Monday.com workflow automation for a Real Estate Company
About The Company:
Our client is a dynamic real estate company specializing in office space leasing and sales. Their operations are largely broker-driven, with approximately 80% of transactions originating from broker interactions and 20% from direct clients. The company manages a high volume of daily broker interactions, leading to a complex workflow that spans multiple departments, including Sales, Legal, CRM, and Finance.
Customer Challenges:
The client faced several operational challenges that necessitated an advanced workflow management solution:
- Fragmented Workflow Management : The sales process involved multiple steps, starting from lead generation and broker interactions to legal negotiations and financial operations. Ensuring a seamless handover between departments was a major challenge.
- High Volume of Transactions : The sales team managed over 5,000 broker interactions daily, converting only a small percentage into closed deals. Tracking these leads effectively was difficult without a centralized system.
- Legal Document Handling : The legal team worked with multiple templated documents, including letters of intent, legal agreements, and handover letters. Ensuring accuracy and efficiency in legal negotiations required a structured documentation system.
- Client Relationship Management : After closing a deal, the CRM and operations team handled office handovers, issue resolutions, and ongoing services, making it essential to have a well-integrated client management system.
- Manual Financial Processes: The finance team managed 30-35 invoices per month manually and expected a surge in new tenants. An automated invoicing system was necessary to accommodate the company’s growth.
- Inter-Department Collaboration : They lacked a streamlined method for raising and tracking inter-departmental requests, leading to inefficiencies and miscommunication.
Solutions:
To address their challenges, We proposed the implementation of Monday.com with customized workflows tailored to each department’s needs:
- Inter-Department Ticket Raising System: A ticketing system was set up within Monday.com, enabling seamless task assignment and issue tracking across departments. Notifications were configured to ensure timely follow-ups.
- Sales Pipeline Management: A structured workflow was designed to track leads from the initial interaction to final closure. The system included lead categorization, priority tagging, and automated reminders for follow-ups.
- Legal Document Automation: Monday.com was configured to manage document handling, with templates integrated for legal agreements, letters of intent, and handover letters. Automated workflows ensured proper approval processes and version tracking.
- CRM & Post-Sale Management : A dedicated CRM dashboard was implemented within Monday.com, allowing the operations team to monitor client interactions, track service requests, and ensure smooth office handovers.
- Automated Invoicing System: We designed an invoicing workflow to automate financial transactions. The system enabled easy invoice generation, tracking, and integration with accounting processes.
- Custom Dashboard & Reporting: Real-time dashboards were created for sales, legal, and finance teams to monitor progress, measure KPIs, and gain visibility into bottlenecks.
Results:
Following the implementation of Monday.com, The client experienced significant improvements in workflow efficiency and inter-department collaboration:
- Improved Lead Conversion: With a structured sales pipeline, they improved tracking of broker interactions, leading to better follow-ups and increased closure rates.
- Enhanced Document Accuracy: Legal processes became more efficient, reducing errors in agreements and speeding up negotiations with brokers and clients.
- Streamlined CRM Operations: The CRM team effectively managed client relationships, ensuring prompt issue resolution and better retention rates.
- Reduced Manual Workload in Finance: The automated invoicing system minimized manual errors and improved payment processing efficiency.
- Better Inter-Department Communication: The ticketing system and automated notifications facilitated smoother communication between sales, legal, CRM, and finance teams.
- Real-Time Visibility: Department heads gained instant insights into workflows through customized dashboards, enabling data-driven decision-making.
Technology and Tools Used:
Monday.com
Final Words:
The collaboration with CloudCache Consulting delivered an efficient workflow management system for the client. By leveraging Monday.com, We successfully streamlined its sales, legal, CRM, and finance operations, setting the foundation for scalable growth. With the tailored implementation in place, The client is well-positioned to handle its increasing transaction volume while maintaining high operational efficiency. We continue to support clients in optimizing their processes and exploring additional automation opportunities for future business needs. You can read their reviews on Fiverr.
