Top tips to successfully adopt a new real estate software system

In today’s competitive real estate market, brokers and agents must adapt quickly to remain competitive.

While some may be hesitant to switch from their current real estate software system to a new one, it’s important to keep tabs on the latest technology so you can continue to thrive in this industry. Keeping up with the pace of change is challenging for anyone, let alone someone who deals with software as part of their daily work routine.

New software can have a lot of moving parts and take time to get used to after using the old system for so long. That said, an overhaul like this can pay dividends down the road if done right. The best way to ensure that your agency is ready for this transition is by following these top tips when adopting a new real estate software system.‍

Create a plan and communicate it clearly

‍Before you adopt a new real estate software system, you must have answers to all the questions you can think of - and a few that you might not have thought of. Planning for this change will ensure that everyone involved understands the process, timeline, and costs associated with the transition. This way, you can avoid any misunderstandings or miscommunications.

The first step is to identify what’s driving your agency to make the change, who will be affected by it, and how you plan to facilitate the process. Ideally, you’ll want to select a new software system that will make all your stakeholders’ lives easier.

Questions to consider in this step should include:

• Who will be using the system?

• Are there specific features that you need?
• What does the existing system lack that you wish the new system would have?

Analyse your current software and organisational needs

‍Before you commit to a new real estate software system, analyse your current software and agencies needs. This will help you identify potential issues with your current software, as well as what you’d like to see in the future. The last thing you want to do is make the transition without first identifying these key issues.

Otherwise, you risk experiencing the same issues you were dealing with in the first place. Hopefully, these tips will help you transition to a new real estate software system smoothly and successfully.

‍Ensure adequate training and support

‍Adopting a new real estate software system means that you’ll have some significant changes to how you operate. This can be a scary change for employees who have grown accustomed to the old system.

To make the transition as smooth as possible, make sure you have adequate training and support to help everyone become comfortable with their new system. Reach out to your software provider and discuss what their onboarding training platform looks like.

This will also help you avoid any potential data-related issues, since everyone will be more familiar with their new data entry process.

Overall, providing the right level of training and support will help employees become productive more quickly, while also feeling confident in the new system.

Software such as Agentbox and Console provide comprehensive and personalised training options to ensure your team is feeling 100% comfortable when using the new platform. These training options can include property management courses, webinars, training days or support via phone or live chat.

‍Set realistic expectations

‍Changing systems always takes time. You can’t expect that your organisation will be 100% efficient with their new system right away. In fact, you should expect a few growing pains as people adjust to their new workflow.

Be realistic about how quickly your staff will be comfortable with the new system so you can be flexible with timelines across the business. If you set expectations that are too high, you put yourself at risk of having disappointed staff who feel like they aren’t getting the support they need.

It’s also important to note that occasionally, the whole team is not going to get everything that they’ve wanted. There are more than likely going to be some staff who have to accept some tradeoffs when a company wide software is implemented.

It’s important to take this feedback on board, and work with the team members to minimise the disruption and any issues that may arise during the transition period.

‍Ensure there’s employee buy-in

‍You can expect some growing pains when you make the switch to a new real estate software system, but employees are more likely to stick with the change if they feel like it was a positive experience for them.

Make sure you get the teams involved who will actively be using this software, that way they’ll be able to highlight any potential issues with the features the new software has before you commit to purchasing it. If you equip your team with the tools and training they need to be successful, you’ll have a better chance at getting buy-in.

Once they’re comfortable with the system and have adopted new workflows, they should have a better overall experience. Electing a member of your team as the ‘software champion’, the person who will assist in driving adoption across your agency and ensuring that people are on board for the implementation journey is also a fantastic way to encourage widespread support.

If everyone feels like they have buy-in and are involved in the decision, they’re more likely to feel invested in its long-term success.

‍Select the right real estate software platform for your needs

‍Before you even start seriously considering which real estate software system is the best fit for your organisation, you should take a few things into account. There are a number of different factors you’ll want to think about before making this decision, including:

• What are your agency’s pain points?
• Does your current system have features that can solve them?
• What are your long-term goals?
• Is the selected system aligned with them?
• What type of organisational culture does your company have?
• Does the selected system fit with it?
• What is your budget? Are there options in your price range?
• What is your timeline? Can the selected system meet that timeline?

Be patient - Change doesn’t happen overnight

‍If you follow these tips when adopting a new real estate software system, you’re off to a good start.

Now, it’s time to buckle down and let the change happen.

It’s important to remember that CRM software is the engine that powers your business, helping you navigate and get you from A to B efficiently and effectively.Upgraded and more efficient real estate software isn’t like a swappable car part that you can simply replace with a new model.

When you change software, you have to retrain employees, rewrite workflows, update internal deadlines and ensure your data is properly migrated. This can take time and if done correctly, will be incredibly beneficial in the long term for your agency.

• Make sure to adequately prepare your team for the change and allow plenty of time for the migration.
• Once everything is in place, your new system should function as seamlessly as the old one. If there are still teething problems, you can always request additional training and attend webinars to further assist your staff with the onboarding process.

If you’d like to learn more about how Agentbox can help your agency grow, you can book a demo with our friendly team below.