Delegation
Task Delegation Guide
Who owns each task, by area of the business.
18 of 64 tasks actually need you. The rest can be handed over — and most agents are still doing them.
Agent and assistant
Both printable
Saves your place
Skip to main content
Sixty-four tasks go into running a real estate business. 18 of them genuinely need you — your licence, your judgement or your face in the room. The other 46 do not, and most agents are still doing them.
Hand over an area, not a task list.
Delegating forty-six things at once fails. Delegating everything in one column — all of showings, or all of listings — works, because the person taking it over owns an outcome rather than a set of errands.
Who owns what
Tell it who you already have and the list re-sorts. The numbers are the argument: they change a great deal for the assistant and barely at all for you.
You own64
Assistant—
Coordinator—
- Qualify new leads and set follow-up strategy You
- Meet with sellers and buyers to build trust You
- Handle objections and pricing conversations You
- Screen and pre-qualify serious buyers before showings You
- Log and update contacts in the CRM You
- Send routine follow-up emails and reminders You
- Screen and route incoming inquiries You
- Verify buyer pre-approval letters with the lender if applicable You
- Request and track client referrals You
- Host and personally attend client appreciation events if applicable You
- Deliver weekly pricing and marketing updates to sellers You
- Coordinate logistics for client appreciation events if applicable You
- Send recurring database follow-up touches (birthdays, home anniversaries) You
- Send holiday and milestone cards to past clients You
- Schedule recurring check-in calls with active clients You
- Send post-closing thank-you note and review request You
- Deliver listing presentation and set price You
- Decide staging strategy with the seller You
- Walk the property to note upgrades and issues You
- Order photography, video, and floor plans You
- Draft listing description and enter into MLS You
- Order yard sign and lockbox install if applicable You
- Compile and organize disclosure documents You
- Pull comparable sold listings and market data for the CMA You
- Verify HOA documents, bylaws, and annual fees if applicable You
- Research average utility costs for buyer questions You
- Measure the property and record room dimensions You
- Order a seller's home warranty if applicable You
- Approve final marketing materials and messaging You
- Design flyers and listing brochures You
- Schedule social media posts You
- Manage paid ad campaigns if applicable You
- Update agent website and listing feeds You
- Design and send "just listed" and "just sold" postcards You
- Write and schedule email newsletter campaigns You
- Maintain and post to the agent's blog if applicable You
- Conduct private showings for serious buyers You
- Schedule showings and send confirmations You
- Host open house and collect sign-ins if applicable You
- Send showing feedback requests to agents You
- Compile and share showing feedback with the seller You
- Prepare showing packets and property flyers for tours You
- Negotiate offers and contract terms You
- Advise client on offer strategy You
- Negotiate repair requests after inspection You
- Track deadlines and contingencies You
- Submit contract paperwork to the broker You
- Coordinate inspection and appraisal scheduling You
- Follow up on loan and financing conditions if applicable You
- Request and deposit the earnest money check You
- Draft escrow instructions if applicable You
- Confirm licensed contractors for agreed repairs if applicable You
- Attend closing and final walkthrough You
- Confirm closing date and time with all parties You
- Follow up with the closing attorney or title company on documents You
- Resolve minor title issues before closing if applicable You
- Review closing figures for accuracy You
- Order and send closing gift if applicable You
- Request review and archive client file You
- Develop and refine personal brand and value proposition You
- Build and maintain a professional network (lenders, inspectors, contractors) You
- Complete continuing education and license renewal requirements You
- Maintain the vendor and professional contact list You
- Research local market trends and pricing reports You
Your settings stay in this browser. Nothing is sent to us, and there is nothing to sign in to.
What a transaction coordinator changes
These tasks move off the assistant's plate and onto the transaction coordinator, freeing up time for client-facing work. There are 9 of them, and they are the deadline-driven ones — contingencies, broker paperwork, inspection and appraisal scheduling, loan conditions, earnest money, escrow instructions, closing dates, title follow-up.
Notice what this does not change: the 18 tasks that are yours stay yours. A coordinator does not make you less busy directly. It makes your assistant able to do the client-facing work you actually hired them for.
Before you hand anything over
- Write down what finished looks like. Not the steps — the outcome, and how you will know it happened. Most delegation failures are specification failures.
- Give it away completely or not at all. A task you check on daily is a task you still own, plus an extra conversation.
- Start with the area you like least. You will be the quickest to stop interfering with it, which is what makes the handover stick.
- Keep the first conversation and the last one. Qualifying a lead and sitting at the closing table are on your list for a reason.
Next step
Know what to hand over and have nobody to hand it to?
That is the part we do. Request a call and our team will call you within 24 hours. It’s free, with no obligation.