5 Reasons you need a Commercial Real Estate CRM

You may be realizing you’ve missed several outreach opportunities. Or you have so many tenant prospects in your rolodex that a few of them haven't heard from you in weeks (or even months). Even worse, you find you’re spending more time on looking for prospect and client information instead of actually using that information. 

Whether you manage properties across town or across the country, using a customer relationship management system (CRM) can help you keep track of all of your data and tie that to tasks and events so you can make the most of the contacts you have. And if you are reading this article, then you may already think a CRM is the right tool for you and your team. 

There are numerous reasons implementing a CRM is a good idea, but we’re outlining 5 common reasons we hear our customers leverage a CRM platform. 

1. See all of your team’s activities in one place.

One of the biggest challenges for any team is keeping track of everything happening, both for yourself and the group. Luckily, a CRM can help you do just this. In fact, you’ll hear many sales and leasing teams say “if it’s not in the CRM, it didn’t happen.” This is because for both individuals and the team, they want to ensure anyone can look at every interaction going on in the organization.

CRM Activity

This helps ensure there's no overlap between team members, and helps everyone stay accountable for the things they said they’ll do. In the case of a brokerage or leasing team, this can mean staying on top of a prospect to push them over the line into signing a lease, or making sure two team members aren't reaching out to the same retailer about similar spaces. 

As a bonus, Retailsphere’s CRM is specifically built for CRE—which means the tools are all CRE specific and the activities being tracked are ready for your team to use right out of the box. 

2. Better manage your deal flow with more visibility.

While many people first think of a CRM as a contact management tool, it is really intended to help nurture the relationship between your business and the client. This means you can manage the stages of your deal flow and take specific contacts through the process more effectively.

CRM Kaban View

With Retailsphere, the stages of the CRE deal flow are already built into a highly visual kanban board, allowing you to not only track your progress, but also see where every deal is at a glance. The platform also lets you connect your prospective retailers to specific sites, take notes, and track your commission if the deal closes (don’t worry, only you can see that information.) With all of your deals and information in one place, you can also start to better forecast which deals are soon to close, helping you and your team plan ahead for all spaces and prospects. 

3. See where your day or week is heading with task and calendar management.

Most CRMs let you integrate your Google or Outlook calendar, and link tasks to things like events or actions you need to take like emailing or calling a prospect. And by putting these things within your CRM, you now get a look at the items you need to accomplish each day and a look ahead at what you need to do in the coming days.

Plus, you're not wasting time planning each day when you look at your calendar in the morning. Everything is already set up, letting you hit the ground running with outreach, follow-ups, and ultimately more opportunities to close deals. 

If you use Retailsphere’s CRE specific CRM, we also let you link events and tasks to specific prospects, sites, or team members. This helps you and your team maximize the chances that a prospect isn’t forgotten and your spaces get filled faster. 

4. Advanced reporting helps you better manage your prospects, tenants, and sites.

Aren’t you tired of proving your worth to your boss and to your clients? With reporting, you can easily show the things you’ve done to try to fill vacancies, to retain current tenants, and to help your team stay organized. Once you export these types of reports, you may use it to help your team become more effective, or share it with a landlord so they can see your brokerage is more than on top of their specific space and retailer needs.

And because Retailsphere’s CRM is built for CRE, we also let you pull reports on specific prospects or spaces, giving you and your team more granular information on the types of activities that matter most to your business, right out of the box. 

5. Connect your prospects with specific sites and deals.

Ideally, you want to keep a clear record of all of your spaces - both filled and vacant - and continue to manage those relationships from outreach, to lease, to tenancy. This is even better if you can link your spaces to tenant profiles and track market trends to stay ahead of growth or closures of brands. 

While most CRMs do enable you to track the market over time, the information and data displayed is typically only what YOU are adding to the system. Retailsphere’s CRM is linked to our database, fueled by researchers who keep the information up-to-date, stay on top of trends, and are constantly fact checked. As a result, you'll never have to edit or filter out extraneous information because everything is custom built for CRE landlords and brokers. 


CRMs exist to help you manage your relationships with both clients and potential tenants. They exist to help you manage daily, weekly and monthly tasks and events, and ensure that nothing is slipping through the cracks. 

Retailsphere’s CRM was built to make your CRE work more strategic, more impactful, and easier. If you’d like to see exactly how the platform functions for your specific needs, schedule your free demo today.

October 5, 2021
Barton Strawn

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