How to Create the Best Real Estate Team in 6 Steps
Business Development

How to Create the Best Real Estate Team in 6 Steps

8 mins read

by Pete Ford

Updated On Feb 16, 2024

Table of Content

Planning to build a real estate team? So, you must be wondering where to begin. Building a team helps in work delegation and adds value to the organization. Hence, building a team that can adapt and thrive in the changing world, along with market trends and consumer needs, is important. The goal of building a team is to create a synergy where all the members combine their efforts to ensure the company is thriving. 

So, before hiring and building a real estate team, it is important to identify the positions that are essential to real estate success. Building a team requires rigorous effort in choosing the right person. So, this blog guides you on how to build a real estate team.

Importance of a Well-Structured Real Estate Team

A successful and long-lasting real estate company depends on having a well-organized crew. The following list of five crucial elements of such a team includes:

1. Improved Productivity and Efficience

A strong team ensures that responsibilities are assigned according to each member's areas of expertise, which results in more effective operations. For example, having specialized services can expedite processes and increase client satisfaction. It is possible by having dedicated agents focus on buyer inquiries and others on listings.

2. Diverse Skill Sets and Expertise

It is one of the most important factors to consider if you want to know how to build a real estate team. Diversity in skill means each person brings a special set of skills to the table. To ensure your customers and clients have a good experience, a team with a diverse skill set could help. 

3. Enhanced Client Service and Satisfaction

A group with clearly aligned responsibilities can offer enhanced client service. For example, a member with expertise in financial matters may respond to a client's difficult financing-related questions with precision and depth, building client confidence and happiness.

4. Increased Sales and Revenue

A well-organized team can help generate more revenue, as it increases the number of sales in a company. One team member may concentrate on nurturing leads, while another may excel in closing deals and working closely with clients ready to purchase. 

Key Roles Within a Real Estate Team

Every role in real estate has distinct duties essential for negotiating real estate deals. The following are some of the main positions and responsibilities that fall under them in a real estate team:

Key Roles Within a Real Estate Team
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1. Brokers/Agents 

Brokers/agents remain at the front line as they facilitate property viewings, discussions, and transactions by directly interacting with buyers and sellers. They are in charge of understanding the client's needs and offering and guiding them on the state of the market, costs, mortgages, and regulatory obligations. In addition, they manage listing promotions, network to find new customers and ensure transactions go well.

2. Sales Manager

The sales manager manages the sales force and establishes goals and tactics to boost revenue. They assist in resolving complicated transactions, coach and guide agents, and make sure the group meets moral and legal requirements. Sales managers evaluate market developments to modify their sales strategies. They also ensure the sales team has effective skills and training to maximize productivity. 

3. Marketing Expert

A marketing specialist handles all advertising and marketing initiatives in the real estate industry. This includes social media marketing, digital marketing, preparing promotional materials, maintaining web listings, and planning open houses. They strive to strategically place the team's listings to attract prospective customers and build the real estate team's reputation.

4. Transaction Coordinator

From contract to closure, transaction coordinators oversee the administrative responsibilities associated with a real estate transaction. This includes managing documentation, ensuring the law is followed, and communicating with lenders, lawyers, and other transaction participants. Thus, ensuring the process goes smoothly. 

5. Customer Relations Manager

The customer relationship manager responds to customer questions, gives transaction updates, and guarantees customer satisfaction. They are also responsible for collecting feedback and conducting post-transaction follow-ups. They are essential in creating recommendations and recurring business by providing first-rate customer service.

6. Real Estate Assistant 

Assistants in real estate assist the team with different administrative duties. This can involve data input, email and phone management, appointment scheduling, and CRM system management. They might also help with preparing the paperwork, listings, and marketing collateral.

7. Listing Expert

Listing experts specialize in listing management, which entails assessing homes, suggesting fair market values, offering staging guidance, and listing properties on several platforms. They collaborate closely with sellers to guarantee their property is properly marketed to attract prospective purchasers.

8. Buyer Agent 

Buyer agents who specialize in helping buyers help clients locate and acquire real estate. They present property selections, schedule showings, and help with the negotiating and closing processes. They also thoroughly understand the buyer's needs, preferences, and budget.

9. Money Advisor/Mortgage Expert:

They educate customers about various financing possibilities, provide guidance on mortgage options, and occasionally help clients obtain loans. They are essential to buyers' comprehension of and management of the financial facets of real estate purchases.

5 Key Skills Required by Real Estate Teams

How to build a real estate team? Let us answer the question in a detailed manner.  Here are some of the skills you must look for.

1. Sales Skills

Sales skills are among the most important, as most of the business is about convincing clients to buy or sell homes. This involves negotiating contracts, closing transactions, comprehending and emphasizing a property's essential attributes, and effectively displaying homes.

2. Critical Thinking

Critical thinking is essential for problem-solving and decision-making. Every property or transaction has different obstacles for real estate professionals. They must evaluate circumstances, examine data, and make wise judgements. Critical thinking helps develop winning strategies, whether handling contract negotiations or assessing market trends to determine a listing price.

3. Communication

Real estate companies need professionals with excellent communication abilities. Making effective verbal and written communication with clients, team members, and other stakeholders, such as attorneys and mortgage brokers, is a crucial part of these skills. Active listening is crucial for comprehending client wants, explaining complex transaction details, and guaranteeing seamless interactions.

4. Building Relationships and Networking

Building relationships with clients, brokers, other agents, lenders, and community members is part of this. Networking facilitates lead generation, keeps one ahead of industry developments, and opens doors for partnerships and recommendations.

5. Negotiation Skills

On their clients' behalf, team members must negotiate terms, prices, and conditions. This requires a solid grasp of market dynamics, outstanding people skills, and the capacity to identify points of agreement that satisfy each party to a transaction.

Steps to Build a Strong Real Estate Team

Here are a few steps explained in detail to help you with your question - how to build a real estate team:

1. Understand Your Objectives

Determine your long-range objectives. Aligning your team's efforts with your business goals is easier by clearly understanding your market and by creating defined targets. Also, starting with yourself and building a strong leader is important. You need to justify what the volume of your team should be, what position you want to fill in, and many more. As a business owner, you are also a leader. You can enroll in a leadership training program to improve your leadership skills to guide others. 

2. Determine Principal Duties and Positions

Ascertain the positions required to achieve your goals. Buyer's agents, listing agents, marketing specialists, transaction coordinators, and administrative assistants are typical positions in a real estate firm. Efficiency and accountability are ensured by clearly defining roles and their associated responsibilities. For example, you will need a competent listing agent with a track record if your objective is to boost listings.

3. Find the Correct Team

Find suitable people to fill the jobs once you know what they are. Seek applicants who share the values and culture of your organization, have appropriate experience, and have a strong work ethic. Use job portals, real estate associations, and professional networks for hiring. 

4. Invest in Education and Training

To guarantee that new team members comprehend your organization's procedures and marketing tactics, give them thorough training. This can involve learning the newest digital marketing strategies, legal compliance, or sales training. Frequent training sessions enable your team to stay current and competitive in the always-evolving real estate market.

5. Implement Efficient Systems and Technology

Ensure you have good data analysis software for market insights, automated marketing tools, and CRM systems for client management. Systems that are efficient lessen the administrative burden and free up agents to spend more time interacting with clients and closing agreements. 

6. Promote a Collaborative Team Environment

Promote feedback, team meetings, and honest communication. Creating a collaborative atmosphere where team members inspire one another can increase job satisfaction and improve output. 

Overcoming Challenges in a Real Estate Team

Overcoming various obstacles is necessary to create and sustain a successful real estate team. Here are five challenges of the real estate business and how to get around them:

1. Varied Experience and Skill Levels

Challenges: Teams in the real estate industry are frequently made up of people with different backgrounds and specializations, which can cause differences in output and team dynamics.

Solution: Establish mentorship programmes that match seasoned agents with less experienced ones. To ensure that every team member has the same skills and expertise, regular training and professional development sessions can also help level the playing field.

2. Lack of Communication

Challenges: In a team setting, effective communication is essential, and a lack of it can result in misconceptions, lost opportunities, or mistakes.

Solution: Establish regular check-ins and transparent avenues of communication. To stay informed, use Slack or Trello, the two applications for team collaboration. Ensure team members feel comfortable sharing their problems and ideas by promoting honest and open communication.

3. Conflicting Interests and Conflict

Challenges: Real estate brokers frequently operate on commission, and rivalry and conflict within the group may exist, particularly when territory or leads are divided.

Solution: Encourage a collaborative atmosphere rather than a competitive one. Establish precise guidelines for managing territories and distributing leads. Support incentives focused on the team and acknowledge group accomplishments to promote togetherness.

4. Staying Up with Market Changes

Challenges: The real estate market is dynamic and subject to quick changes, so staying informed and modifying plans as necessary can be difficult.

Solution: Continue to be vigilant in your trend and market research study. Organize training sessions on best practices and market trends. To ensure everyone is on the same page and informed, encourage team members to share their perspectives and tactics during team meetings.

5. Life Balance

Challenges: A profession in real estate can be taxing and have erratic hours, which can result in burnout and decreased productivity.

Solution: Encourage a positive work-life balance among team members. Use flexible work schedules and encourage team members to take time off for rest and rejuvenation when feasible. Assisted during heavy demand to guarantee that the workload was divided fairly.

Tools and Technologies Used in a Real Estate Team

Using the appropriate tools and technologies can greatly improve productivity, client satisfaction, and overall success in the real estate sector. Real estate teams frequently employ the following five vital resources:

Tools and Technologies Used in a Real Estate Team
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1. Customer Relationship Management (CRM) Software 

CRMs software like Zoho, HubSpot, or Salesforce are essential for monitoring leads, managing client interactions, and preserving relationships. To ensure that no lead is missed and to improve the client experience, these technologies assist in keeping track of communication history, scheduling follow-ups, and organizing client information.

2. Platforms for Multiple Listing Services (MLS)

MLS platforms are critical to the real estate industry. They offer a thorough database of real estate listings with in-depth details on every property. This tool is invaluable for finding properties and performing comparative market analysis for both buyers and sellers.

3. Real Estate Transaction Management Software

By electronically managing documents, programs such as DocuSign or Dotloop expedite the transaction process. By enabling the digital completion, signing, and archiving of contracts and other legal documents, these platforms streamline transaction processes and cut down on paperwork.

4. Software for Virtual Tours and 3D Imaging

Real estate agents can make virtual tours of properties with tools like 3DVista. This technology saves time for both agents and clients, especially when presenting properties to distant purchasers or offering a preliminary viewing experience.

5. Tools for Social Media and Marketing Management

In real estate, tools like Mailchimp for email marketing campaigns, Hootsuite for social media account management, and Canva for designing marketing materials are important. They support the development of eye-catching listings, interaction with prospective customers, and a robust online presence for brands.

Case Study

Kelly Williams Realty is a real estate firm established in Austin, Texas, by Gary Keller and Joe Williams. With its inception in the year 1983, the firm is renowned for its distinctive business approach and agent-focused culture. The business had to find a way to expand in a cutthroat industry while still providing a nurturing atmosphere for its representatives.


  • A new strategy for attracting and retaining agents was necessary due to the fierce rivalry in the real estate industry.
  • Ensuring high agent productivity levels while preserving work-life harmony and job happiness.
  • Making adjustments to the real estate industry's ever-changing technological environment.

Action Plan

  • Keller Williams adopted an agent-centric model instead of a standard brokerage. Empowering their agents means providing greater commission splits, in-depth training, and assistance.
  • The business gave training and education a lot of attention. To that end, it founded Keller Williams University, which offers agents of all stripes thorough instruction and chances for professional growth.
  • Keller Williams made significant investments in technology, creating KW Command. This unique operating system integrates CRM, marketing tools, and transaction management to give agents a full business management system.
  • The organization promoted an ethical, team-oriented, and agent-first mindset, forming its distinctive culture's foundation. This strategy fostered a community of support among employees and agents.


  • Keller Williams saw tremendous growth, becoming global and domestic and one of the biggest real estate companies in terms of agents.
  • Higher productivity and agent satisfaction levels were achieved due to the emphasis on agent support and education. Numerous Keller Williams agents have observed a better work-life balance and increased income.
  • Keller Williams' technological investment has established them as a frontrunner in real estate technology, providing their agents with cutting-edge resources to thrive in the digital age.
  • The company's reputation as a top real estate firm has been cemented by the multiple awards it has garnered for its innovative training initiatives, culture, and training programmes.


Keller Williams Realty's real estate team management strategy, which prioritized technology, training, agent support, and strong corporate culture, was quite practical. This case study highlights the value of investing in people and technology in real estate. It shows how putting team members' needs and development first can lead to significant business success.

Frequently Asked Questions

How can a real estate team stay motivated and have a positive attitude?

Recognizing and rewarding accomplishments, offering chances for ongoing learning, and cultivating a happy work atmosphere are important components of maintaining high morale and motivation. Open communication and regular team-building exercises are other ways to increase team spirit. Maintaining a positive work-life balance and providing assistance during times of high demand are also critical to the team's motivation.

How does technology fit into a contemporary real estate team?

For a contemporary real estate team, technology is essential. It improves client service, accuracy, and efficiency. CRM software and other tools facilitate the management of customer connections, while virtual tour software and MLS platforms are necessary for listing and promoting real estate. Technology also helps with communication, transaction management, and market analysis, which increases the team's effectiveness and competitiveness.

How much of a factor is skill set diversity when assembling a real estate team?

Diverse skill sets are essential for a cohesive team. It guarantees that all facets of real estate transactions - from acquiring clients and marketing properties to engaging in negotiations and adhering to legal requirements - are managed with expertise. A diverse team of professionals is better able to handle the intricacies of the real estate industry and offer clients all-inclusive services.


Creating the greatest real estate team requires a calculated strategy combining talent acquisition, strong leadership development, and efficient teamwork. A cohesive team with distinct roles and responsibilities improves output, customer satisfaction, and flexibility in response to market shifts. 

A cohesive and effective team must overcome frequent obstacles like communication gaps, disagreements, and market fluctuations. The team is further empowered by using the appropriate tools and technologies, like virtual tour software, MLS platforms, and CRM.

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