Sample deliverable · fictional composite

Workflow Review: two-person coastal real estate team

This is a sample deliverable, not a customer result. It shows the kind of practical recommendation a business owner can expect.

Delmarva.ai Workflow Review

Prepared as a public sample for evaluation purposes.

Business context

→ Fictional/composite business: two-person coastal real estate team.
→ Service area: Delaware beaches and nearby Eastern Shore communities.
→ Current tools: website form, shared inbox, CRM, spreadsheets, Facebook/Instagram, calendar, and phone/text.
→ Lead sources: referrals, website, listing portals, social media, signs, and repeat clients.
→ Main concerns: missed follow-up, manual re-entry, irregular database nurturing, and limited owner visibility.

→ Lead source → manual review → CRM entry → personal follow-up → separate social/content process → owner status check.

→ Address lead intake and follow-up first. Create one intake path that classifies the source, confirms required fields, creates/updates the CRM record, assigns the next human owner, and summarizes open follow-up for the business owner.

→ Keep the CRM if the team already trusts it and it stores contact history.
→ Keep the shared calendar if appointments depend on it.
→ Keep current social channels; fix the batching and approval process before changing platforms.

→ Connect website forms and tracked lead sources to the CRM where possible.
→ Configure required fields and statuses before adding automation.
→ Replace spreadsheets only where they duplicate CRM records or hide owner visibility.

→ Do not paste confidential client, financial, legal, or identity documents into general-purpose AI tools.
→ Separate marketing drafts from transaction advice.
→ Review fair-housing, brokerage, advertising, and recordkeeping requirements before automating outbound communication.

→ Week 1: map lead sources, statuses, owners, required fields, and exceptions.
→ Week 2: configure the CRM fields/statuses and connect the highest-volume intake source.
→ Week 3: add reminder rules and an owner visibility summary.
→ Week 4: review exceptions, tighten privacy rules, and decide whether further integration is justified.

→ Integration and configuration recommended. Existing tools are likely sufficient for the first workflow if the CRM can hold the source of truth and report open follow-up. A focused internal tool may be justified later if owner visibility, reporting, or lead-source attribution cannot be handled economically.