22% more viewings handled, without adding headcount

With a lean team and no admin support, the branch's negotiators were losing two to three hours a day to viewing coordination. Booking slots, sending confirmations, chasing applicant feedback, and updating vendors was all done manually, leaving less time for the work that actually generates revenue.

Agent Deployments

an independent estate agency

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Snapshot

An independent residential estate agency with a team of six was managing around 30 active listings at any one time. With no dedicated admin support, two senior negotiators were splitting their time between valuations, offers, and the daily grind of booking viewings, chasing feedback, and keeping vendors informed. The administrative load was directly limiting the number of new instructions the branch could take on.

Challenge

What we were asked to solve

Solution

How we approached it

We deployed an AI coordination agent that manages the full viewing cycle: confirming applicant availability, scheduling against agent diaries, sending automated reminders and access instructions, and following up for feedback within two hours of each appointment. A weekly summary is sent directly to vendors, removing one of the most time-consuming parts of client communication.

Negotiator time on viewing admin fell by 70%. Vendor feedback turnaround improved from 48 hours to the same day. In the quarter following go-live, the branch handled 22% more viewings than the same period the previous year, with no change in team size and no additional hire.

Results

The numbers

70%less admin per negotiator

Same-dayvendor feedback turnaround

22%more viewings handled

Why this one worked

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What happened next

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