Real Estate Agency Operations Manual

This is a customizable template on Notion that includes a comprehensive framework specifically designed for real estate agencies, with 60+ pre-built SOPs and sections that you can tailor to match your unique operations.

BONUS: On purchase, you will also receive access to the Template-to-Tailored Roadmap that we built that guides you and breaks down the tailoring process into manageable pieces.

✨ Ideal for real estate agency owners who want to keep a clean, organized, and easy-to-navigate single source of knowledge for their business and team.

✨ Your Operations Manual is a one-stop-shop of operation essentials for your business. It includes your business systems, processes, SOPs, checklists, templates, best practices... It tells your employees: "This is how we do things here".

Think of it as your "business playbook".

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TL;DR

✔️ Inspired by The E-myth: Read "The E-myth" but struggling to create an operations manual for your real estate business? You feel all your systems are in your head but don't know how to extract and/or neatly organize them in a single place? We created this template so you don't have to create your manual from scratch.

✔️ Ready-Made Template: 60+ sections fully pre-packed with best practices in operating a successful real estate business.

✔️ Fully Customizable: Tailor any part of the Manual to fit your business needs.

✔️ Evergreen: An evergreen, living resource that you can update and expand as your business grows.

✔️ Easy-to-use & Aesthetically Designed: Easy to use, and eye-pleasing by default with no cramped look.

✔️ Digital & Free: Hosted on Notion, a platform that’s free forever. Share your manual digitally with your team anytime, anywhere.

✔️ Edit with AI: Create new procedures for your business in seconds with Notion AI Assist.

✔️ Powered by Notion: This Manual is built on Notion. Unlike traditional PDFs or Word documents, this Manual is interactive, searchable, and always up-to-date thanks to Notion’s real-time editing and collaboration features. If you’re unfamiliar with Notion >> https://www.youtube.com/watch?v=oTahLEX3NXo.

✔️ Quick Start: On purchase of this Manual, you will receive an URL link to access and copy the template to your Notion workspace. You will also receive access to our Notion Basics Video Library that we curated for our customers and clients, which includes Notion Basics Tutorials, our FAQ Videos, and Product Demos. 

✔️ Template-to-Tailored Roadmap: To help you with the tailoring process, you will also receive a detailed roadmap that walks you through each step of adapting the manual to your business, ensuring it aligns perfectly with your operations.

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Why do you need to build systems in your business?

1. Systems create consistency. When we don't have systems to work with, we (and our team) tend to do things differently every single time which gets us inconsistent results and an inconsistent experience for your customers.
   
   
2. Systems make it easier to delegate to other people. Written systems make it clear what is the way in which you want things to be done.
   
   
3. Having written systems reduces training and onboarding time of new hires, removes guesswork in day-to-day operations for your team, and allows your team to find the information they need faster.
   
   
4. Having solid systems in your business allows you to scale, franchise, or sell your business with ease. (You get top dollar when selling your business because systems-run businesses are always worth more. This is because systems-run businesses function without key person dependency.)

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What's inside?

Section 1: Introduction

This section briefly introduces the purpose of the manual, what information is included, how it is used, and what you and your employees can expect from using it.

Section 2: Our History

Knowing the history of the business can provide your employees with a sense of ownership and pride which is likely to result in their commitment to the business’ success. You insert your business' history here, if you'd like to.

Section 3: Our Culture & Values

At the heart of most successful businesses is a clear set of values and a strong company culture. Values give people guiding principles to make their own choices when things are not explicitly described in the systems. You'll see recommended values in this section and can adopt or customize them to suit your business’ culture.

Section 4: Organization Chart

Successful businesses are organized around positions, not around personalities and dependency on each employee’s personal strengths and knowledge. You'll have a template and example organization chart in this section and can customize it to reflect the hierarchical structure of your business.

Section 5: Job Descriptions

Having clear job descriptions is essential for everyone to understand the roles and responsibilities that come with their title. If everyone knows what they are accountable for, it leads to a more organized workflow. You'll have a template and examples in this section and can adopt or customize them to suit your business.

Section 6: SOPs Hub ⭐

The heart and backbone of your operations lie in this section. Think of it as your ultimate organizational hub where every crucial detail, process, system, and instruction is documented. It's here that you lay down the blueprint for how things run in your business.

Once you've poured your expertise and knowledge into this section, you can confidently step back knowing that your team has a robust, go-to resource. New hires? They'll be trained seamlessly. Existing team members? They'll always know the right step to take. This is your playbook for clarity, consistency, and efficiency.

Without a comprehensive and well-organized section like this, businesses risk the chaos of inconsistency, with everyone marching to the beat of their own drum. But by dedicating time and effort here, you ensure a harmonious, unified approach to serving your customers and growing your business.

You’ll find 50+ templates and examples in this section (with Employee Relations, Customer Relations, and Administrative Processes subsections) which you can adopt or customize to suit your business.

Section 7: Checklists, Forms, Templates & More

This section is where your employees can locate the business’ spec sheets, checklists, forms, how-to guides, and other job aids. You'll see tons of examples in this section that you can adopt or customize to your business needs.

Section 8: Owner-Only Section

In this section, you'll find the systems and processes that shouldn’t necessarily be accessible to your employees. These are the information that only you should know, and data you will track, as an Owner/General Manager of your company.

Section 9: Training & Resources

This section is where you keep your video trainings (remember those recordings we create on Loom for our team? :)), tutorials, and other resources for your employees.

Section 10: Glossary

Any key terms and acronyms that are commonly used in your business can be added to this section. By maintaining a comprehensive and up-to-date Glossary section, you will ensure that everyone in your team is on the same page and able to communicate effectively. 

Section 11: Directory

Having a comprehensive list of important contacts is essential for your business to run smoothly, especially if the management is unavailable. This helps your employees handle any situation that may come up and ensures that the business keeps running without any hiccups.

Section 12: Emergency Procedures

You don't need emergency procedures every day, but you know when you need them you better have them ready and easily accessible! You'll have a comprehensive list of standard emergency procedures in this section.

Section 13: Brag Book/Wall of Love

This is a place where you can showcase the love your clients send you in the form of testimonials, Google reviews, messages, emails… You can also display here the milestones you/r team has achieved. Feel free to add videos, text, images, screenshots of comments from social media, etc. here.

Section 14: New Hire Onboarding Quiz

When you hire a new team member and ask them to read this Manual, you can test their knowledge with a short quiz to make sure that they have read it carefully and captured the important details. You'll have an example quiz in this section that you can modify the questions as you’d like.

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Why do we use Notion to build the Manual?

1. Notion combines documents, databases, checklists, templates, and collaboration tools into a single workspace. Instead of juggling multiple apps like Google Docs, Google Drive, and spreadsheets, everything you need is in one place—organized, structured, and easily accessible.
   
   
2. Traditional PDFs and Word documents quickly become outdated. With Notion, your manual is a living document that can be edited, expanded, and updated in real-time.
   
   
3. Notion’s powerful search function, linked databases, and categorized sections make it effortless to find the right SOP, checklist, or workflow in just a few clicks.
   
   
4. Notion allows you and your team to access your Manual from any device. No need to email files or download bulky PDFs — just open Notion and everything is at your fingertips.
   
   
5. Notion is built to grow with your business. Whether you’re a solo consultant or a large firm, this system adapts to your needs, helping you standardize operations, onboard new hires faster, and prepare for expansion.

✅ Perfect for:

• Solo real estate agents ready to build scalable systems.
  
  
• Growing real estate agencies that need clear documentation.
  
  
• Agency owners looking to step away from day-to-day admin operations.
  
  
• Anyone tired of reinventing the wheel with every new hire or client.
  
  

❌ This isn't for you if:

• You're looking for a copy-paste solution with no customization needed.
  
  
• You're not willing to invest time in tailoring systems to your business.
  
  
• You prefer to wing it rather than follow documented processes.

Need a custom-made Operations Manual?

If you'd like a custom Operations Manual developed for your business by a seasoned Business Operations Management Consultant, please refer to our Custom Operations Manual Development service offering.