Operational turnaround for a real estate brokerage with systemised workflows
How a custom Asana system connected sales, admin, leadership and an offshore booking team at Chestnut Capital — recovering dropped leads and lifting rental conversions.
Client
Chestnut Capital — real estate brokerage & investment firm
Services
Fractional COO · Process Design · Reporting
Systems
Asana · Automations · Leadership dashboards
Teams
US + Philippines booking teams
About the client
Chestnut Capital is a New Jersey-based brokerage and investment firm. Despite active deals and teams in the US and the Philippines, there was no centralised workflow — no system for accountability, performance tracking or lead follow-up.
The challenge
- No documented workflows or standardised processes
- Sales, administration and executive teams working in silos
- Booking teams in the Philippines lacked visibility into property availability or client status
- Leadership struggled with forecasting, reporting and team alignment
- Missed rental opportunities from untracked or dropped leads
The solution
Lead management workflow
Rental leads captured and tracked from first inquiry to approval, including background and financial checks.
Cross-team visibility
Executive leadership, administration, booking teams and sales integrated with transparency at every stage.
Property management integration
Workflows aligned with property availability, viewings, approvals and leasing status.
Automations & dashboards
Automated reminders and status changes, with leadership dashboards tracking KPIs, pipelines and conversions.
The results
- Increased rental conversions by 70% — by streamlining lead follow-up and property viewings, the company boosted rental approvals and revenue
- 35% month-on-month higher operational efficiency — administrative overhead decreased, with faster processing times and fewer errors
- Leadership alignment — executive teams gained visibility into sales performance, rental flow and financial forecasting
- 62% stronger team collaboration — Philippine-based booking teams and local sales agents operated with better communication and task ownership
“I had the pleasure of working closely with Gideon. Gideon improved the business’ ability to track and manage projects and workflow and created a process that empowered teams, improved efficiency and transforming performance.”
The takeaway
Fractional COO services combined with a well-architected work system can turn around siloed teams — especially in real estate, brokerage and property management.