Ultimate Delegation List

As a CRE broker, your ability to scale, earn more, and work fewer hours depends on how effectively you delegate. Use this checklist to see what you can start delegating today, whether you lease, sell, or both.

Eight Areas You Can Hand Off Today

Open any area below to see the exact tasks to delegate, why they matter, and a tip for getting started.

CRM and Data
Prospecting
Marketing
Transactions
Reporting
Market Research
Systems
CRE Sales
1. CRM and Data Management
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Delegate These Tasks:

  • Inputting and updating leads, listings, current tenants, and lease data.
  • Moving deals through stages (for example: prospect, LOI negotiation, lease signed).
  • Organizing landlord and tenant contact info into ClickUp or your CRM.
  • Linking and organizing pertinent documents.
  • Ensuring timely follow-up on deals by tracking communication history.
Why it matters: Without clean data, follow-ups fall through the cracks. Delegating this keeps your CRM actionable so you’re never guessing who to call next.
Coaching Tip: To keep everything up to date and to hold your assistant accountable, have them send you CRM updates at the end of each day.
2. Prospecting Support
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Delegate These Tasks:

  • Scraping ownership and tenant data from CoStar, county records, or ReSquared.
  • Finding contact info using tools like Reonomy, RocketReach, or Apollo.io.
  • Researching and segmenting prospects by size, industry, or leasing cycle.
  • Preparing custom prospecting lists weekly.
Why it matters: More conversations mean more deals. Your assistant turns hours of research into a 10-minute daily calling list.
Coaching Tip: Create clear criteria for your assistant. For example: "Find all restaurant tenants in Midtown that are larger than 1,500 square feet."
3. Marketing Execution
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Delegate These Tasks:

  • Posting listings to LoopNet, Crexi, and social media.
  • Designing flyers, tour books, and offering memorandums in Canva.
  • Setting up email campaigns in Mailchimp or Constant Contact.
  • Creating social media posts from your deal updates, interesting stories, or thought leadership.
Why it matters: You stay top-of-mind while your assistant handles the behind-the-scenes work.
Coaching Tip: Build a “marketing bank” of content (for example: past deal wins, testimonials, and broker tips) for your assistant to draw from weekly.
4. Transaction Coordination
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Delegate These Tasks:

  • Scheduling property tours and confirming times with tenants and property managers.
  • Drafting proposals, listing agreements, and leases.
  • Tracking key dates: closing dates, renewal options, and commencement dates.
  • Coordinating signatures via DocuSign or PandaDoc.
Why it matters: You look sharp and professional when everything runs smoothly. No more missed deadlines or forgotten tours.
Coaching Tip: Use a ClickUp board for deal pipeline tracking. Your assistant can update deal stages, upload docs, and flag issues.
5. Reporting and Landlord Updates
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Delegate These Tasks:

  • Generating weekly leasing activity reports.
  • Logging calls and activity per property.
  • Summarizing feedback from prospects.
  • Creating KPI dashboards (calls made, tours done, LOIs sent).
Why it matters: Your clients value communication. An assistant helps you look more active and organized without spending hours reporting.
Coaching Tip: Standardize your report format. Your assistant updates it by end of day Thursday so you can review or send it by Friday.
6. Market and Property Research
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Delegate These Tasks:

  • Tracking competitor rents, availabilities, and signed deals.
  • Summarizing market reports and creating custom market reports in CoStar.
  • Researching new development pipelines or zoning changes.
  • Summarizing relevant local news that affects your landlords or tenants.
Why it matters: Being the most informed broker in the room gives you the edge in negotiations.
Coaching Tip: Have your assistant send a “Monday Morning Market Intel” email so you start each week with insights that impress clients.
7. Systems and Templates
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Delegate These Tasks:

  • Creating SOPs to document every recurring process.
  • Organizing your cloud drive, CRM, and ClickUp workspace.
  • Creating auto-responder sequences for lead nurturing.
Why it matters: Well-oiled systems create consistency and scalability, two key ingredients for exponential growth.
Coaching Tip: Start with one SOP per week. Ask your assistant to record a Loom of each process they handle so you can train future team members.
8. CRE Sales
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Delegate These Tasks:

  • Listing prep: rent rolls, T-12s, comps, and OM and BOV drafts.
  • Building buyer lists and tracking outreach.
  • Running the call for offers and logging every offer.
  • Setting up and maintaining the data room.
  • Tracking due diligence and 1031 exchange deadlines.
  • Seller prospecting: owner research and loan-maturity lists.
  • Posting listings to Crexi and LoopNet.
Why it matters: Sales deals are won or lost on speed and follow-up. Your assistant keeps listings, buyers, and deadlines moving so you stay on the phone with sellers and buyers.
Coaching Tip: Give your assistant a standard listing launch checklist so every new listing starts the same way, from comps to the data room.

Ready to Put This Into Action?

We are here to discuss how we can help you scale today. See how targeted delegation can free you up to focus on what matters most: closing deals.

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