CMD-Soft: Microsoft Dynamics CRM for real estate agencies

Solution "CMD-Soft: Microsoft Dynamics CRM for real estate agencies" is specialized industry solution based on the Microsoft Dynamics CRM platform. The solution is intended for complex business process automation of real estate agency from the first contact with the potential client before completion of service of the transaction.

Developing this solution, specialists CMD-Soft carried out the analysis and selected the main problem points affecting efficiency of activity of real estate agencies:

• Lack of uniform base of subjects of transactions. Often different divisions conduct own bases of subjects of transactions that complicates cross-sales. For example, the employee of department of the city real estate cannot consult the client and offer option of acquisition of a country house since has no access to base of the country real estate.
• Lack of the uniform customer base. Customer information is separate and sometimes represents only entries in personal notebooks of realtors.
• Inefficient work with addresses of potential clients. The considerable number of addresses is lost at a stage between the appeal to call center and to the first call of the realtor to the potential client.
• Threat of loss of a part of clients at dismissal of staff of the agency.
• Decline in quality of service and level of customer satisfaction because of the shortage of qualified personnel.

It is known that about 70 percent of success of further cooperation with the client can depend on the first contact. In activity of real estate agencies it means that the more quickly, more precisely and data which will be received by the client during the first appeal to the agency are more complete, the probability that the client will stop the choice on cooperation with this company is higher. Solution "CMD-Soft: To Microsoft Dynamics CRM for real estate agencies" it is intended for assistance in the solution of this task, namely: allows to find quickly all information on a real estate in the database, to issue the request of the client and to record his requirements. Accounting of all requests in a system allows to avoid the "forgotten" clients, i.e. clients whose contact information was lost after their first appeal to the agency. Accounting of customer requirements gives the chance to inform them when offers on a suitable real estate appear.

Functionality

The solution developed CMD-Soft based on Microsoft Dynamics CRM for automation of real estate agency gives the following main functionality:

• Accounting of primary addresses of potential clients (buyers, sellers, lessors and tenants) and the organization of work with them according to internal procedures of the company;
• Accounting and storage of all data on the real estate offered for sale or leasing. The possibility of entering of different types of objects is provided in a system: apartments, country houses, office spaces, floor spaces, penthouses, townhouses, mansions;
• Accounting and storage of all requirements of the client buyer to the purchased/rented real estate. A system allows to analyze requirements of buyers and their change eventually. According to requirements of the buyer it is possible to perform search of suitable objects from base of the real estate. By search of options the realtor can modify (to make less strict) requirements to the real estate and to save them in a card for the subsequent search and obtaining the notification on again appearing options;
• Automatic selection of a real estate from base of the company according to customer requirements, automatic informing the manager on emergence of the new real estate in base meeting the recorded customer requirements;
• Database maintenance of partners of the company (banks, builders, advertizing agencies, media, etc.) and their employees;
• Planning of customer interactions and partners (calls, demonstrations, negotiations) and an automatic reminder to the manager about scheduled events (interactions);
• Maintaining an image bank of a real estate, storage of all electronic copies of documents on objects and transactions in the unified information system. The commercial offer on the basis of a template which is attached to a card can be automatically created and also, without appearing the CRM system, can be sent by e-mail to the potential buyer or the tenant;
• Printing of all documents directly from the CRM system (agreements, acts, viewing orders, letters, questionnaires, commercial offers, etc.);
• Automation of submission of advertisements and efficiency analysis of different advertizing sources. The history of publications of declarations for each real estate is conducted. The scheme at which with editions the advertizing manager is engaged in interactions is also provided, and declarations can be submitted by any realtor (employee) at fitting condition of the head of department;
• Accounting and information storage on legal support of transactions with tracking of validity period of the provided documents, planning and control of carrying out actions for legal support of transactions;
• Control of completeness of documents on a real estate, fixing of the provided documents, the report to the client about not provided documents;
• Formation of the management reporting (examples of reports of the solution are included below):
• The solution automates processes of work with all types and the real estate markets: city (apartments, rooms, parking places), country (land plots, country houses), commercial, elite. This solution includes also functionality of the solution "CMD-Soft: The loan broker based on Microsoft Dynamics CRM" that allows to cover all aspects of activity of real estate agency.

INTEGRATION WITH OTHER SYSTEMS

Use of Microsoft Dynamics CRM as technology basis of the solution gives ample opportunities of integration, including with the accounting and accounting systems (1C, Microsoft Dynamics NAV, etc.), a corporate portal, the website of the company, external suppliers of databases of a real estate and automatic telephone exchange (integration with office telephone exchange).

Separately It should be noted close integration with Microsoft Outlook which allows to work with a system directly from a window of a usual e-mail client, and all correspondence with clients and partners will be automatically duplicated in Microsoft Dynamics CRM. During the work in Outlook of a task and a meeting planned in Microsoft Dynamics CRM are synchronized with tasks and meetings of Outlook, and a system notifies on approach of completion date of a task or time of the forthcoming meeting.

Security

Implementing solution "CMD-Soft: Microsoft Dynamics CRM for real estate agencies" allows to structure and differentiate access to corporate information that reduces risks of data loss about clients and ensures harmonious functioning of all staff of the company.

The flexible mechanism of setup of access rights in Microsoft Dynamics CRM allows to configure the rights to reading, creation, editing, removal of separate subjects of information. Storage of the change history of fields will help to trace the companies who as when changed, to thereby reduce risk of loss of information and malicious actions from unfair employees.