1
Agent
Scan the contract and upload it to Salesforce
Salesforce
⚠️ Contracts are 40+ pages long
15 minutes
2
Admin team
Receive automatic notification
Salesforce
3
Admin team
Download the contract and manually enter data from contract into Salesforce
Salesforce
⚠️ Time consuming
⚠️ Find gaps or issues that need agent correction
1 hour per contract
4
Admin team
Contact agent to remedy gaps or issues found in contract
Front
⚠️ Agent response delays
Can take days for agent response
5
Admin team
Schedule photography with outside firm and coordinate with customer
Photography company scheduling toolEmail coordination
1-7 days
6
Agent
Fill out MLS form and email to admin team
Front
7
Admin team
Take MLS form and manually enter information into MLS
MLS systems
⚠️ Missing information
⚠️ In some states have to enter into two different MLS systems
1 hour or more
8
Admin team
Send draft to review to agent and customer
Front
9
Admin team
Set listing live and review four different MLS sites to confirm data accuracy
MLS systems
Time Analysis — bar widths proportional to duration
Time Analysis — bar widths proportional to duration
Scan the contract and upload it to Salesforce
Receive automatic notification
No estimate provided
Download the contract and manually enter data from contract into Salesforce
1 hour per contract · Bottleneck Contact agent to remedy gaps or issues found in contract
Can take days for agent response · Has pain points Schedule photography with outside firm and coordinate with customer
Fill out MLS form and email to admin team
No estimate provided
Take MLS form and manually enter information into MLS
1 hour or more · Bottleneck Send draft to review to agent and customer
No estimate provided
Set listing live and review four different MLS sites to confirm data accuracy
No estimate provided
◆ Time estimates provided for 5 of 9 steps. Total end-to-end time was not specified by the respondent.
Key Findings
■ Step 1: Contracts are 40+ pages long
Scan the contract and upload it to Salesforce
■ Step 3: Time consuming
Download the contract and manually enter data from contract into Salesforce
■ Step 3: Find gaps or issues that need agent correction
Download the contract and manually enter data from contract into Salesforce
■ Step 4: Agent response delays
Contact agent to remedy gaps or issues found in contract
■ Step 7: Missing information
Take MLS form and manually enter information into MLS
■ Step 7: In some states have to enter into two different MLS systems
Take MLS form and manually enter information into MLS
■ Bottleneck: All the manual data entry
Tool Inventory
Opportunities — ranked by impact
1 Automate manual data entry across Salesforce and MLS systems to reduce 1 hour per contract + 1 hour or more per occurrence
4 pain points tied to manual entry in Steps 3, 7.
2 Implement tracking or automated follow-ups for Step 4
Contact agent to remedy gaps or issues found in contract — currently takes Can take days for agent response. Agent response delays.
3 Streamline Step 1: Scan the contract and upload it to Salesforce (15 minutes)
Contracts are 40+ pages long.
Bottom Line
Key bottleneck: All the manual data entry
6 pain points identified across 9 steps.