Smarter Week

How to automate it

How to automate “enter contacts and call notes into the CRM”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, every day
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Dictate your call notes and let AI tidy them for the CRM

Talk for 30 seconds after a call or showing; AI turns it into clean notes, tags and a next step you paste into the CRM.

Typically saves about 50% of the time5 min to set up
  1. 1Use your phone's voice notes or the voice feature in your CRM app.
  2. 2Say who, what they want, timeline, budget and next step.
  3. 3Use the prompt below.
  4. 4Paste into the contact record and set the follow-up task.
Prompt to copy
Turn my spoken notes about [CONTACT] into CRM notes: Summary (2 lines), Wants (area, type, beds, budget), Timeline, Motivation, Next step with date, and tags from this list: [YOUR TAGS]. Do not add anything I did not say.

Notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Follow Up Boss, BoldTrail (kvCORE), Lofty or Sierra Interactive mobile app

Fix 2 of 2

Automation

Put every lead on an automatic follow-up plan in your CRM

Action plans and smart campaigns send texts and emails on a schedule and create call tasks for you, so no lead goes cold because you were busy showing.

Typically saves about 50% of the time2 h to set up
  1. 1Use the action plans or smart campaigns in your CRM (Follow Up Boss, BoldTrail (kvCORE), Lofty or Sierra Interactive).
  2. 2Build three plans: new online lead, open house visitor, past client.
  3. 3Write short, personal-sounding messages; mix texts, emails and call reminders.
  4. 4Make plans stop automatically when the lead replies.
  5. 5Each morning, work only the call tasks it creates.

Tools: Follow Up Boss, BoldTrail (kvCORE), Lofty or Sierra Interactive

Quick wins

Have you tried…

Have you tried dictating call notes and letting AI tidy them for the CRM?
Talk for 30 seconds after a call. AI turns it into clean notes and a next step you paste into the contact record.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Real estate agentLeasing agent

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Real estate agents