Close Menu
    Real Estate

    The step-by-step guide to getting small teams digitally ready

    homegoal.caBy No Comments5 Mins Read


    The shift to digital is reshaping Canadian real estate at every level. Gone are the days when big brokerages were the only ones investing in online tools and advanced technologies. Today, even small firms are utilizing technological resources to stay ahead of the curve.

    Enter proptech, short for property technology used for real estate operations. Whether you’re an agent, landlord or property manager, you can leverage online tools and platforms to improve your operations and serve your clients better. 

    Its worldwide market is projected to grow from $25.15 billion in 2021 to $94.20 billion by 2030. This growth is driven by advanced technologies, such as the Internet of Things, artificial intelligence, machine learning and extended reality.

    Here’s how you can use proptech and get your team digitally ready in 2025:

     

    Assess your digital needs

     

    Before investing in any tech, take a step back and see where you are now. 

     

    • Start with a quick tech audit. What tools are you already using? What’s working and what’s still slowing your team down?

     

    • Figure out needs vs. wants. Most small teams benefit from a solid CRM, secure file storage and reliable communication tools. Skip the extras if they don’t solve a real problem.

     

    • Ask key questions before buying. What’s your budget? Who will manage setup and training? Does it meet Canadian compliance standards? 

     

    Canada’s proptech scene has come a long way. Tools from companies like Nobul, Padder and The Metaverse Group are designed with Canadian rules and workflows in mind. These give them an edge over one-size-fits-all global platforms.

     

    Build a solid foundation

     

    Your core tools are the backbone of your real estate operations. Start with the essentials:

    • Reliable CRM system: It’s the core of your digital setup. Canadian-friendly options like IXACT Contact and Followup Boss come with features built for how we do business here.

    • Cloud document storage: Store your files in the cloud with tools like OneDrive, Google Workspace or Dropbox Business. They keep your documents secure and easy to access from anywhere.

    • Business communication tools: For team chats and updates, try Slack or Microsoft Teams. They help reduce email clutter and keep everyone on the same page.

    Scale with affordable upgrades

     

    Once you’ve established your foundation, you can make the following upgrades to scale your real estate operations:

     

    • Virtual open house platforms: Tools like iGUIDE and Matterport offer Canadian pricing models. These resources have become increasingly affordable for small teams. 

    • Scheduling integrations: Look for options that integrate with your existing CRM and online calendar. Platforms like Calendly or Acuity can eliminate the back-and-forth of appointment setting.

    • Automated marketing tools: To stay in touch with clients, try automated tools like BombBomb for video emails or ManyChat for quick follow-ups.

    Train your small team

     

    Even the best technology fails without proper adoption. Here’s how to ensure your team embraces new tools:

     

    • Start with one tool at a time. Then, let the team get the hang of it before moving on to the next. It also helps to have someone tech-savvy on your team who can guide others as well.

    • Make quick how-to guides. Create super simple guides or short videos based on how your team works. These are great for new hires or when someone needs a quick reminder on how to perform a task.

    • Discuss the real benefits. For example, don’t just highlight that a CRM can send automated emails. Emphasize how it ensures no lead goes without a response, even on busy days.

     

    Ensure full compliance 

     

    Using digital tools means handling client data responsibly. Canadian privacy laws, such as PIPEDA and provincial rules, differ from those in the U.S. So, when selecting tech, consider options that store data in Canada or adhere to local regulations. 

    To ensure data security and privacy, implement the following measures:

     

    • Password protection: Use a password manager.

    • 2FA requirement: Turn on two-factor authentication (2FA).

    • Data encryption: Encrypt sensitive and/or confidential information before sending.

    • Data handling guidelines: Set rules for how long you keep data and when to delete it.

     

    To stay on top of your compliance, check updates from your real estate board, Canadian Real Estate Association (CREA) or the Office of the Privacy Commissioner.

     

    Set a realistic budget

     

    You don’t need a huge budget to go digital. However, having a clear one helps you grow without stretching your resources. Think of it like any wise investment: plan ahead, spend wisely, and track the returns.

    For a team with three to five agents, here’s a rough idea of what to expect:

     

     

    To optimize your budget, look for annual billing discounts, team bundles and flexible pricing.

     

     

    Final thoughts

     

    As a small team, you don’t need a large budget or expensive tech to optimize your operations. With the right tools and technologies, you can enhance processes and prioritize what matters most–delivering client-centric service. 

    In reality, your size is your edge or advantage: you can pivot faster, and align systems to your needs. Consider the valuable tips above for leveraging proptech for your real estate functions. With all these, you can empower your small team and become digitally ready in 2025—and beyond.