Running a remote real estate team? Here's what top leaders actually do

The real estate industry has moved beyond the "must be in office" mindset. Today's top-performing teams are proving that success isn't about where you work, but how you work.

To meet customer expectations and attract top agents, more brokerages are embracing remote and hybrid models. Whether your team works from home or across different time zones, here's how to make it work.

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7 steps to a thriving remote real estate team

Whether you're going fully remote or hybrid, these proven strategies will help you create a high-performing team that isn't bound by location.

1. Start with a remote work mindset

"I think a lot of times agents or people in general will just say there's no way that can work instead of thinking, ‘How can we make this work?’" says Lindsay Dreyer, who runs a DC-based brokerage remotely from New Hampshire.

Lindsay's team had been using a hybrid model since long before the pandemic, but she still had her hesitations about making the leap to fully remote.

"I kind of had prepared myself that the brokerage was just going to completely shut down. Anytime I'm making a big move, I always prepare for worst case scenario."

What she found instead was that many of her initial concerns were unfounded. The team embraced the change and continued to thrive.

The lesson? Don't let conventional wisdom about what "has" to be done in-person limit your vision. Start by examining your assumptions and prepare for challenges—but keep your focus on solutions rather than obstacles. With the right mindset, you can find ways to make remote leadership work for your team.

Watch the full episode with Lindsay Dreyer, founder of City Chic Real Estate and Happy Agent Co:

2. Establish strong communication systems

Now for the elephant in the room: how do you keep everyone on the same page when they're miles apart? The answer is rock-solid communication systems.

Top performing remote teams use tools like:

• Slack for daily communication
• Virtual team meetings with clear agendas
• Regular face-to-face check-ins

For leaders like Lindsay, establishing an effective communication cadence is vital. In her case, this meant cutting down to quarterly in-person visits, after realizing more frequent trips weren't moving the needle on performance.

“We're all on Slack chatting and we do our team meetings virtually anyway. This is the best cadence for us now,” she explains.

Not every remote team needs daily face time to stay productive. The key is finding your team's rhythm and sticking to it.

3. Build your remote-ready tech stack

The most successful remote teams aren't winging it—they're powered by a carefully chosen suite of digital tools.

Here's what you need to streamline your operations:

• Real estate CRM for lead management and follow-up
• Team chat platform for quick communication
• Video conferencing software for team meetings
• Digital transaction management

Choose tools that play well together using the right CRM integrations. The last thing you want is your team juggling a dozen disconnected apps.

Not sure where to start? Hire a virtual assistant as your first team member to help build your remote infrastructure from the ground up.

4. Use AI as an assistant (not a replacement)

Remote teams are increasingly using AI tools, but success isn't about jumping on every new trend—it's about implementing AI strategically where it adds real value.

Think of AI as your team's invisible assistant that:

• Reads through past client conversations to help craft personalized follow-ups (no more "Dear Valued Client" templates)
• Taps you on the shoulder when it's time to follow up with that hot lead from last week
• Listens in on calls to help coach your team (without the awkward over-the-shoulder moments)

You know those agents who are constantly tabbing between ChatGPT and 15 other AI apps? Don't be like them. Instead, look for AI features baked right into your core tools—especially your CRM.

Tired of generic AI responses? Follow Up Boss uses your actual client conversations to create personalized follow-up that feels human. See it in action.

5. Build a strong remote culture

Think remote teams can't build strong cultures? Becky Garcia of The Garcia Group in Phoenix would beg to differ. Her predominantly female team is crushing it thanks to a culture built on connection, not location.

"It's important for a team to establish their core values," says Becky. She walks the talk during interviews, focusing on finding agents who align with the team's values rather than just checking experience boxes.

What makes her remote culture work? Beyond supporting remote employees with the right communication tools, Becky focuses on:

• Clear core values that guide every decision
• Virtual team recognition
• Structured mentorship opportunities
• Regular training and development
• Built-in accountability systems

When everyone knows exactly what's expected and how progress is measured, physical distance becomes irrelevant to performance.

6. Create systems that scale

When Joe Oz's wife had to tell him to put the phone down at dinner, he knew something needed to change. Today, he runs his New Jersey-based Oz Group from California, thanks to robust systems that work across time zones.

"I think people start teams for the wrong reasons," Joe says. "The only reason you should ever start a team is because you have more business than you can handle and the consumer experience is suffering."

To make remote leadership work, Joe follows the Gary Keller mega agent model, focusing on five key areas:

• Automated lead distribution and follow-up
• Digital transaction management
• Clear communication protocols
• Data-driven performance tracking
• Standardized training processes

"Now I work remote and I have a team because that is where my brand is," he explains. "I bought a lot of my time back by doing that."

The secret? Make everything as convenient as possible. Build digital-first workflows and document procedures clearly so team members can access support anytime, anywhere.

7. Nurture a culture of performance

Just because your team isn't sharing an office doesn't mean they can't share success. The most effective real estate teams build their productivity strategy around both metrics and motivation.

Track what matters:

• How quickly leads get attention
• Deal conversion success rates
• Client happiness scores
• Production benchmarks
• Team engagement levels

Keep the momentum going with:

• High-energy virtual meetings
• Team competitions and spotlight moments for wins
• Transparent work-life balance conversations
• Real-time performance tracking
• Constructive feedback sessions

The best remote teams don't just track numbers—they celebrate progress. When every agent knows where they stand and where they're headed, they can succeed from anywhere.

Your remote leadership checklist

Let's wrap this up with a practical checklist you can use to level up your remote leadership game. Remember, you don't have to nail everything at once. Pick what resonates most and build from there.

✅ Set crystal-clear expectations

• Write down what "crushing it" looks like for each role
• Create your "rules of engagement" for team communication
• Define your must-track metrics and KPIs
• Document your processes

✅ Stay connected (without hovering)

• Schedule regular one-on-ones (and actually show up)
• Default to video for important conversations
• Create casual chat channels for team banter
• Set clear working hours and respect personal life boundaries
• Implement transparent communication practices
• Use notifications wisely to protect your team’s focus

✅ Judge success by results (not desk time)

• Track what matters (hint: closed deals > hours online)
• Celebrate wins, big and small
• Give your team room to work their way
• Share the good, the bad, and the ugly of your numbers

✅ Build trust deliberately

• Do what you say you'll do
• Be transparent about challenges
• Give credit generously
• Address issues directly and privately

The perks of running a remote real estate team extend beyond saving on office space. With the right functionality in your systems, your workspace can be anywhere your agents need to be.

Quick gut check: If you're constantly wondering what your team is doing, you might need to work on trust. If you're drowning in Slack messages, you might need better communication boundaries. It's all about finding the right balance.

Help your real estate agents crush it from anywhere

Remote real estate teams aren't just viable—they're becoming a competitive advantage.

Top performers are proving that with the right foundation, you can build a thriving real estate business regardless of location. But success doesn't happen by accident.

If you're ready to strengthen your remote team, start with a careful assessment of your current operations. Identify the gaps in your systems, then address them.

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