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Digital tools to increase agent productivity

Marion Pfeffer
Marketing Manager at RE/MAX Europe

When providing your agents with the tools they need to be more productive, they essentially require a mobile office, improved workflows, unified communications, project management, and knowledge sharing.

RE/MAX office owners are already ahead of the industry standard when providing support and tools to their agents, and many are already addressing the points listed above. But if you feel your office could benefit from some time-saving productivity upgrades, this article is for you.

Quickly create a mobile office for your agents

One out-of-the-box solution for doing this is Google Suite. Google provides many free tools agents can incorporate into their workflow and access anywhere. From email, cloud storage, and spreadsheets to calendars, video calling, and note-taking, the Google Suite is an excellent option for those who like simplicity and value.

Another option would be Microsoft 365. Including all the functionality available with the Google Suite, Microsoft 365 also has several advanced security options and a wide range of additional extensions and apps to benefit your business.

Services included in the Microsoft 365 package include: Teams for video and voice conferencing, Bookings for appointment management, SharePoint and OneDrive for collaboration and file sharing plus all the common Microsoft Office apps such as Word, Excel, and PowerPoint.

However, if you would like to diversify your tools, we have broken our suggestions down into usage categories:

Increasing internal communication

Almost all offices will already have some kind of internal communications solution in place, and we all know that team communication is key. You will need to find the internal communication solution that works best for your office. The takeaway here is that for communication, and the opportunity for agent cooperation, an effective messenger platform is crucial. Here are just two suggestions:


Now a mainstay within many offices and agents’ teams, Slack is more than just an instant messaging solution. You can also share files, conduct team calls (Huddles), collaborate in groups, set reminders, and more.

Slack channels are becoming more popular with industry influencers, so why not set up your real estate Slack channel and ask your network to join for industry updates?


If we think of Slack as a file-tracking, knowledge-sharing, email-saving communications tool, then WhatsApp can be thought of as a day-to-day, on-the-go, quick, and dirty chat tool. WhatsApp is perfect for quick informal team messaging that doesn’t require documentation.

Office owners should make sure they are always the main admin of all work-related chat groups.

Building listing creatives


Having a quick solution to create thumb-stopping images for social media is a must for any agent on the go. Photofy is the preferred tool of RE/MAX agents across the US and Canada and has been adopted by many RE/MAX professionals in Europe too.

Use pre-made templates to quickly add consistent branding to your images in seconds, then share them directly to your social media channels. 

Creating online and offline marketing resources

Marketing Center:

RE/MAX Europe agents are in a unique position to have one centralized supplier for both their online and offline marketing needs. By using the Marketing Centre agents can save time (and often money) when ordering the necessary materials to boost brand visibility in their local area. Agents external to the RE/MAX network lose hours every month sourcing and creating their branding with no remuneration for the time spent doing so.

The RE/MAX Marketing Center is also an excellent place to acquire new digital materials such as templates and branded graphics, as well as focus projects for agent recruitment or productivity such as RE/MAX+ or Go4More.

Search visibility

Google My Business:

Just like with offline marketing, agents will want to appear in the most prominent places online too. There’s no more prominent place in online marketing than the first page of Google. By providing your agents with the information they need to set up a free Google My Business page, you are making sure they appear as soon as a potential customer Googles their name. Google My Business also links directly to an agent’s website, contact telephone number, and shows their current availability.

Social media

Facebook Creator Studio:

Another common objection from agents is that social media takes up too much time when compared to the results it brings. Firstly, it is important to remember that social media is only one influence on a potential customer’s decision to work with an agent. Secondly, social media doesn’t have to be time-consuming if it is well-planned and efficiently managed. Facebook Creator Studio is a free tool for Facebook Business Pages, allowing page owners to create posts, schedule content (including on Instagram), respond to messages, create ads, and view analytics all in one place.


Plan your social media posts across all channels using a social media aggregator. There are many excellent aggregators out there, but the most tried and tested we have seen in the RE/MAX Europe network is Hootsuite. See also Buffer as a great alternative.



Mailchimp is a marketing platform allowing your agents to manage and communicate with their wider network, specific potential customers, and past clients in one place. Its intuitive interface makes it easy to prepare a professional newsletter, schedule content, and monitor campaign results directly in the browser. Mail Chimp is also available as a mobile app for agents on the move.

Note-taking and thought externalization


This desktop and mobile app is perfect for agents to organize their notes digitally and make them available across all devices. Agents have access to their current to-dos as well as content ideas, business strategies, and listing information anywhere.

Setting appointments


Calendly is a paid service where prospective clients can easily book a meeting with your agents without the need for emails or even a phone call. Agents set up a call to action in their digital marketing campaigns to book a meeting via Calendly and the appointment automatically appears in the agent’s calendar (if they are available, of course).

Closing and signing contracts

Google Docs:

Google Docs is the Google Suite answer to Microsoft Word. But unlike Word, Google Docs is free to use and allows multiple team members to work on the file simultaneously, suggest changes and create version histories. This makes it the perfect tool for agents to draft agreements and quickly share them in a protected manner with relevant stakeholders before forwarding them to the client.


Once the document is finalized and ready for signing by the client, why is waste of time sending physical documents through the mail or organizing meetings at the notary? DocuSign is a speedy and secure way to process legal documents in seconds.

Please Note: While RE/MAX Europe has compiled the information on this page diligently and to the best of its knowledge, RE/MAX Europe does not assume any liability for the accuracy of the information or for any damages resulting from the use of the information.

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