NEW YORK — Most real estate agents know ChatGPT for its content creation abilities: writing listing descriptions, creating ideas for social media posts, or drafting blog articles. But what if you could take ChatGPT one step further and let it handle some of your more tedious, behind-the-scenes tasks that take up precious hours of your day?
Below are five practical, non-content ways you can use ChatGPT in your daily workflow to save time and increase your professional productivity.
One caveat: These features all work best with the latest paid version of ChatGPT – well worth the $20 a month investment compared to the time it can save you.
1. Keep your expenses in check
Unless you carefully track your expenses, crunching all the numbers can mess up a morning. But did you know that one of the superpowers ChatGPT has is the ability to organize and summarize a mis-mash of data.
Simply upload your receipts, payments, and expenses – from different formats and sources – and let ChatGPT sort them for you. You can upload expenses from your credit card file downloads, notes from your phone or laptop, expenses in emails and once uploaded ChatGPT can create a summary of all your expenditures with ease.
If you are preparing an expense report, using ChatGPT will help you finish it faster and more accurately. It can also generate a summary, making it easier to visualize your monthly outflow and help you stay on top of your budget.
2. Crunch numbers for your monthly Market Reports
ChatGPT can also help you create – or improve – your monthly Market Reports, newsletters or client emails that feature market update data. Upload your raw data – by cutting and pasting into ChatGPT or uploading a Word doc or spreadsheet and let ChatGPT do the heavy lifting.
ChatGPT writes special code to crunch your local market numbers, identify key local trends, and calculate percentage changes month-over-month, year-over-year or changes from any other point in time that you indicate. The more data you feed ChatGPT, the more it can do. It’s one of the best tools you can use to provide valuable local market insights for your clients and becomes a huge timesaver for you as it does all the hard math for you.
3. Organize your contact information
If your contacts are disorganized – located in different file formats with some in Word and others in Excel or email, ChatGPT can help you combine and organize your contact information no matter how jumbled the data is. By uploading contacts from your multiple sources and formats, ChatGPT can restructure them neatly into a file you can download and open in Excel. Excel is the most flexible format for creating personalized regular mail and email mass mailings, as well as importing into a CRM. Whatever order you want: names, email addresses, phone numbers, and US mailing address, ChatGPT can do the job fast.
4. Track and compare your GCI
Calculating and tracking your current and future gross commission income (GCI) can be a hassle, especially when trying to compare your performance month-over-month or year-over-year. With ChatGPT, simply input your monthly figures, and it will show you your progress, even calculating by percentages exactly how you’re doing versus previous months – or years. It can even project your future trajectory, giving you a clear sense of where you’re headed and whether you need to adjust your goals or outreach activity.
5. Forecast your sales
Want to know how your sales efforts are shaping up over the next few months? You can upload your current leads and sales data, and ChatGPT can help forecast potential sales, giving you an idea of what revenue to expect and when. It can even analyze the probability of closing certain deals based on historical data, helping you prioritize efforts. Again, the key to getting the best performance from ChatGPT is giving it more of the best information you have. The better you teach ChatGPT about your numbers and your business the better it will be in providing the best answers and guidance.
Be careful out there
One word of caution: all these publicly available Chatbots – ChatGPT, Gemini, Claude and others – are designed to train on the data you share with them. Don’t share proprietary information with any public Chatbot to keep your data safe. There’s always the potential that this data could be compromised or shared with others.
A safer option for agents: ChatGPT does offer a “Teams” version, priced at approximately $25 per month per business account member. The advantage of ChatGPT for Teams is that the information is “gated,” meaning it is not shared publicly, and the data is not used for training the public version of ChatGPT.
More ways ChatGPT can help
ChatGPT can be used for several other non-content projects. If you are struggling with managing your calendar and appointment scheduling, ChatGPT can help by becoming your efficiency assistant.
You can input your availability or your calendar data manually into ChatGPT, and it can suggest optimal times for meetings or appointments based on your past behavior. It can also help structure your day for better time management, identifying gaps between meetings or suggesting time slots for specific tasks. It can also look at your schedule and provide suggested “to do” lists based on your calendar of activities.
If your computer files are a bit of a mess, ChatGPT can assist you in getting your digital work better organized. ChatGPT can help you generate ideas for how to structure your folders based on your needs. For instance, you can ask for recommendations on organizing property images, transaction documents, client information, or marketing materials. ChatGPT can suggest a logical folder structure, such as organizing files by client name, property address, or transaction type.
You can also ask ChatGPT to help guide you in creating consistent and clear file naming conventions. For example, if you have property photos, contracts, or other documents, ChatGPT can suggest standardized names like “PropertyAddress_Date_Type,” making it easier for you to find and manage files in the future. Finally, ChatGPT can create a step-by-step guide on how to best restructure your digital filing system by describing your situation, the kind of files you need help organizing, and it will create a personalized instruction booklet just for you.
Investing in ChatGPT for your business
As you can see, subscribing to the professional version of ChatGPT does more than help you create content or generate new ideas. You can use ChatGPT to assist you in a wide range of non-content creation ways that will save you time and strife. With all the things an agent must do each day, turning to ChatGPT for a variety of chores can help streamline your daily workflow and let you focus more on your clients and building your business.
If you have a question about ChatGPT – or any other tech-related questions – reach out to Florida Realtors® Tech Helpline by email, chat, app, or call, as friendly tech analysts are ready to assist.
Source: Tech HelpLine
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