9. Automated systems that work for you on autopilot

Learn how to set up automated systems that make your life a whole lot easier, and your marketing even more effective.

Which tools you can use to make social media easier

Lesson Highlights

How to streamline your marketing tasks with automation tools

The best scheduling tools for social media and email marketing

As a real estate agent, you’re juggling multiple tasks, from client meetings and property showings to marketing and lead generation – you’ve got a lot going on! So let’s talk about how you can leverage automated systems on Instagram and in your marketing to streamline all of the work you’re putting in, save time, and be a lot more efficient.

Automated Systems For Instagram

Instagram is a powerful platform for real estate marketing, but managing your presence can be time-consuming. Fortunately, there are several automated systems and tools available to streamline your efforts:

Scheduling Tools:

Use social media scheduling tools like Plannthat (which we’ve already discussed in Lesson 3) or Later to schedule posts in advance, ensuring a consistent and regular posting schedule without the need for manual intervention. This is a super easy way to make sure you’re posting every day and getting ahead of your social media without having to manually post every day. Batching content is a super effective way to save time and increase the quality of your work because you’re in the zone, focusing on one thing at a time!

Platforms to check out:

  • Plannthat
  • Planoly
  • Later

Scheduling Reels On Instagram:

You can schedule out your Reels in advance right on Instagram under Advanced Options once you’ve finished editing your video and adding your Reel Cover and caption. Doing it within the app is thought to increase its reach even more, but we haven’t noticed a difference using Plannthat or scheduling it within the Instagram app.  You can play around with this and see what works best for you, or just choose what you think will be easier to stick to!


Implement chatbots on Instagram to automate responses to common inquiries and messages. Chatbots can provide basic information about listings, schedule appointments, and answer frequently asked questions, saving time and effort. You can also set up one for your website, viewers with questions will love the quick response! A great one to consider is Freshchat or Tidio, for a more affordable option. 

On Instagram, you can also use a chatbot like ManyChat (we use it all the time) to set up automations that distribute your lead magnets or collect emails! When a user messages you or leaves a comment on a particular post, they’re sent a message that has the lead magnet itself or asks for an email so you can send it to them. This is great to use for a couple of reasons:

  • When you have people comment a keyword or phrase to get your free lead magnet, you’re driving up engagement on your post. Which in turn, tells Instagram people are liking that post and they should show it to more people. 
  • You’re quickly interacting with people and providing value. And hopefully collecting some emails for your efforts!

Email Automation Tools:

Use email automation platforms like Mailchimp, Flodesk, or ConvertKit to create automated email campaigns that distribute your lead magnet as soon as you get an email sign up for a particular form or if they’re manually added by you and given a specific “tag” that corresponds to your lead magnet automation. Set up an automation within your email platform that delivers the lead magnet, then adds them to a drip campaign that sends multiple emails over time with the goal of converting them into a client, or simply adding them to your regular email list. 

Then send them (and everyone else on your list) your monthly or bi-monthly email newsletters that are full of value and showcase your expertise. We’ll be going over email marketing and setting up an automation for your lead magnet in the next lesson!

Platforms to check out:

  • Mailchimp
  • Flodesk
  • ConvertKit
  • Active Campaign

Additional More Advanced Tools:

I won’t be going over how to use any of these, but I wanted to include them in case you’re curious about more ways to streamline your workflow in the future!

Zapier: Zapier is an automation tool that connects different apps and services to automate workflows. Real estate agents can use Zapier to automate tasks like posting new listings to social media, sending automated email responses, and more.

BuzzSumo: BuzzSumo is a content discovery tool that helps agents find trending topics and popular content in their industry. Agents can use BuzzSumo to discover engaging content to share on their social media channels and stay ahead of the curve. It’s also a great way to find keywords to build blog posts around on your website if you’re interested in increasing web traffic.

Tailwind: Tailwind is a social media scheduling tool primarily used for Pinterest and Instagram. It offers features like scheduling, analytics, and hashtag suggestions to help agents grow their presence on these platforms.

Buffer: Buffer is a social media management platform that allows agents to schedule posts across multiple social media platforms, including Instagram, Facebook, Twitter, and LinkedIn. It also provides analytics to track the performance of your posts.