estate agents

IT support tips for estate agents

Estate agents increasingly rely on IT systems for everything from property listings and client communication to document storage and digital marketing – think Rightmove, chasing clients on exchanging and managing newsletter campaigns. 

Because of this, when IT systems falter, the repercussions can be immediate and severe, hindering productivity and affecting client satisfaction.  Before delving into our tips below, it’s crucial to understand the significance of a sturdy IT infrastructure. Real estate is a time-sensitive business. Every second counts, whether it’s responding to client queries, updating property listings or processing transactions. A reliable IT system streamlines these activities and offers a competitive edge.

1. Choose the Right Software

The software is the linchpin that holds all your operations together. Make sure you opt for a comprehensive Customer Relationship Management (CRM) system tailored for estate agents. Such software should include features like property management, client databases, scheduling, and easy-to-use search functions. Do your due diligence before committing to any platform, and take advantage of free trials to assess their capabilities.

2. Regular Data Backup

Data is the lifeblood of any estate agency. From client records to property listings, losing this data could spell disaster. Implement a robust backup system that is both automated and secure. Ensure backups are stored in multiple locations, both onsite and in the cloud, to safeguard against accidental deletions, hardware failures, or cyberattacks.

3. Use Secure and Reliable Communication Tools

Estate agents often find themselves on the move, showing properties or meeting clients. Reliable communication tools are therefore essential. Opt for secure and dependable communication channels that are accessible from various devices. Encrypted messaging apps and virtual private networks (VPNs) are a good start.

4. Keep Software and Systems Updated

Obsolete software is a breeding ground for vulnerabilities. Always ensure your software, including your CRM, security applications, and operating systems, are up-to-date. Set your systems to update automatically or establish a schedule for manual updates.

5. Implement Cybersecurity Measures

Cybersecurity is often neglected until it’s too late. Implement a robust cybersecurity strategy that includes firewalls, antivirus software, and regular security audits. Educate your staff on the importance of cybersecurity and the steps they can take to mitigate risks, such as using strong passwords and being wary of phishing attempts.

6. Employ a Virtual Assistant

Virtual assistants, powered by AI, can handle a myriad of tasks like scheduling, managing emails, and even responding to client queries. They can alleviate the administrative burden, allowing estate agents to focus on what they do best: selling properties.

7. Use Social Media Wisely

Social media is a powerful tool for estate agents. Utilise platforms like LinkedIn, Twitter, and Instagram to network and showcase properties. Make sure always to maintain a professional tone, and be cautious when sharing information. 

8. Remote Support

Consider employing remote IT support services (like those offered by Stephensons). These services can provide immediate assistance without the need for an in-person visit, saving both time and resources. Make sure the support service you choose is reputable and offers 24/7 assistance.

9. Redundancy Plans

Always have a Plan B. Whether it’s an alternative internet connection, backup hardware, or emergency power supplies, redundancy plans will save the day when things go awry.

10. Periodic IT Audits

Regular IT audits can identify potential weaknesses and areas for improvement in your system. They can also ensure that you are compliant with any legal requirements related to data storage and client confidentiality.


IT is a crucial component in the fast-paced world of estate agency. By implementing these IT support tips, you are setting the foundation for a more efficient, secure, and competitive business. Remember, the right IT solutions not only facilitate your daily operations but also contribute to client satisfaction and overall success. Reach out to the team at Stephensons, which offers IT Support in Sheffield and across Yorkshire.

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