Agent Workflow in REW CRM: Everything You Need to Know
Managing your leads efficiently is key to closing more deals, and with REW CRM, it’s easier than ever. In this blog, we’ll walk you through the optimal agent workflow, from checking new leads, making that first call, scheduling a chat, to keeping track of your tasks. REW CRM has you covered every step of the way! Let’s dive into how you can streamline your daily routine and stay on top of everything.
The different REW CRM features that streamline an agent's workflow.
Daily Workflow
Follow this agent workflow in REW CRM to keep your day running smoothly. Each step is designed to help you stay organized, ensure no task is forgotten, and make your lead management process more efficient.
1. Visit New Leads - Start your day by checking the new leads that have come in. To make this easy, use your Smart List—a powerful REW CRM feature that helps you organize and group leads based on specific criteria. If you’re not familiar with how to set up one, head over to our Smart List guide for detailed instructions.
2. Go to the Lead Details Page - Once you’ve identified the new leads, check out the lead details page. This is where you’ll find all the important information about each lead, such as contact info, activity history, and more.
3. Check the Engagement Wheel - In the upper right corner of the lead details page, you’ll find the engagement wheel. This feature gives you a quick snapshot of what actions you need to take—like logging a call, recommending a listing, sending an email, or assigning an action plan—and what the lead has already done, such as inquiring, saving a listing, creating a saved search, or subscribing to emails.
4. Call and Log the Conversation - Now it's time to connect! Make a call to the lead and log the call duration, date and time, and outcome. Whether it’s a successful connection or a missed call, logging these conversations metrics helps you assess agent performance and improve initiatives. To log calls, simply click the ‘Call button’ on top of the lead details page, select the ‘Log Call’ button, and fill out the fields.
5. Take Notes - Use Quicknotes to capture key details from your conversation with a lead. Just click ‘Edit Quicknotes’ to jot down important information that will help you follow up more effectively. Your Quicknote will also appear on the REW CRM Leads dashboard for easy access.
6. Send Recommended Listings - If the lead is interested in specific properties, send them listings that match their preferences. To do this, scroll down to the 'Listings' section on the lead details page, click the ‘+ Recommend Listing’ button, enter the MLS number or address of the property, add a personalized message, check the ‘Send via email’ box, and hit ‘Send.’
7. Email to Schedule a Chat or Use REW Text - If the lead prefers email or text, reach out to schedule a chat. To send an email in REW CRM, simply click the ‘Emails’ button at the top of the lead details page, then click ‘Send email.’ A pop-up window will appear where you can write your message and send it directly. Feel free to use the Form letters and Templates feature to automatically compose the email. For text messages, we recommend using REW Text to centralize all communication. Reach out to your Account Manager to enable this tool in your REW CRM.
8. Assign Leads to Action Plans - Assign the lead to the appropriate Action Plan to stay on track with follow-ups and next steps for conversion. Check out our Action Plan guide to learn how to set up one.
9. Check Tasks for Overdue Items - Don't forget to check your tasks for any overdue items to ensure nothing is missed. You’ll be notified of overdue tasks in the Action Plan section of the lead details page or on the REW CRM dashboard under the bell icon labeled "Tasks."
10. Create Saved Search for the Lead - If the lead has yet to set up a saved search, now’s the time to create one. This ensures that they’ll get updated listings based on their specific preferences and needs. On the lead details page, scroll down to the 'Searches' section, click the ‘Saved Search’ button, and fill out the appropriate fields. Under ‘Settings’, you can name the search list, set the way the listings will be shown, and how frequently the lead will receive an updated list. Tick the ‘Email Results Immediately’ checkbox, and click ‘Save.'
11. Add Events -If you booked an appointment or meeting with a lead, be sure to add it to your calendar in REW CRM. To add an event, scroll down to the ‘Event’ section of the lead details page, click the ‘Add Event’ button and fill out the fields. Keep an eye on your calendar so you don’t miss anything and you’re on top of the events related to the lead.
12. Log Deals - Don’t forget to log appointments and future deal stages in the ‘Deals’ section. Simply click the ‘Add Deals’ button, and enter the key details related to the deal stage. This allows REW CRM to track your progress and keep your pipeline up to date.
13. Check Agent Goals to Track Your Progress - Finally, track your progress in the Agents section of REW CRM. This feature keeps you motivated by highlighting your achievements while identifying areas for improvement. Simply click the ‘Grade Me’ button on the Agent dashboard to view your Report Scorecard and see where you stand. If you want to dive deeper, check out our Agent Goals guide to learn how to set and track your goals effectively.
This workflow will keep your pipeline moving and ensure no opportunities slip through the cracks. However, we know that every team has unique processes and priorities, so feel free to tweak this workflow to fit your specific needs.
Best Practices for a Smooth Workflow
To get the most out of REW CRM, follow these best practices to stay organized and close more deals:
- Keep Smart Lists updated – Regularly refine your Smart Lists to prioritize hot leads and nurture other prospective clients.
- Log every interaction – Track calls, emails, and texts to maintain a complete lead history and ensure no follow-up is missed. Learn how to track your interactions in our Lead Details Page walkthrough video.
- Use Action Plans – Never miss a task and streamline communication by assigning leads to the right Action Plans.
- Leverage Automation – Our newly launched Automation feature allows you to streamline key processes using triggers. Set up automations based on CRM events—like adding a tag, reaching a calendar date, or changing a deal stage—or website events, such as when a lead views, saves, or inquires about a property.
- Track your progress – Check your Report Scorecard and Agent Goals regularly to measure success and identify areas for improvement.
Stay consistent, refine as needed, and maximize REW CRM to drive results!
The REW CRM agent workflow video.
Benefits of the Agent Workflow
Here's how following the agent workflow can benefit your team and business:
- Keeps Your Pipeline Organized – A clear workflow helps you track each lead’s journey, from first contact to closing. Using Smart Lists and other features allows you to prioritize leads and tailor communication.
- Improves Response Times – With an established process, you can quickly act on new leads and follow up on key touchpoints, improving response time and increasing your chances of conversion. The workflow ensures that you’re never late with follow-ups.
- Promotes Consistent Communication – Automating key steps like emails, texts, and reminders keeps you consistently in touch with leads. This process also allows you to manage and engage with more leads effectively.
- Improves Collaboration – The agent workflow makes it easy for team members to understand where each lead is in the process, allowing for smoother collaboration and better overall results.
- Tracks Your Progress – By checking Agent Goals and your Report Scorecard, you can regularly monitor your performance, identify trends, and make necessary adjustments. This helps you stay on track to meet targets and continuously improve.
Learn More
Regularly visit REW Academy and the Resources page if you want to dive deeper into REW CRM and its powerful features. REW Academy is a library of tutorial videos and webinars that walk you through everything from the basics to more advanced features. Meanwhile, the Resources page is full of helpful guides and materials that contain all the information you need about our products and services. Both are fantastic for staying in the loop with new features and finding tips to improve your CRM experience.
Visit the new REW Academy and Resources page for tutorial materials.
Join the REW Forum
The REW Forum is a great place to connect with other real estate professionals, ask questions, and share tips on using REW CRM. It's full of helpful discussions where you can learn new ways to optimize your workflow and get advice from both peers and experts. Join us today!
Agent Workflow FAQ
How can I target specific groups of leads for outreach?
You can use Smart Lists to filter and sort leads based on specific criteria, ensuring tailored and consistent communication.
How do I make sure leads get timely follow-ups?
Use Action Plans to remind you of upcoming tasks and automate routine emails. Regularly check the 'Tasks' notification bell so you won't miss anything.
Where can I get more information on REW CRM?
Check out REW Academy for video tutorials or visit our Resources page for in-depth guides.