gain credibility with sellers. If you’ve already got a solid brand, Leads+ might be the better fit to keep your pipeline full and your deals rolling.

Top agents know that branding and lead generation go hand in hand. Whether you pick one or both, you’re putting smart systems in place to handle the heavy lifting—so you can focus on what matters most: building relationships and closing more deals.

Ready to Fill Your Funnel?

Now is the perfect time to act!

· Save 20% on any Boost ad campaign — just enter promo code LCAGENTS at checkout. (Offer applies to your first month of Agent Promotion campaigns.)

· Or secure your ZIP code with Leads+ to gain exclusive access to motivated buyers and sellers in your market

LEARN MORE

Real estate agents operate in a highly competitive and fast-paced industry. Managing client relationships, property listings, paperwork, and constant client inquiries can become overwhelming—especially without efficient systems in place. That’s why more and more real estate professionals are turning to virtual assistants (VAs) to help streamline their business operations and day-to-day workflows.  

With the right virtual assistant, your business can achieve better organization, improved productivity, and a more professional client experience. Whether you’re a solo agent or managing a growing team, here’s how VAs can support and strengthen your real estate systems and processes:  

1. CRM Management and Data Entry  

One of the most important tools for real estate agents is their CRM (Customer Relationship Management) system. However, maintaining it can be time-consuming. A VA can handle the backend work, ensuring your CRM is accurate and organized.  

What they can do:  

Enter and update lead details  

Categorize contacts based on interest or stage in the sales funnel  

Tag clients for targeted email marketing  

Set follow-up reminders and automate client interactions  

Remove duplicates or outdated contacts  

This keeps your data clean, your follow-ups timely, and your lead pipeline healthy.  

2. Transaction Coordination  

Every transaction involves multiple steps, documents, and deadlines. If not managed properly, it can lead to costly delays or miscommunication. VAs can act as transaction coordinators, helping to manage everything from offer to close.  

They can assist with:  

Tracking key deadlines for inspections, contingencies, and closing  

Scheduling appointments with inspectors, appraisers, or photographers  

Coordinating communication between buyers, sellers, lenders, and attorneys  

Sending reminders to clients and agents involved in the transaction  

Organizing necessary documents for compliance and review  

This support helps real estate agents stay on top of every detail while providing a smoother experience for clients.  

3. Document Management and Compliance  

Paperwork is an unavoidable part of real estate, and losing a single document can cause legal or operational issues. A VA can maintain your document organization system and ensure everything is filed correctly.  

Here’s how they help:  

Set up cloud storage folders for each property or client  

Ensure all required documents are uploaded and labeled properly  

Track missing paperwork and follow up with clients or agents  

Use platforms like DocuSign or Dotloop for e-signature processes  

Archive files according to brokerage compliance requirements  

This reduces stress and keeps your business audit-ready at all times.  

4. Workflow Automation and Systems Support  

Automation can significantly reduce manual work—but setting it up requires time and tech skills. VAs can help implement and manage tools that automate your daily workflows.  

They can:  

Set up automated email marketing sequences for buyer and seller leads  

Use platforms like Zapier to link tools (e.g., send new leads from your website to your CRM)  

Create task boards in project management tools like Trello or Asana  

Schedule social media and blog posts in advance  

Build systems to streamline listing management or lead handoffs  

With these systems in place, you can focus on higher-level tasks while your backend runs smoothly.  

5. Lead Management and Qualification  

Generating leads is only the beginning. Proper lead management and pre-qualification are crucial for converting prospects into clients. VAs help filter through leads so you only spend time on those who are truly ready to buy or sell.  

Tasks include:  

Responding promptly to client inquiries from websites, ads, or social media  

Sending pre-written welcome emails or info packets  

Asking qualifying questions to gauge interest and timeline  

Updating lead stages in your CRM  

Scheduling discovery calls or consultations  

This keeps your sales pipeline full and ensures that leads don’t go cold due to delayed responses.  

6. Reporting and Performance Tracking  

For your real estate business to grow, you need insight into what’s working—and what isn’t. A VA can generate reports to help you track performance and refine your marketing strategies.  

They can provide data on:  

Lead source effectiveness (e.g., referrals, paid ads, social media)  

Email campaign performance  

Client response times and engagement levels  

Close rates by lead source or agent  

Weekly, monthly, or quarterly performance summaries  

This allows you to make data-driven decisions and continuously optimize your approach.  

7. SOP (Standard Operating Procedures) Documentation  

To scale your business and delegate effectively, you need clear processes. VAs can help document every recurring task or workflow into SOPs (Standard Operating Procedures), which are especially valuable when onboarding new team members.  

What they can document:  

Client onboarding workflows  

Listing and marketing procedures  

Client follow-up timelines  

Lead nurturing systems  

Reporting and CRM update routines  

Having SOPs in place ensures consistency across the board—no matter who’s doing the work.  

8. Content Creation and Marketing Support  

Many real estate agents struggle to keep up with consistent content creation. A VA with a background in marketing can help you stay visible and relevant online.  

They can:  

Write and schedule blog posts or property highlights  

Design graphics for social media posts  

Repurpose property descriptions for Instagram or Facebook  

Schedule posts across your platforms to keep your feed active  

Collaborate with you on seasonal marketing strategies  

This ensures that your brand stays top-of-mind with potential buyers, sellers, and past clients.  

9. Email Marketing Campaigns  

Staying in touch with leads and past clients is vital for generating repeat business and referrals. VAs can help you build and execute strategic email marketing campaigns.  

They can:  

Segment your email lists based on client types  

Create drip campaigns for new leads, buyers, or sellers  

Write newsletters with market updates or new listings  

Schedule campaigns using platforms like Mailchimp or ActiveCampaign  

Track open rates and optimize future sends  

Email marketing remains one of the highest ROI marketing strategies—especially when consistently implemented by a dedicated VA.  

Conclusion 

As a real estate professional, your time is best spent building relationships, closing deals, and growing your business—not buried in admin tasks. With a skilled virtual assistant, you can streamline your operations, improve response times to client inquiries, and create systems that support long-term growth.  

From CRM management and transaction coordination to content creation and email marketing, VAs help real estate agents stay organized, productive, and ahead of the competition.  

If you’re ready to scale your real estate business with the help of a virtual assistant, now is the time to build the systems and support that will set you apart. 

A real estate agent sits alone at her kitchen table at 11:47 PM, scrolling through a CRM system showing just 0.2% conversion on hundreds of online leads. 

Across town, another agent ends his workday at 5:30 PM, reviewing his pipeline – 3 listing appointments tomorrow, 5 pending transactions, and 2 closings next week. He hasn’t paid for a single online lead in 6 months.

On a whiteboard in Kent Brown’s office, a simple tally mark system tracks his daily calls and the number of “no’s” received before getting to “yes.” Next to it, his own calculation: “Every call = $53 in commission.”

The Invisible Shift That’s Changing Everything

The real estate market of 2025 isn’t just challenging – it’s fundamentally different. What worked in 2022 is now actively failing agents across the country.

Flashy online lead sources have collapsed to unsustainable levels. The average online lead platform now delivers a meager 0.2% conversion rate over 24 months. For agents still relying on these systems, the math is brutal – spending thousands monthly for what amounts to a handful of transactions yearly.

As Curtis Fenn, President of REDX, stated in Lab Coat Agent’s Real Estate Remix: “For so long people have been relying on these lead gen companies to supply them with a consistent pipeline of leads, and it’s just not working right now.”

But this market collapse hasn’t impacted everyone equally. A small percentage of agents have not only maintained their business but are actively growing in this environment.

The Hidden Numbers Powering Top Producers

Let’s look carefully at Kent Brown’s system in Utah. While most agents in his market struggle, his team has already surpassed last year’s production numbers.

His secret? A laser focus on two lead types from REDX that consistently deliver regardless of market conditions:

Expired Listings: 44% get relisted with a new agent, and 49% ultimately sell. These are motivated sellers who have already demonstrated clear intent to move.

For-Rent-By-Owners (FRBOs): 31.4% eventually decide to list their properties for sale, and when an agent effectively engages them, 61% of these listings sell through.

Kent’s approach is ruthlessly systematic. Every morning starts with expired listings – no exceptions. His goal: 10 quality conversations per hour. “Conversations is what makes you money, not the type of lead that you are prospecting,” he explains.

Most surprisingly, Kent tracks his rejection rate as a success metric. “For every call I make $53… I make $5,000 for every hour that I’m prospecting.” This isn’t motivational hype – it’s meticulously tracked data that guides his entire business.

That shift from “working the right leads” to focusing on having “more and better conversations” is what separates those who struggle to create predictable business, and those who know where their next lead is coming from. 

If you’re wondering how to have better conversations, consider this 4 step model: 

  1. Research and Prepare: knowing a little bit about each market before contact can go a long way. 
  2. Initial contact: Know who you are contacting and why. If your goal is to get a listing appointment, know that before the call. 
  3. Value Proposition Delivery: Be prepared to share how your expertise can outweigh the work of others. 
  4. Follow Up System: Odds are, you won’t get the listing right away. So like Kent, Focus on instead just getting people to agree to a follow up call if its not the right time. 

The Psychological Barrier Few Can Overcome

When facing the typical FRBO who insists they’ll never use an agent, most agents stumble into defensive explanations or give up entirely.

Kent Brown takes a completely different approach. Using carefully calibrated tonality, he remains calm and neutral: “That’s exactly why we need to get together.“

This response accomplishes something remarkable – it validates the seller’s feelings while simultaneously creating curiosity. There’s no argument, no desperation, just confident certainty.

But the most powerful weapon in Kent’s arsenal isn’t his script – it’s his confidence in what happens after the appointment is set. “If you wanna be good on the phones, be good at your listing presentation,” he advises.

This reveals the invisible barrier holding most agents back: subconscious fear of actually getting the appointment. If you’re not completely confident in your listing presentation, you’ll subtly sabotage your lead generation efforts.

The Uncomfortable Truth About Call Reluctance

Even Kent Brown, with his impressive track record, admits: “I don’t think that call reluctancy ever goes away. I still have it, honestly.“

His candid advice reveals the reality of building a sustainable business: “Have six months of savings in the bank before you go full-time into real estate and get on the phones… because it’s gonna take that long for the wins to start stacking up.“

Rachel Warrell took a different approach to this universal challenge, embracing the discomfort: “I love butterflies in my stomach. It reminds me that I’m doing something that’s going to bring challenges and that means it’s gonna be worth it for me.”

For those committed to mastering this critical skill, REDX offers a “Role Play Line” allowing agents to practice scripts and objection handling with live partners who won’t break character. Some agents even upload call transcripts to AI tools for detailed, unbiased feedback on their performance.

The ultimate goal isn’t eliminating discomfort – it’s building predictability. As Curtis Fenn emphasizes: “To have predictability in your business. No matter what the market is, if it’s predictable, it doesn’t feel stressful.“

This predictability is achieved through proactive prospecting on high-conversion lead types, confident objection handling, consistent email nurturing, and integrated digital tools. The formula isn’t complicated, but it requires uncommon discipline.

Rachel Warrell, despite having “almost 30 listings” and constant inbound calls, still makes cold calls “at least once a week” because: “You will get to the point if you are consistent… you are gonna get to the point where you don’t have to prospect, but you know, why not? Like, yeah. Why not go from 500 GCI to seven figure GCI?“

Take Control of Your Real Estate Future

Remember the two agents we started with? One staying up past midnight trying to salvage a failing lead system, the other confidently ending work at 5:30 with a full pipeline?

The difference isn’t market conditions, location, or luck. It’s a systematic approach to high-conversion prospecting that works in any market.

About REDX

REDX offers real estate professionals a complete all-in-one prospecting platform for generating listing appointments. The platform includes seller leads, a dialer with up to three lines, and a lead management tool for simple follow-up. REDX maintains the position that all agents should be compliant with state and federal telecom laws – learn more here.

GET $150 OFF REDX TODAY]

If you’re not reaching out to absentee owners, you could be leaving listings on the table. The share of homes owned by absentee owners is on the rise in major U.S. metros. Read on to learn why this lead type may be motivated to sell and other benefits of working with them. 

What Is an Absentee Owner?

An absentee owner is someone who owns a property but does not live in or actively manage it. This is often a landlord or investor who resides in another city, state, or country and relies on a local property manager for upkeep. 

However, the term “absentee owner” could also refer to someone who inherited a distant property or owns a vacation home they use only occasionally.

Why Absentee Owners May be Motivated to Sell

There are many reasons an absentee owner may be motivated to sell their property:

Benefits of Working with Absentee Owners

As a real estate agent, working with absentee owners has many benefits.

For one, absentee owners are often motivated to sell. This can help you win more listings and relieve owners of a financial burden. 

In addition, absentee owners often own more than one property, opening the door to repeat business or portfolio sales. Meanwhile, absentee owners tend to be less attached to their properties since they don’t live in them, leading to quicker and more pragmatic selling decisions. 

Finally, most agents focus on traditional homeowners, creating less competition for absentee owners who still need the help of a local expert to sell (and buy) real estate. 

Common Mistakes to Avoid

That said, agents should avoid common pitfalls when engaging absentee owners. 

For example, vacation home owners tend to be less motivated to sell than other absentee owners. As a result, going after these types of owners may be less rewarding.

Similarly, don’t assume that all absentee owners want to sell. Before offering your agent services, ask questions to qualify leads, like “Are you managing this property from out of state?” or “Have you had any recent tenant issues?” 

Lastly, avoid using outdated prospecting methods. Instead of canvassing entire neighborhoods with postcards or going door-to-door at random, invest in a real estate data software like PropStream that aggregates property data from public records and private MLSs and lets you filter searches to weed out motivated sellers. 

Example Absentee Owner Lead Scenario

Imagine you’re a real estate agent in Phoenix, Arizona. You use PropStream to search for absentee-owned properties in a high-demand neighborhood. One lead stands out: a three-bedroom rental property owned by a couple living in Los Angeles, California. 

After skip tracing their contact information, you give them a call. During the conversation, the owners share that they’ve owned the property for five years, but recent tenant issues and rising maintenance costs have made it less profitable than it once was. They’re also nearing retirement and no longer want the hassle of being absentee landlords.

You offer to do a free market analysis and explain how demand in the neighborhood is surging. Intrigued, they agree to a virtual meeting where you walk them through comps, the potential sales price, and your marketing plan. Within a week, they signed a listing agreement.

The home sells in under 30 days for above asking price. The couple is thrilled and later refers you to a friend who also owns a rental property in the area. 

In the end, one quality absentee lead turns into a closed deal and a new referral—all because you used the right tools and asked the right questions.

How to Use PropStream to Find Absentee Owners

Here’s how you can use PropStream to quickly identify and contact absentee owners: 

1. Choose a Search Region

In PropStream, search properties by city, county, zip code, exact address, or Assessor’s Parcel Number (APN). You can also use the draw tool to search a custom area.

2. Apply Search Filters

Next, narrow your search to properties with absentee owners by applying these filters: 

3. Create a New Lead List

After populating your search results with absentee owners, create a new lead list. You can give it a custom name for easy reference, such as “Absentee Owners in King County, WA” or “Divorced Absentee Owners in Salt Lake County, UT.”

4. Start a Marketing Campaign

From there, you can use PropStream’s built-in marketing tools to contact absentee owner leads.

For example, you can skip trace their phone numbers and email addresses and set up automated email marketing campaigns directly within the platform. Alternatively, you can send personalized direct mail postcards to their mailing addresses. 

5. Follow Up

PropStream can help you keep track of leads that respond to your outreach so you can promptly follow up with them and win new clients. 

Ultimately, the platform makes it easy to quickly find absentee owners in your target market, help motivated sellers in need, and grow your real estate business. 

Sign up for your free 7-day trial today!

In today’s fast-paced real estate market, brokerages are under increasing pressure to stay competitive and efficient. However, traditional CRM systems, once considered the backbone of client management, are quickly becoming outdated. These legacy systems, designed for tracking transactions and managing contacts, are rigid, cumbersome, and unable to meet the demands of modern brokerages. For real estate professionals looking to thrive, it’s clear that traditional CRMs are no longer enough.

Enter AI-powered platforms like Lofty, who are changing the game. Unlike traditional CRMs, AI-powered platforms combine multiple tools—CRM, IDX, and intelligent marketing automation—into one intuitive, user-friendly interface. These platforms offer the real-time intelligence needed to increase efficiency, actively driving productivity by automating mundane tasks and helping agents focus on what matters most: building client relationships and closing deals.

Traditional CRM systems often struggle to gain traction within brokerages, with adoption rates typically below 30%. This is largely due to their complexity and lack of modern, intuitive features. In contrast, AI-driven systems like Lofty boast adoption rates of up to 90% indicating that today’s agents are actively seeking solutions that boost productivity without adding unnecessary complexity. At the end of the day, agents want a platform that makes it easy for them to increase transaction volume and make more money, and AI-powered platforms do just that.

The major advantage of AI over traditional CRMs lies in its ability to automate tasks and optimize decision-making. AI-powered platforms can analyze customer behavior, identify new sales opportunities, and streamline lead generation, all while simplifying complex workflows. With each interaction, AI gains more intelligence, enabling it to deliver sales-ready leads and keep the pipeline full. This level of automation not only improves productivity but also fuels business growth by ensuring consistent client engagement. Additionally, AI tools can predict client needs and provide personalized suggestions, allowing agents to be in the right place at the right time. This level of service enhances client satisfaction and strengthens long-term relationships, which in turn boosts an agent’s revenue potential.

Lofty has spent nearly a decade developing a platform specifically designed to meet the needs of modern real estate professionals. Its end-to-end solution optimizes every step of the real estate journey—from search to settlement—and leverages AI to support brokerages in growing their businesses quickly and efficiently. Trusted by thousands of agents nationwide, Lofty has proven to deliver compelling ROI, making it clear that an AI-powered platform can not only enhance productivity but also generate revenue.

Fast-growing firms like Epique Realty, Lucido Global, and REAL credit Lofty as a key factor in their accelerated growth. Lofty’s platform simplifies workflows, maximizes productivity, and empowers agents to focus on what truly matters: their clients.

What was once considered a “nice-to-have” is now a necessity. Brokerages that continue to rely on traditional CRM systems risk being left behind by those who embrace AI-powered platforms built for the modern market. AI is no longer just an accessory; it’s essential to survival. Platforms like Lofty provide the infrastructure brokerages need to thrive in today’s competitive market and avoid becoming extinct. The future of real estate belongs to those who evolve with the times—those who embrace AI and create businesses that are built to last.

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