Ultimate Delegation List

As a CRE Broker, your ability to scale, earn more, and work fewer hours depends entirely on how effectively you delegate. Use this checklist to see what you can start delegating today.

CRE Broker Delegation Checklist
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1. CRM and Data Management
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Delegate These Tasks:

  • Inputting and updating leads, listings, good tenants, and lease data.
  • Moving deals through stages (e.g., we have prospects, 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 VA accountable, it is recommended to have your VA provide you with CRM updates at the end of each day.
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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 = more deals. Your VA turns hours of research into a 10-minute daily calling list.
Coaching Tip: Create clear criteria for your VA. For example: "Find all restaurant tenants in Midtown that are larger than 1,500 square feet."
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3. Marketing Execution
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Delegate These Tasks:

  • Posting listings to LoopNet, CREXI, social media.
  • Designing flyers, tour books, and offering memorandums in Canva.
  • Setting up email campaigns in Mailchimp, 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 VA handles the behind-the-scenes grunt work.
Coaching Tip: Build a “marketing bank” of content (e.g., past deal wins, testimonials, broker tips) for your VA to draw from weekly.
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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 , 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 VA can update deal stages, upload docs, and flag issues.
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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 communication. VAs help you look more active and organized without spending hours reporting.
Coaching Tip: Standardize your report format. Your VA updates it by EOD Thursday so you can review or send by Friday.
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6. Market and Property Research
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Delegate These Tasks:

  • Tracking competitor rents, availabilities, and signed deals.
  • Summarize market reports and create custom market reports in co-star.
  • 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 VA send a “Monday Morning Market Intel” email so you start each week with insights that impress clients.
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7. Systems and Templates
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Delegate These Tasks:

  • Creating SOPs to document on a 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 VA to record a Loom of each process they handle so you can train future team members.

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