Real estate agents can dramatically improve their call handling efficiency and client satisfaction by leveraging modern technology and proven workflows. Some of the top strategies include:
Active monitoring and training: Regularly review call logs, listen to recordings for quality, and train your team or receptionist service to handle calls in a way that reflects your brand values. Provide ongoing coaching to improve answer rates and customer satisfaction.
Adopt a cloud-based business phone system: Platforms like Microsoft Teams transform any device—desktop, laptop, smartphone, or even a dedicated desk phone—into a business phone. This ensures all incoming calls can reach you or your team wherever you are. You’ll never have to worry about missing important calls due to being out of the office.
Enable calls on multiple devices: With Microsoft Teams and similar systems, a single business number can ring on your laptop, mobile, and even desk phone at once. This redundancy means you’re always reachable, and calls can be seamlessly transferred as you move between locations.
Use simultaneous ringing and call queuing: Features like “simultaneous ringing” ensure calls ring on several devices or with multiple team members at the same time, maximizing the odds that a client reaches someone promptly. Call queuing and auto-attendant features help manage high volumes and route callers to the right person without confusion.
Rely on a professional answering service such as Moneypenny: Services like Moneypenny provide 24/7 coverage from trained receptionists who greet callers as if they are part of your own team, book appointments directly into your calendar, and can even integrate with Microsoft Teams to transfer calls or relay messages. This ensures you never miss a lead, no matter the day or hour.
Set up custom call routing and voicemail: Make use of call forwarding, voicemail-to-text, and presence indicators (so callers know if you’re available or not). These features minimize missed calls and allow fast follow-up even if you can’t pick up immediately.
Utilize AI-powered tools: Modern systems like Teams include AI that can route calls smartly, suppress noise, and even transcribe voicemails for quicker review and easy record keeping.
