Write down how a listing really moves from appraisal to settlement
Most small agencies run on what the principal knows. That works until a new agent starts, or until you try to hand part of the work to AI. We sit with you and write down, step by step, how a listing moves from appraisal to settlement and how a tenancy moves from application to renewal. Then we mark which steps eat the hours. It usually turns out the writing and the chasing cost more than anyone guessed, and that's where AI starts.
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What we map in a small agency
Appraisal to listing launch
Every step from the appraisal visit to the listing going live, including who writes what and where the notes are kept.
Campaign weeks
Open homes, buyer follow-ups, vendor updates, and offers, with the time each one takes in a normal week.
Contract to settlement
The chasing between solicitors, buyers, and vendors, and the reminders that live in someone's head.
The rent roll
Applications, repair requests, inspections, arrears, and renewals, mapped for the property manager who handles them.
Where the knowledge lives
In a three-person agency, the process for a new listing is often in the principal’s head. The appraisal notes sit in Rex, the photos in a shared Google Drive folder, the brochure in Canva, and the reminder to call the vendor on Tuesday is on a sticky note. Everyone knows roughly what happens, but nobody has ever written it down. So when something goes wrong, or when a new agent starts, the gaps show.
How we map it
Mapping how you work (the industry calls it process mapping) means writing down each step of a job, who does it, which tool it happens in, and how long it takes. For an agency, we usually map two things. The first is the sales path from appraisal to settlement. The second is the rental path from application to renewal. We talk with you, look at how Rex and your inbox are set up, and draw it out in plain words. Then we mark the steps that repeat, the ones that wait on someone, and the ones that only a person should do.
What a map showed in two agencies
We work with Harbour Lane Property, a three-person agency in Newcastle, where writing each listing by hand took about 3 hours. An AI helper now drafts the listing copy, the email, and the captions from notes in Rex, and each listing takes about 40 minutes. We also work with a solo property manager with 140 rentals whose repair requests now get logged the same day, while urgent jobs still go to a phone call. In both cases the job worth fixing first was the one that repeated every week, which is what a map makes easy to see.
What a map won’t do
A map is a picture of today. It won’t fix a step on its own, and it goes out of date when your agency changes how it works. It also depends on honesty. If the map shows the process you wish you had rather than the one you run, the AI gets pointed at the wrong job. That’s why we ask about the messy weeks as well as the good ones.
If you’re not sure which job to hand over first, get your AI Starter Plan. It’s the quickest first map of your week.
Related
Read about our Mapping how you work service, and how we help small teams in real estate.
Common questions
Why map anything? We know how we work.
How long does mapping take?
Do we get to keep the map?
What does mapping cost?
Will the map tell us to automate everything?
Start with a map of your week
The fastest first map comes from you talking through your week. Get your AI Starter Plan and tell it where the hours go.
Get your AI Starter Plan