AI + Call Coaching: How top real estate teams train agents for better results in less time

Forget manual call reviews. Leading real estate teams are leveraging AI and call recording data to transform agent coaching and bring more value to every interaction.

Today, we’re peeling back the curtain and sharing examples of how top teams are using call recording analysis and AI roleplay to build stronger agents.

Put AI to work in your call coaching program

Reviewing every call recording takes time you don't have. That's why brokers and team leaders are letting AI do the heavy lifting. But not all AI tools deliver on the hype. 

With Follow Up Boss, AI works where you do so you can:

• Execute outbound at scale: Seamlessly connect with tools like Ylopo and Maverick for smarter, more authentic AI responses.
• Skip the note-taking: AI summarizes key moments so agents can focus on meaningful conversations with the right people at the right time.
• Coach with real examples: Get insights from actual conversations, not theoretical scripts or roleplay.
• Keep feedback specific: Base your coaching on real client interactions, not hunches.

AI isn't here to replace great leaders—it's here to make them even better. Like a skilled sales sidekick, it transforms agent conversations into coaching gold right within your daily workflow.

6 ways to turn call recordings into coaching gold

Just say no to generic scripts and AI fluff. 🙅🏼

Here's what actually works for real estate teams in the call coaching trenches.

1. Roleplay every day

No matter how many deals you've closed, there's always room to sharpen your skills. That's where AI roleplay comes in. With an integrated phone and CRM, AI pulls actual client conversations and serves up personalized pointers on exactly what to work on.

"We have our brand new agents go through a 21-day challenge where they have to do an AI roleplay once a day for 3 weeks," explains Kyle Draper, Team Leader, Lead Agent, and Principal of Serene Team. "It's much more difficult than human role-play. We’ve been seeing new agents get good really quickly."

Here's how to take advantage of AI roleplay:

• Score agents on real calls: Automatically apply custom metrics like appointment setting.
• Warm up: Encourage agents to do "practice laps" with AI before diving into lead gen.
• Track improvement: Monitor scores on both practice and real client calls.

No more rummaging through your database contact by contact to find what agents missed. With the Follow Up Boss + Maverick integration, you can set automatic nudges for agents based on their score.

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2. Use AI summaries to deliver instant feedback

Smart teams are integrating their phone systems directly into their CRM to transform real conversations into coaching breakthroughs.

When you dial through the Follow Up Boss Phone system:

• Get instant call summaries: AI analyzes call recordings in real-time and highlights key moments for coaching.
• Track important metrics: Monitor response times, objection handling, and appointment setting success.
• Feed your AI the right data: Every call builds your AI's understanding for smarter next-step suggestions. (Think of it as the opposite of garbage in, garbage out.)
• Automate follow-up: Turn conversation insights into personalized templates and action plans.

The payoff? With an integrated phone and CRM, you empower your agents with: automatic recording, AI analysis, smart responses, and one-click task creation.

No shiny object symptom, just practical features that drive results.

3. Train agents to make each conversation stick

In an AI-powered world, standing out means more than just responding quickly—it means making real connections that stick.

Top teams are syncing tools like Broker Blocks with Follow Up Boss to transform standard follow-up into unforgettable moments:

• Send dynamic presentations: Create moving, engaging visuals that grab attention (not snooze-worthy PDFs)
• Use AI summaries: Pick up exactly where you (or your voice agent) left off for conversations that always feel authentic.
• Convert conversations: Let AI spot opportunities and suggest next steps (or in AI lingo, ‘next best action’) for moving the conversation forward

"I was driving to an appointment when I had a scheduled call, stressing about how I'd safely review the contact's details,” explains Kyle. He now trains all his agents to take advantage of AI summaries for situations just like this.

In a glance, he gets a recap of the entire communication history so he always knows exactly what to say next.

“Right then, I got a text with a quick summary that this person was on a staycation in Palm Springs with her dog. It was exactly what I needed—simple but incredibly helpful.”

4. Balance AI and human touchpoints strategically

For FUB’s Realtor in Residence and team leader of The Gelzinis Group, Tiffany Gelzinis, success in the future of real estate hinges on knowing when to use AI versus an agent.

"We tend to move from AI to human connection once we've had a conversation and we call it a substantial conversation on our team. The goal is to create that warm handoff."

Here's how top teams optimize their AI-human handoffs:

• Define clear triggers: Move conversations that last more than 1-2 minutes to a human agent
• Watch engagement signals: Use behavior triggers to spot when leads are ready for personal outreach
• Let AI handle re-engagement: Use automation for nurturing cold leads and past clients
• Protect agent motivation: Save your team's energy for the most promising opportunities

By training agents to work alongside AI smart messages, you create a system that's both more efficient and more sustainable.

Your team stays focused on building relationships while AI handles the heavy lifting of consistent follow-up with the people who need it. 🤝

“It can be hard for an agent to be motivated to call someone who hasn’t responded for a year, but the AI’s feelings don’t get hurt and they don’t get fatigued."

5. Keep it actionable with suggested tasks

Smart teams don't just track conversations—they make sure every insight turns into action. With Follow Up Boss, you get system-wide task suggestions that keep everyone pulling in the right direction.

"You don't have to go in one by one to see if an agent is tardy or missed something," explains Kyle. "We can do system-wide rule nudging. If a rule is violated—like a new lead not being responded to within 6 hours—you just push a button and it nudges every single person."

Here's how top teams use suggested tasks:

• Set clear response windows: Define rules for lead response times and follow-up deadlines
• Automate accountability: Send instant notifications when tasks are overdue
• Track at-risk leads: Monitor a smart list of leads that need immediate attention
• Prevent reassignments: Catch missed opportunities before they impact your bottom line

The result? "The agent gets a notification saying 'Hey, you kind of missed this.' It's not a big deal to get nudged," Kyle notes. "But it is a big deal if you don't take action on that nudge."

"We have a smart list in Follow Up Boss that says 'leads at risk of reassignment.' It's been pretty effective at keeping everything moving without spending time in the admin weeds."

Want to see how suggested tasks can keep your team on track? Take Follow Up Boss for a test drive today.

6. Make coaching consistent

The difference between good teams and great ones? It's not fancy tech—it's consistency. But that doesn't mean boring. Once agents see the increase in incoming opportunities from AI, they’ll be inspired to stick with it.

“The more you talk about the value of those live transfers, the more your agents are going to jump on those calls,” says Tiffany. 

Here are some tips to help keep your team bought in:

• Mix your formats: Alternate between live call reviews, AI roleplay, and script practice
• Create coaching playlists: Build a library of winning calls agents can study anytime
• Track and celebrate: Use AI insights to spot wins and improvement trends
• Make it social: Partner agents for peer coaching and friendly competition
• Keep it bite-sized: Short, focused sessions beat marathon meetings

"We get alerted when a call is missed so that we know which agents we need to work with to get them back on the phone.”

Go from recordings to results with Follow Up Boss

Transform every conversation into a coaching win with AI-powered tools that work where you do. Get instant call summaries, personalized templates, and coaching insights—all automatically synced to your contact records.

With Follow Up Boss, you can:

• Access recordings, transcripts and metrics in one place
• Share winning calls and templates across your team
• Coach from anywhere via mobile or desktop

The best teams use these tools strategically—not to replace human connection, but to enhance what agents do best: build relationships and close deals.

Ready to see smart follow up features in action? Get started

Want more team-building secrets? Grab our free guide: 3 Keys to Real Estate Team Success

FAQs: call coaching for real estate teams

How do I get my team to use call recordings and summaries?

Top teams start small. They pick one type of call and make reviewing those recordings part of their regular one-on-ones. Once agents see how the insights improve their conversion rates, they'll be more likely to embrace it.

Will AI replace my coaching sessions?

No. AI is designed to enhance your coaching, not replace it. Top teams think of it as an assistant that handles the time-consuming work of summarizing calls and spotting patterns, letting you focus on what matters—developing your agents' skills.

How do I maintain privacy and compliance when recording calls?

Follow Up Boss give you the ability to provide a call recording notice for all calls made through the FUB Phone system.

What's the ideal frequency for call review sessions?

Most successful teams do weekly group sessions plus monthly one-on-ones. But the key is consistency—short, regular reviews beat occasional marathon sessions every time.

Can agents access their own call recordings?

Yes. Agents can review their own calls, personalize messages, and even share winning approaches with teammates—all through the mobile app or desktop.

How do I measure if call coaching is actually working?

Follow Up Boss tracks key metrics like response times, conversion rates, and deal progression. You'll see both team-wide trends and individual agent improvement over time.

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