Project Management Tools Every Real Estate Agent (Might) Need

Time management, for real estate agents, can be one of the most challenging career aspects. Let’s face it, it’s challenging for everyone, but you have particular needs—and since there are so many moving parts to a real estate transaction and many people involved in each deal, it’s easy to miss a step occasionally.  

We get it, which is why we’re here today—we have some solutions for you. With project management software, Realtors can improve precision, efficiency, and productivity…and claim back that one truly non-renewable resource…TIME.

We’ve pulled together a few great options for project management tools for real estate agents so you can focus on building relationships and closing sales, and stop sweating the small stuff. And project management for real estate doesn’t need to be expensive. Most of these tools have free versions you can try out to see which one you like best.

And these tools are helpful for project management in real estate whether you are working on your own or on a small team OR within a mega team with a full staff of onsite and remote team members.

One recommendation as you read through these, try and pick the ONE solution that fits your needs and resist juggling multiple project management tools because *well* that’s not gonna help your time management. Ok on to our list of project management software for real estate:

Asana – Track Your Real Estate Deals from Start to Finish

There are loads of task management tools that can help boost real estate agent efficiency. One example is Asana. It’s kind of like a to-do list on steroids, and it’s super easy to use. 

When you set up checklists, tasks, and subtasks (you know, the things you need to do in order to do the thing you need to do? Of course you…do ?) you can add due dates and check items off as you complete them. For example, you might create a checklist template that you can use for each new deal, including all the emails to send, documents to gather, appointments to schedule, and people to contact. 

Asana makes it easy to see who is responsible for each task, when it’s due, and how it’s progressing, so you don’t forget anything important. You can connect Asana to other programs like email and your CRM.

Asana makes assigning tasks like ordering office supplies, scheduling inspections, communicating with clients, and marketing your listings a breeze. Team members can delegate tasks to each other, schedule deadlines, and connect with colleagues inside the app, which is available on both desktop and mobile (which means Asana can go where you go.) Monitor progress at-a-glance and see assignments that need more attention or are slowing your systems down.

Best of all, Asana is free. You can pay for premium features, but the no-cost version will be sufficient for most real estate or mortgage teams.

Basecamp – Keep Everyone Involved and on Track

Like Asana, Basecamp is ideal for improving real estate agent productivity. Agents can use it to organize their own responsibilities, but its features shine when teams use it for collaboration.

Together, users can create calendars, set deadlines with reminders, assign responsibilities, and work together on documents. Teamwork is dream work, after all. With Basecamp’s ‘To-Do’ function, you can build checklist templates for each stage of a transaction, ensuring nobody misses a beat. Since you can set permissions within the app, you could even consider inviting clients to participate in their real estate deals. This might facilitate paperwork completion and make them feel more in the loop. Added bonus, right?

Compared to Asana, you might find the learning curve a little steeper, but the available features are worthwhile if they help improve time management in your real estate activities.

Notion – Capture thoughts, manage projects, or even run an entire company

Notion is a powerful tool that can help real estate agents manage their time and stay organized. Here are a few ways that Notion can be used to help real estate agents:

1. Capture thoughts: Notion can be used as a digital notebook to capture thoughts and ideas. Real estate agents can use Notion to jot down notes about properties, clients, or any other relevant information they need to remember.
2. Manage projects: Notion’s customizable workspace allows real estate agents to create project management templates that fit their specific needs. Agents can create project boards, timelines, and to-do lists to keep track of all the tasks involved in a sale.
3. Run their business: Notion can be used to create databases that store information about properties, clients, and vendors. This allows real estate agents to easily access and manage all their business information in one place.
4. Time management: Notion can help real estate agents manage their time by providing a central location to store important information, deadlines, and tasks. Notion’s calendar feature can also be used to schedule appointments and meetings, which can help agents stay on top of their busy schedules.

Overall, Notion is a flexible tool that can be customized to be the perfect project management software for real estate and fit their unique needs. Its user-friendly interface and powerful features make it a valuable asset for managing a real estate business.

Trello: Create Virtual Bulletin Boards to Stay Organized

If you’ve explored the other tools and found that project management for real estate was still overly “techy” (aka complicated), you may gravitate toward Trello’s sticky note based interface and visual progress board.

Create virtual bulletin boards for pending, active, and completed deals, marketing activities, and other routine tasks. Then, add cards containing various information such as telephone scripts, social media calendars, and deal-specific lists. As you complete items, you can check them off, move them from one board to another, and keep others informed. Trello will notify team members who are subscribed to a board when tasks are due or completed.

You can organize your boards and cards any way you like, but here are some templates to help you use Trello in your real estate business. With loads of browser extensions to choose from, Trello integrates well with Google products, Zapier, Clockify, and many other services.

Monday.com – Keep Everyone Involved and on Track

Monday.com is a more comprehensive platform compared to the other “pure” project management software options for real estate agents. Monday.com goes so far to brand itself as a “work OS,” enabling real estate agents to manage everything from client relations (there’s a CRM built in) to project timelines, and even workflow automation.

Its extensive project management tools include timelines, and gantt charts make it the best project management software for real estate development where managing tight timelines can be the difference between a project’s success and failure.

Monday.com has a few pre-built products that set it apart like a virtual whiteboard, ‘monday work management’ or ‘monday sales CRM’, as well as customizable dashboards. Monday.com has a free tier and offers a 14-day free trial of their Pro plan.

…But Wait, There’s More

These honorable mentions are also worth considering especially if you’ve already ruled out the suggestions above.

ClickUp: ClickUp is a highly customizable project management tool offering task tracking, development milestones, and collaboration features, with integrations for calendars and CRMs. It supports workflows, automations, and real-time updates, making it ideal for businesses needing detailed task management.

Basecamp: Basecamp is a simple, user-friendly tool designed for team collaboration, document sharing, and project tracking, with a focus on communication and organization. While effective for file management and team coordination, it may lack advanced task management features.

Shaker.io: Shaker.io is a project management platform tailored specifically for real estate, offering Kanban boards for transaction workflows, automated emails, and client-facing portals. It integrates with tools like DocuSign, allowing real estate agents to manage deals with less stress and more automation.

Nekst: Nekst is a real estate-specific task management tool designed for repeatable workflows, AI contract processing, and seamless client communication. Built by a Realtor, it focuses on simplifying the transaction process with dynamic checklists and client portals.

Tie Everything Together with Zapier

This wouldn’t be much of a list if we just offered up these project management tools for you to choose from, and sent you on your merry way, now would it? Zapier is what can take your real estate project management software and give it super powers.

Just to set some context…how many tasks do you do that could be done by someone else? What if you could set those tasks to run automatically? You can, with Zapier, a powerful tool that connects the apps you use regularly. Save time by moving information between your favorite services and automating repetitive or tedious tasks.  

With Zaps, you tell Zapier what to do (ACTION) and when to do it (TRIGGER). For example, create Zaps to add leads to your CRM each time you receive an email from a potential new client, send recent WordPress blog posts to your social platforms, save your email attachments to Google Drive, or send out thank you notes from Handwrytten when your deals close.

Easily create your own Zaps or use templates to connect with various services. Zapier integrates with over 5000 real estate-specific and general-purpose programs to help you become more efficient and productive in your real estate business.

Curb Hero App: Project Management Begins with Lead Generation

You can have all the best project management tools in place, but you won’t have anything to manage if you don’t have leads. 

With Curb Hero, get rid of the paper and ensure you never miss a lead because you can’t read someone’s handwriting, or you misplace a page from a sign-in sheet at an open house. Our customizable, digital sign-in app is proven to save time and collect better quality lead info. A touchless sign-in option via QR Code is also available for hygiene-conscious agents and clients. Manage open houses entirely from your phone and never lose a piece of paper again! 

Curb Hero has direct integrations to the top real estate CRMs and there’s also a Zapier integration that opens up the integration possibilities even further!

It’s Time to Reclaim Your Time

As a real estate agent, time management tools can make the difference between constantly running around and being able to kick up your feet with a glass of wine at the end of the day. With services like these, we hope you’ll be able to be more efficient, more productive, and less stressed!