Mossy Oak Properties streamlines 1,800 monthly emails

Mossy Oak Properties is a full-service Real Estate Firm specializing in land sales, with offices in Virginia and North Carolina. They started with the idea to help outdoor enthusiasts find and buy land for their own recreational and investment purposes.

Like a typical real estate firm, they need to juggle and manage several different pieces of information: bills, closings, listings, and general information inquiries from potential clients. Managing these pieces efficiently is critical for their business. They also rely on relationships and need to communicate well with several stakeholders at the same time, such as sales agents, potential leads, current customers, and other agencies or attorneys.

Email is the channel through which most of this communication is done. The result? An astonishing figure of 1,800 monthly emails, all of which they need to handle efficiently. To manage these emails, their team uses several email inboxes such as closing@, listings@, and officemanager@ for administrative work. Each one of these inboxes needs to be accessed by a number of people.

With many shared email addresses and employees, accountability was the first challenge. To assign emails or tasks to team members, they needed to constantly forward emails around their team. Because they were sending information to individuals directly, nobody knew who was responsible for what. That process was leading to oversights, duplicate results, and a higher risk of errors. On top of that, some employees work remotely, making the lack of visibility and accountability even more critical.

“Drag has effectively streamlined the email system in our office and how we assign and manage work. It saves time and has significantly simplified our day to day operations.”

MG

Megan Gray

Office Manager @ Mossy Oak Properties

Efficiency was another challenge. Because the team was forwarding emails manually, it took a long time until the right message reached the right inbox. They initially considered turning their shared inboxes into Google Groups, but accountability was still an issue.

Google Groups also brought security issues. It was automatically replicating sensitive emails and respective attachments to multiple users’ inboxes, including those who did not need to access those sensitive files. The team realized they needed a tool that would allow multiple people to manage several accounts in a quick, secure, and user-friendly way.

After they realized Google Groups did not work, they adopted Drag. As a result, the team has seen an outstanding increase in productivity. Their team now uses different Drag boards for each of their multiple group inboxes, where they can clearly assign emails and tasks to respective team members. Emails come into boards in real-time and everyone with access to the board has instant access to them.

“We no longer have to forward emails and everyone is aware of what is going on, it’s great!”

LG

Laura Glatz

IT Manager @ Mossy Oak Properties

Everyone knows who is working on what, and they can eliminate confusing email forwarding within the team and make sure the right person is aware of their responsibilities. From general office inquiries to billing, incoming listings, and closings, they use Drag boards to manage their workflows.

The team has created one board for each inbox. Within each board, the Office Manager assigns tasks, such as new listings and the tasks that come along with that, to a specific employee. As that employee works on an email, they move it to the “Doing” column, and once completed, they move it to the “Done” column or the column labeled with their name.

During the height of marketing campaigns, the listings@ inbox has seen a surge of activity. Having the ability to assign emails to employees in the office and working remotely has proved to be quite helpful. There’s less chance of error this way. With the use of the closings@ board, agents specifically only send correspondence regarding contacts and closings. Before Drag, there was no way to distinguish between where correspondence was going.

“Drag allows for complete accountability for each email that passes through that inbox. The Drag boards are able to be accessed from each team member’s personal work email address. The ability to flip back and forth from a work email to a Drag board is super convenient.”

LG

Laura Glatz

IT Manager @ Mossy Oak Properties

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