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Real estate web agency

Real estate web agency: 5 hours saved every week, 100% of the know-how in one business tool

Alfa Concept is a web agency based in Montpellier since 2005: websites, SEO and advertising campaigns, mainly for real estate professionals. Its partners brought me in to structure their marketing business in Notion, to give tools to know-how that until then had rested on each person’s experience.

1 · Context

Alfa Concept builds websites and runs SEO and Google Ads campaigns for real estate professionals: agencies, vacation rentals, property inspections. The agency has more than 300 web clients and around sixty marketing clients.

For fifteen years, three people carried the business, before work-study students joined. The know-how was real, but it rested on each person’s experience rather than on a structured process, and the team’s growth made it necessary to pass it on.

2 · Challenge

The brief at a glance

  • Turn know-how into process
  • Generate the tasks of every project
  • Give every client a portal
  • Systematize monthly reporting
  • Make delegation easier

Tracking the marketing business relied on a patchwork of tools: a CRM with no dedicated client space, tasks and a Google Calendar synchronized through makeshift automations, and Loom and Ahrefs for reports. Notion had only just been adopted.

Three difficulties followed: tracking all projects, producing regular client reporting, and delegating production to newcomers.

3 · Roadmap

  1. 1

    The business process, modeled

    From the video pre-audit to the proposal, the signature, SEO production and the monthly report: every step documented and supported by the system.

  2. 2

    Database architecture

    Clients, contacts, projects, general tasks and SEO content tasks, sales proposals, client references and business processes, all linked together.

  3. 3

    Project and task templates

    Every project starts with its client portal and its tasks, each with its brief, subtasks and tracking of planned and actual time.

  4. 4

    Monthly reporting

    Reports produced every month and sent to clients on a fixed date.

  5. 5

    Onboarding

    Nine onboarding videos, so the team can make the system its own and evolve it.

4 · The transformation

Before

  • Know-how carried by each person’s experience, with no structured process.
  • Tools stitched together by makeshift automations.
  • Project tracking and client reporting that were hard to keep up.
  • Delegation held back by the lack of a framework.

After

  • 5 hours saved every week.
  • 100% of the agency’s know-how turned into process in one business tool.
  • Tasks generated for every new project, with their brief and time tracking.
  • A portal for every client, and structured monthly reporting.

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