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Ganesh Shankar, CEO & Co-Founder of Responsive – Interview Series

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Ganesh Shankar, CEO & Co-Founder of Responsive – Interview Series

Ganesh Shankar, CEO and Co-Founder of Responsive, is an experienced product manager with a background in leading product development and software implementations for Fortune 500 enterprises. During his time in product management, he observed inefficiencies in the Request for Proposal (RFP) process—formal documents organizations use to solicit bids from vendors, often requiring extensive, detailed responses. Managing RFPs traditionally involves multiple stakeholders and repetitive tasks, making the process time-consuming and complex.

Founded in 2015 as RFPIO, Responsive was created to streamline RFP management through more efficient software solutions. The company introduced an automated approach to enhance collaboration, reduce manual effort, and improve efficiency. Over time, its technology expanded to support other complex information requests, including Requests for Information (RFIs), Due Diligence Questionnaires (DDQs), and security questionnaires.

Today, as Responsive, the company provides solutions for strategic response management, helping organizations accelerate growth, mitigate risk, and optimize their proposal and information request processes.

What inspired you to start Responsive, and how did you identify the gap in the market for response management software?

My co-founders and I founded Responsive in 2015 after facing our own struggles with the RFP response process at the software company we were working for at the time. Although not central to our job functions, we dedicated considerable time assisting the sales team with requests for proposals (RFPs), often feeling underappreciated despite our vital role in securing deals. Frustrated with the lack of technology to make the RFP process more efficient, we decided to build a better solution.  Fast forward nine years, and we’ve grown to nearly 500 employees, serve over 2,000 customers—including 25 Fortune 100 companies—and support nearly 400,000 users worldwide.

How did your background in product management and your previous roles influence the creation of Responsive?

As a product manager, I was constantly pulled by the Sales team into the RFP response process, spending almost a third of my time supporting sales instead of focusing on my core product management responsibilities. My two co-founders experienced a similar issue in their technology and implementation roles. We recognized this was a widespread problem with no existing technology solution, so we leveraged our almost 50 years of combined experience to create Responsive. We saw an opportunity to fundamentally transform how organizations share information, starting with managing and responding to complex proposal requests.

Responsive has evolved significantly since its founding in 2015. How do you maintain the balance between staying true to your original vision and adapting to market changes?

First, we’re meticulous about finding and nurturing talent that embodies our passion – essentially cloning our founding spirit across the organization. As we’ve scaled, it’s become critical to hire managers and team members who can authentically represent our core cultural values and commitment.

At the same time, we remain laser-focused on customer feedback. We document every piece of input, regardless of its size, recognizing that these insights create patterns that help us navigate product development, market positioning, and any uncertainty in the industry. Our approach isn’t about acting on every suggestion, but creating a comprehensive understanding of emerging trends across a variety of sources.

We also push ourselves to think beyond our immediate industry and to stay curious about adjacent spaces. Whether in healthcare, technology, or other sectors, we continually find inspiration for innovation. This outside-in perspective allows us to continually raise the bar, inspiring ideas from unexpected places and keeping our product dynamic and forward-thinking.

What metrics or success indicators are most important to you when evaluating the platform’s impact on customers?

When evaluating Responsive’s impact, our primary metric is how we drive customer revenue. We focus on two key success indicators: top-line revenue generation and operational efficiency. On the efficiency front, we aim to significantly reduce RFP response time – for many, we reduce it by 40%. This efficiency enables our customers to pursue more opportunities, ultimately accelerating their revenue generation potential.

How does Responsive leverage AI and machine learning to provide a competitive edge in the response management software market?

We leverage AI and machine learning to streamline response management in three key ways. First, our generative AI creates comprehensive proposal drafts in minutes, saving time and effort. Second, our Ask solution provides instant access to vetted organizational knowledge, enabling faster, more accurate responses. Third, our Profile Center helps InfoSec teams quickly find and manage security content.

With over $600 billion in proposals managed through the Responsive platform and four million Q&A pairs processed, our AI delivers intelligent recommendations and deep insights into response patterns. By automating complex tasks while keeping humans in control, we help organizations grow revenue, reduce risk, and respond more efficiently.

What differentiates Responsive’s platform from other solutions in the industry, particularly in terms of AI capabilities and integrations?

Since 2015, AI has been at the core of Responsive, powering a platform trusted by over 2,000 global customers. Our solution supports a wide range of RFx use cases, enabling seamless collaboration, workflow automation, content management, and project management across teams and stakeholders.

With key AI capabilities—like smart recommendations, an AI assistant, grammar checks, language translation, and built-in prompts—teams can deliver high-quality RFPs quickly and accurately.

Responsive also offers unmatched native integrations with leading apps, including CRM, cloud storage, productivity tools, and sales enablement. Our customer value programs include APMP-certified consultants, Responsive Academy courses, and a vibrant community of 1,500+ customers sharing insights and best practices.

Can you share insights into the development process behind Responsive’s core features, such as the AI recommendation engine and automated RFP responses?

Responsive AI is built on the foundation of accurate, up-to-date content, which is critical to the effectiveness of our AI recommendation engine and automated RFP responses. AI alone cannot resolve conflicting or incomplete data, so we’ve prioritized tools like hierarchical tags and robust content management to help users organize and maintain their information. By combining generative AI with this reliable data, our platform empowers teams to generate fast, high-quality responses while preserving credibility. AI serves as an assistive tool, with human oversight ensuring accuracy and authenticity, while features like the Ask product enable seamless access to trusted knowledge for tackling complex projects.

How have advancements in cloud computing and digitization influenced the way organizations approach RFPs and strategic response management?

Advancements in cloud computing have enabled greater efficiency, collaboration, and scalability. Cloud-based platforms allow teams to centralize content, streamline workflows, and collaborate in real time, regardless of location. This ensures faster turnaround times and more accurate, consistent responses.

Digitization has also enhanced how organizations manage and access their data, making it easier to leverage AI-powered tools like recommendation engines and automated responses. With these advancements, companies can focus more on strategy and personalization, responding to RFPs with greater speed and precision while driving better outcomes.

Responsive has been instrumental in helping companies like Microsoft and GEODIS streamline their RFP processes. Can you share a specific success story that highlights the impact of your platform?

Responsive has played a key role in supporting Microsoft’s sales staff by managing and curating 20,000 pieces of proposal content through its Proposal Resource Library, powered by Responsive AI. This technology enabled Microsoft’s proposal team to contribute $10.4 billion in revenue last fiscal year. Additionally, by implementing Responsive, Microsoft saved its sellers 93,000 hours—equivalent to over $17 million—that could be redirected toward fostering stronger customer relationships.

As another example of  Responsive providing measurable impact, our customer Netsmart significantly improved their response time and efficiency by implementing Responsive’s AI capabilities. They achieved a 10X faster response time, increased proposal submissions by 67%, and saw a 540% growth in user adoption. Key features such as AI Assistant, Requirements Analysis, and Auto Respond played crucial roles in these improvements. The integration with Salesforce and the establishment of a centralized Content Library further streamlined their processes, resulting in a 93% go-forward rate for RFPs and a 43% reduction in outdated content. Overall, Netsmart’s use of Responsive’s AI-driven platform led to substantial time savings, enhanced content accuracy, and increased productivity across their proposal management operations.

JAGGAER, another Responsive customer, achieved a double-digit win-rate increase and 15X ROI by using Responsive’s AI for content moderation, response creation, and Requirements Analysis, which improved decision-making and efficiency. User adoption tripled, and the platform streamlined collaboration and content management across multiple teams.

Where do you see the response management industry heading in the next five years, and how is Responsive positioned to lead in this space?

In the next five years, I see the response management industry being transformed by AI agents, with a focus on keeping humans in the loop. While we anticipate around 80 million jobs being replaced, we’ll simultaneously see 180 million new jobs created—a net positive for our industry.

Responsive is uniquely positioned to lead this transformation. We’ve processed over $600 billion in proposals and built a database of almost 4 million Q&A pairs. Our massive dataset allows us to understand complex patterns and develop AI solutions that go beyond simple automation.

Our approach is to embrace AI’s potential, finding opportunities for positive outcomes rather than fearing disruption. Companies with robust market intelligence, comprehensive data, and proven usage will emerge as leaders, and Responsive is at the forefront of that wave. The key is not just implementing AI, but doing so strategically with rich, contextual data that enables meaningful insights and efficiency.

Thank you for the great interview, readers who wish to learn more should visit Responsive,

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Hospitality Meets Technology: Web Solutions for Mumbai’s Hotel Industry

Introduction to Mumbai’s Dynamic Hotel Industry

The Growing Demand for Accommodation in Mumbai

Mumbai, India's financial capital and a hub for tourism, business, entertainment, and culture, sees an ever-increasing influx of travelers. Whether it's business executives attending meetings in Bandra-Kurla Complex, Bollywood aspirants visiting Andheri, or tourists exploring the Gateway of India, the demand for accommodation is sky-high. From budget guesthouses to luxury five-star resorts, Mumbai's hospitality sector is as diverse as its population.

But with this demand comes intense competition. Hotels now face a more informed and tech-savvy traveler who compares options, reads reviews, and expects seamless booking and personalized services at their fingertips. Gone are the days when a prime location alone ensured full occupancy. In today’s digital-first era, hotels need to do more than offer a bed—they must offer a tech-powered experience from the moment a guest discovers them online.

The post-pandemic world has further accelerated digital transformation in hospitality. Contactless services, real-time information, and mobile-first experiences are now non-negotiable. Hotels that embrace technology not only meet guest expectations but also gain a significant competitive edge. And in a market as dynamic and crowded as Mumbai, standing out digitally is no longer optional—it’s survival.

Role of Technology in Shaping the Hospitality Experience

Technology isn’t just a tool—it’s a game-changer in the hospitality industry. For Mumbai hotels, it’s helping redefine guest experiences in ways that were once unimaginable. From booking a stay online to controlling room temperature with a smartphone, tech is making everything faster, smoother, and more personal.

Think of a traveler landing at Chhatrapati Shivaji Maharaj International Airport. With just a few taps, they can search for nearby hotels, read real-time reviews, view virtual tours, check availability, and make a booking. Once at the hotel, self-check-in kiosks, app-based room keys, and AI-powered assistants enhance their stay. Behind the scenes, cloud-based property management systems (PMS), customer relationship management (CRM) tools, and analytics software help hotels manage operations, tailor services, and forecast demand.

In Mumbai, where the pressure to deliver is constant and space is a premium, technology also helps streamline operations. Smart energy systems, IoT devices, and digital inventory tools make operations leaner and more cost-effective. Whether it's a chain in South Mumbai or a boutique hotel in Bandra, embracing web solutions is the path forward.

Evolution of Hotel Management Through Technology

From Manual Bookings to Automated Systems

Let’s rewind to a couple of decades ago. Hotel bookings in Mumbai were primarily manual—guests called, faxed, or walked in to make reservations. Ledger books ruled the reception desks, and overbookings were common. Fast forward to today, and we see a completely transformed landscape. Technology has turned these once manual processes into smooth, automated systems that work round-the-clock.

Online reservation systems, channel managers, and PMS have revolutionized hotel management. These tools allow properties to manage inventory, rates, and guest information across multiple platforms in real time. What used to take hours now happens in seconds, minimizing errors and maximizing efficiency. In a city like Mumbai where every second counts, this shift is monumental.

And it's not just about bookings. Automating everything from housekeeping schedules to inventory management has allowed hotel staff to focus more on guest interaction and service delivery. With cloud-based platforms, managers can now oversee operations remotely, even from their smartphones, giving them greater flexibility and control.

Benefits of Tech Integration for Hotels in Mumbai

For Mumbai’s hoteliers, integrating tech isn’t just a luxury—it’s an essential strategy for staying relevant. One of the biggest perks? Enhanced guest satisfaction. Tech makes things faster and more convenient, and that’s what today’s travelers want. Think about mobile check-ins, digital concierge services, and voice-controlled room features—these aren’t just cool, they’re practical.

Then there’s the financial side. Automating processes leads to cost savings. With fewer manual errors, optimized staff scheduling, and better resource management, hotels can significantly cut down on operational expenses. Tech also opens the door to upselling and cross-selling opportunities—be it spa packages, late checkouts, or airport transfers—through personalized marketing.

Perhaps the most underrated benefit is data. With digital systems, hotels can collect, analyze, and act on data to improve services. Understanding guest preferences, booking patterns, and peak seasons allows for better planning and targeted marketing. In a competitive market like Mumbai, this kind of insight is pure gold.

Website Development: The New Hotel Front Desk

First Impressions Matter: Importance of Web Design

Think of your hotel's website as your digital lobby. It’s the first impression potential guests get before they ever step foot on your property. For Mumbai hotels, especially those competing in a saturated market, a professional and compelling website can make all the difference. A well-designed site does more than just look pretty—it builds trust, communicates brand identity, and acts as a powerful conversion tool.

When a traveler searches for “hotels in Mumbai near Marine Drive” and lands on your site, you have just seconds to capture their interest. That’s why clean layouts, high-quality visuals, and intuitive navigation are key. From the logo to the typography and even the color scheme, every detail needs to convey professionalism and warmth. More importantly, the site must load quickly—because in a fast-paced city like Mumbai, nobody waits more than a few seconds.

Moreover, your website should clearly showcase your hotel’s unique selling points. Whether it’s a rooftop restaurant overlooking the Arabian Sea or a heritage vibe in Colaba, your design should bring that experience to life. Engaging content, embedded videos, and interactive elements can immerse visitors and make your property memorable. A high-converting website is the foundation of your online presence—and in today’s hospitality game, it’s your digital handshake with the world.

Responsive, Mobile-Friendly, and User-Centric Features

Mumbai is a city on the move, and so are its travelers. That means your hotel website needs to work flawlessly on every device—especially smartphones. With over 70% of hotel bookings now coming from mobile users, a mobile-first approach isn’t just nice to have, it’s absolutely critical. A site that doesn’t adapt to screens or takes forever to load? That’s a surefire way to lose business.

Responsive web design ensures that your site looks and performs well on any screen size—from a desktop in an office to a smartphone in a cab. But responsiveness goes beyond just resizing. It means clickable buttons, thumb-friendly navigation, and seamless integration of booking engines. It also includes features like tap-to-call, Google Maps directions, and language localization, all of which are particularly important in a city as diverse and multilingual as Mumbai.

User-centricity is another pillar of great website design. Your site must cater to your users’ needs: clear information about rooms and amenities, easy-to-read policies, high-quality photos, and transparent pricing. Booking a room should require as few clicks as possible. Include real-time availability, special offers, customer testimonials, and trust badges like SSL certificates and payment gateways for added credibility. Make it so intuitive that even a first-time user feels like a pro.

Online Booking Engines: Seamless Reservations for Guests

Direct Booking vs OTAs – The Changing Landscape

Once upon a time, hotels relied heavily on Online Travel Agencies (OTAs) like Booking.com, Agoda, and MakeMyTrip to drive bookings. And while these platforms still play a vital role, they come with hefty commission fees that eat into profits. That’s why the shift towards direct booking is gaining traction across Mumbai’s hospitality scene.

Direct bookings—those made via your own website or app—offer several advantages. First and foremost, they’re commission-free, giving hotels better margins. Secondly, they provide access to valuable guest data which is often hidden behind OTA policies. This data allows you to engage customers before, during, and after their stay, building loyalty and increasing repeat visits.

To encourage direct bookings, hotels must ensure their booking engines are fast, secure, and easy to use. Integrating features like calendar views, price comparisons, promo codes, and one-click bookings can dramatically improve conversion rates. Add in incentives like exclusive deals, free upgrades, or loyalty points, and travelers are far more likely to book directly.

For Mumbai hotels juggling high competition and fluctuating demand, balancing OTA presence with strong direct booking strategies is crucial. OTAs may offer visibility, but your website offers control. And in a world where personalization wins, control is power.

How Custom Booking Engines Boost Profits and UX

Off-the-shelf booking widgets often do the job—but they’re not tailored to your property. Custom booking engines, on the other hand, are built to reflect your brand’s identity, accommodate your pricing strategy, and align with your specific guest preferences. And when done right, they can become one of your strongest revenue tools.

Custom engines allow full integration with your PMS, CRM, and marketing tools. They can support dynamic pricing, upselling of services, and multiple room bookings with special requests—all within a single interface. For example, a traveler booking a room at a hotel in Juhu might also want to add airport transfers, early check-in, or a spa treatment. A personalized engine makes it easy to bundle these into one transaction.

Moreover, custom solutions support multilingual and multi-currency features, which is crucial for Mumbai’s global clientele. From NRIs visiting family to international tourists on a Bollywood tour, giving users a localized booking experience builds confidence and reduces friction.

User experience also gets a massive boost. Features like live chat support during booking, AI-powered recommendations, and instant confirmation emails enhance trust and satisfaction. This leads to fewer abandoned carts, more bookings, and ultimately, healthier profit margins for your hotel.

SEO and Digital Marketing: Getting Discovered Online

Importance of Local SEO for Mumbai-Based Hotels

Imagine having the most beautiful boutique hotel in South Mumbai, but no one can find it online. That’s the risk you run without proper SEO. In a hyper-local market like Mumbai, where travelers search for things like “budget hotel near Bandra station” or “luxury stay in Andheri,” appearing at the top of search results can make or break your booking calendar.

Local SEO involves optimizing your website to rank for geo-specific searches. That means using keywords that reflect your neighborhood, proximity to landmarks, and types of guests you cater to. It also includes managing your Google Business Profile, ensuring consistent NAP (name, address, phone number) data across directories, and collecting reviews from happy guests.

Mumbai’s neighborhoods are unique—Juhu for the beaches, Colaba for its history, Powai for tech hubs—so targeting localized content is essential. Create location-specific landing pages, blog posts about local attractions, and maps with suggested itineraries. These not only improve your search visibility but also enhance the user experience.

Schema markup, fast-loading mobile pages, and backlinks from reputable Mumbai-based sites will further strengthen your SEO. The goal? Be the first name that pops up when someone searches for accommodation in your area.

Digital Marketing Strategies That Drive Traffic and Bookings

Beyond SEO, your hotel needs a full-fledged digital marketing plan to thrive. Mumbai’s travelers are digitally savvy—they check Instagram for inspiration, read blogs for reviews, and compare prices across platforms. So your hotel’s presence must span across social media, search engines, email, and even WhatsApp.

Start with pay-per-click (PPC) campaigns targeting search terms like “best 4-star hotel in Mumbai” or “family-friendly stay in Navi Mumbai.” Add retargeting ads that follow users who visited your site but didn’t book. Complement these with eye-catching social media posts showcasing your property, customer stories, and local attractions.

Email marketing remains a powerful channel. Send personalized offers, booking reminders, and newsletters with city events. SMS and WhatsApp campaigns can be especially effective for last-minute deals or guest feedback.

Content marketing is another goldmine. Regularly publishing blogs, city guides, or guest experiences builds authority and keeps your website fresh—both important for SEO. And don’t forget influencer collaborations and user-generated content to reach wider audiences.

The bottom line: marketing isn’t just about selling rooms—it’s about building relationships. And in Mumbai’s competitive landscape, relationships are everything.

Integration of AI and Chatbots for Guest Interaction

Enhancing Customer Support with AI

Artificial Intelligence is transforming the way hotels communicate with guests, offering real-time, personalized support without human limitations. For Mumbai’s bustling hotel industry, where customer expectations are sky-high and multilingual queries are frequent, AI-powered solutions like chatbots and virtual assistants offer a practical and scalable solution.

AI chatbots are now a regular feature on hotel websites and mobile apps. They can instantly answer frequently asked questions, assist with bookings, handle complaints, and even offer recommendations—all 24/7. Imagine a guest browsing a hotel in Lower Parel at midnight and asking about check-in times or room availability. Instead of waiting for human intervention, the AI chatbot responds immediately, keeping the booking process moving.

These bots are trained with vast datasets, enabling them to understand natural language and provide accurate responses. Some advanced models even learn from past interactions, improving their efficiency over time. In a diverse city like Mumbai, multilingual capabilities are a game-changer—bots that can chat in Hindi, Marathi, or even Gujarati widen accessibility.

AI also plays a role in analyzing guest behavior. By tracking interaction patterns, hotels can identify common queries, friction points in the booking process, or upselling opportunities. And when combined with CRM systems, AI can help personalize communication—addressing repeat guests by name, remembering their preferences, and recommending services accordingly.

For hotels aiming to cut costs without compromising service quality, AI is no longer futuristic—it’s a necessity.

24/7 Virtual Concierge for a Personalized Touch

Think of a virtual concierge as your digital butler—available around the clock to cater to guest needs. Unlike traditional front desk services bound by working hours, a virtual concierge works 24/7 and never gets tired. For hotels in Mumbai, especially those hosting international travelers arriving at odd hours, this offers a major advantage.

Virtual concierges can be accessed via hotel apps, websites, or even in-room tablets. Guests can use them to request towels, book cabs, find nearby attractions, schedule spa appointments, or order food—all without picking up the phone. This not only improves convenience but also reduces the workload on staff, leading to better overall service.

What sets virtual concierges apart is their ability to personalize. Using AI and guest data, they offer tailored suggestions—like recommending a local seafood restaurant to a returning guest who previously dined in-house or suggesting romantic spots for honeymooners. These personal touches build loyalty and enhance the guest experience.

Moreover, virtual concierges support upselling. They can promote room upgrades, special packages, and exclusive offers based on guest profiles. For Mumbai hotels looking to increase per-guest revenue, this smart upselling method is both subtle and effective.

In short, a virtual concierge is more than a gimmick—it’s a strategic digital asset that blends service with tech in the most user-friendly way.

Mobile Apps and Guest Self-Service

How Mobile Apps Simplify the Guest Journey

Mobile apps are now central to modern hotel operations. With the smartphone acting as the guest's personal control center, hotels in Mumbai are leveraging apps to deliver convenience, control, and connectivity—all while enhancing the guest experience.

Imagine a guest landing in Mumbai, tired from a long flight. With a hotel app, they can bypass the front desk and check-in directly from their phone. A digital key unlocks the room. Once inside, they use the app to control lighting, set the AC temperature, or order room service. No waiting, no confusion—just seamless service.

Apps also streamline communication. Instead of calling reception, guests can chat with the staff in real-time. Push notifications keep them informed about events, happy hour timings, or housekeeping schedules. Feedback forms within the app encourage real-time reviews, helping hotels fix issues before they snowball into complaints.

For international tourists or business travelers, this kind of functionality isn’t just a perk—it’s expected. Mumbai hotels that offer comprehensive app experiences differentiate themselves in the competitive market. Additionally, apps reduce dependency on paper—menus, brochures, service directories—making operations more eco-friendly and efficient.

The ability to gather usage data from apps also benefits hoteliers. By analyzing which services guests use most, hotels can optimize operations and marketing campaigns. Whether it’s a luxury hotel in South Mumbai or a business lodge near the airport, mobile apps are redefining hospitality, making every guest feel empowered and connected.

Self-Check-In/Out, Room Service, and More

Self-service is the new hospitality standard. With travelers now valuing speed and independence over in-person interaction, self-check-in/out systems are gaining popularity across Mumbai hotels. Especially in post-COVID times, these contactless experiences are not just preferred—they’re demanded.

A guest can now arrive, scan a QR code, verify identity, and unlock their room without ever speaking to the front desk. This is ideal for solo travelers, late arrivals, or anyone looking to avoid queues. On checkout day, the same app notifies them of checkout time, facilitates bill review, and processes payments in seconds.

Room service has also gone digital. Instead of calling a busy kitchen line, guests browse menus on their devices, customize orders, and track delivery. Payments are integrated, tipping options included, and preferences saved for future visits. This digitized flow eliminates misunderstandings, speeds up service, and increases satisfaction.

Other self-service features include do-not-disturb settings, spa appointment bookings, laundry requests, and housekeeping notifications. These empower guests while lightening the staff’s workload—allowing them to focus on tasks that genuinely require human interaction.

Self-service is not about removing the human touch; it’s about optimizing it. In a city like Mumbai, where hotels cater to thousands of guests daily, this kind of efficiency translates to better experiences and healthier profit margins.

CRM and Data Analytics for Guest Personalization

Building Loyalty Through Smart Data Insights

In the hospitality industry, guest loyalty is gold. And the smartest way to earn that loyalty? Personalization powered by data. For hotels in Mumbai—where guest preferences are as diverse as the city itself—Customer Relationship Management (CRM) systems are essential to delivering tailor-made experiences.

CRM software collects and stores data about every interaction a guest has with your hotel. From booking habits and payment preferences to feedback and social media behavior, it creates detailed profiles that can be used to personalize services. So when a guest who loves sea-view rooms returns, your team can greet them with a personalized message and assign them their favorite spot—automatically.

Loyalty programs integrated with CRMs offer custom rewards. Instead of generic discounts, you offer spa credits to wellness lovers or dinner vouchers to foodies. The result? A guest who feels seen and valued—and is more likely to return and recommend your hotel.

CRMs also support targeted marketing. Want to launch a campaign for corporate travelers from Delhi or newlyweds from Pune? With filtered lists and segmented campaigns, your communication becomes razor-sharp. For Mumbai hotels dealing with diverse demographics, this level of targeting is a major advantage.

Ultimately, CRM turns one-time visitors into repeat customers. It automates follow-ups, remembers guest preferences, and enables consistent, high-quality service. In a competitive market, that kind of consistency is priceless.

Creating Tailored Experiences Based on Guest Behavior

Let’s face it: no two guests are the same. One might want a quiet stay with room service and spa treatments, while another seeks city tours and local nightlife. By analyzing behavioral data, hotels can craft experiences that feel custom-made—and that’s what keeps guests coming back.

Data analytics tools help hoteliers understand patterns. What kind of rooms are most booked? Which services get used most frequently? What’s the average length of stay during holidays? The answers to these questions allow you to build packages, tweak services, and optimize marketing.

For example, if analytics show that international tourists frequently book rooms during the monsoon but rarely use the pool, you can create special in-house experience packages that cater to indoor preferences. Or if business travelers prefer early check-ins and high-speed internet, tailor your offering accordingly.

Mumbai’s guest pool is as varied as it gets. Using data to segment and understand these behaviors enables hotels to deliver targeted and thoughtful experiences. It also supports dynamic pricing, ensuring that your rooms are priced optimally based on demand and guest type.

When guests feel like a hotel understands and anticipates their needs, they’re not just satisfied—they’re impressed. And in hospitality, that emotional connection is what builds long-term success.

Cybersecurity in the Hospitality Tech Landscape

Protecting Guest Data and Transactions

In today’s digital-first hospitality ecosystem, data is the new currency—and safeguarding it is more critical than ever. With Mumbai hotels increasingly relying on web-based solutions, the risk of cyberattacks, data breaches, and online fraud also increases. Guests are sharing sensitive information: names, addresses, credit card details, and personal preferences. One breach can destroy a hotel’s reputation overnight.

So what can hotels in Mumbai do? First and foremost, implement SSL certificates on all websites and booking engines. This ensures that data transmitted between the guest and your servers is encrypted. Next, utilize secure payment gateways that comply with PCI DSS (Payment Card Industry Data Security Standards). These platforms protect payment data during and after the transaction process.

Firewalls, two-factor authentication, and regular software updates are also critical in warding off cyber threats. Many hotels now employ cybersecurity firms to conduct penetration testing—simulated attacks to uncover weak spots before hackers do. Staff training is equally important. A single employee clicking on a phishing email could compromise an entire system. Hence, educating teams on safe digital practices is an ongoing necessity.

Guests today are more privacy-conscious than ever. A visible commitment to security—like clearly outlined privacy policies and GDPR compliance—reassures them that they’re in good hands. It’s not just about ticking boxes; it’s about building digital trust in an age where data is everything.

Building Trust Through Secure Digital Platforms

Trust is the cornerstone of hospitality. Just as guests expect clean rooms and friendly service, they now expect robust digital security. Hotels that go the extra mile to ensure a safe online experience not only avoid legal pitfalls but also win customer loyalty.

One of the easiest ways to build trust is transparency. Clearly communicate your data policies, encryption standards, and customer support channels for reporting issues. Add trust badges on booking forms and confirmation pages to remind guests that their data is safe.

Security also plays a direct role in revenue. Guests are more likely to book through a hotel’s direct channel if they feel the platform is secure. Any hesitation caused by suspicious-looking forms or non-secure pages can lead to abandoned bookings. So, treat cybersecurity as an investment in customer satisfaction and revenue growth.

In Mumbai’s highly competitive market, guests will choose the hotel that gives them peace of mind—both offline and online.

Cloud-Based PMS and IoT Integration

Managing Operations Remotely and Efficiently

Cloud-based Property Management Systems (PMS) have revolutionized hotel operations, particularly in cities like Mumbai where space, speed, and scalability matter. Unlike traditional PMS that are confined to one location, cloud solutions offer remote access, real-time updates, and seamless integrations—all through a simple web dashboard.

With a cloud-based PMS, hotel staff can manage reservations, check-ins, billing, housekeeping, and guest communications from anywhere—even on the go. This flexibility is invaluable for multi-property managers, emergency scenarios, or simply during busy weekends when mobility is a must.

Integration is another key benefit. Cloud PMS platforms easily sync with CRMs, booking engines, payment gateways, and revenue management tools. This interconnected ecosystem streamlines workflows and reduces errors. Need to change room rates during a peak event in Mumbai? A few clicks on the dashboard, and it’s updated everywhere in real time.

Moreover, cloud systems support scalability. Whether you're managing a 10-room homestay in Bandra or a 300-room tower in Nariman Point, cloud platforms grow with you. There's no need for expensive hardware or complex installations—just a subscription and an internet connection.

Smart Rooms and IoT for Enhanced Guest Comfort

Welcome to the era of the “smart hotel room.” In Mumbai’s modern hotels, IoT (Internet of Things) devices are turning ordinary stays into extraordinary experiences. From voice-activated assistants to automated curtains, these technologies enhance convenience, comfort, and efficiency.

Smart thermostats adjust room temperatures based on occupancy. Motion sensors trigger lighting and energy-saving modes. Guests can control entertainment systems, lighting, and even room service orders from a central touchpad or mobile app. For tech-savvy travelers, especially millennials and Gen Z, this digital comfort is no longer a luxury—it’s expected.

IoT also benefits hoteliers. Smart systems can track energy usage, predict maintenance needs, and automate inventory controls. For instance, when a minibar item is removed, the inventory gets updated automatically. These efficiencies reduce operational costs and improve guest satisfaction simultaneously.

Mumbai’s hospitality sector is already adopting these innovations, particularly in luxury and business hotels. As prices drop and systems become more modular, even mid-range hotels will soon offer “smart” experiences. The future of comfort is digital—and it’s already here.

Virtual Tours and Augmented Reality in Hotel Marketing

Immersive Experiences for Remote Guests

In a crowded online marketplace, first impressions matter. And nothing wows potential guests quite like a 360° virtual tour. Hotels in Mumbai are now leveraging virtual reality (VR) and augmented reality (AR) to let customers explore rooms, lounges, gyms, and dining areas before booking.

A virtual tour provides transparency. Guests know exactly what to expect, reducing the chances of disappointment upon arrival. For international travelers or those unfamiliar with Mumbai’s diverse locales, this feature builds trust. “Is it really sea-facing?” Now they can see for themselves.

These immersive tours also boost SEO and time-on-site metrics. Guests spend more time exploring your website, which signals search engines that your content is valuable. Embedded tours on Google Maps or Booking.com also increase click-through rates and engagement.

AR for In-House Services and Entertainment

AR isn’t just for pre-booking—it enhances the in-stay experience as well. Guests can point their phones at signs to get digital overlays explaining hotel amenities, room features, or emergency exits. In restaurants, AR menus bring dishes to life with animations or videos of ingredients being prepared.

Hotels in Mumbai are starting to use AR for local navigation too. Imagine a guest scanning the hotel lobby wall map and receiving an interactive itinerary of nearby attractions. This kind of utility makes stays more informative and enjoyable.

AR games or scavenger hunts for kids are also being tested in family-friendly hotels, adding a layer of fun that guests remember long after checkout. As smartphone usage continues to dominate, AR is poised to become a staple of hotel engagement strategies.

Reviews and Reputation Management Tools

Encouraging Positive Feedback Online

In today’s digital world, reviews are the new word-of-mouth. For Mumbai hotels, managing online reputation can mean the difference between a full house and empty rooms. A single glowing review can convince someone to book, while a negative one can scare off a dozen others.

Encouraging positive feedback starts with asking. Automated post-checkout emails or app prompts can gently request reviews on Google, TripAdvisor, or booking platforms. Offering incentives like future discounts or loyalty points can boost response rates.

Timing also matters. The best moment to ask for a review is when a guest is most satisfied—after a smooth checkout or a memorable experience. Providing an easy and mobile-friendly way to leave reviews reduces friction and increases conversions.

Positive reviews aren’t just testimonials—they’re SEO gold. They improve your local rankings and help your hotel appear in the coveted Google “3-Pack” search results. The more consistent your positive ratings, the stronger your digital presence.

Responding to Negative Reviews Effectively

Negative reviews are inevitable. But handled well, they can turn into opportunities. A prompt, empathetic, and professional response shows prospective guests that your hotel cares and takes feedback seriously.

Address complaints publicly, but offer to resolve specifics offline. Thank the guest, apologize for the inconvenience, and explain what steps you’re taking to fix the issue. Avoid canned replies—authenticity goes a long way.

Use feedback to identify service gaps. If multiple reviews mention poor Wi-Fi or noisy rooms, it’s time to act. Reputation management tools like ReviewPro or TrustYou can help track sentiment across platforms, generate reports, and benchmark your performance.

Ultimately, your reputation is a reflection of your service. Consistent engagement, transparency, and responsiveness can turn even critical feedback into a brand-building moment.

Challenges Faced by Mumbai Hotels in Tech Adoption

Infrastructure Limitations and Staff Training

While the benefits of tech in hospitality are undeniable, adoption isn’t without hurdles—especially in a city like Mumbai where space constraints, legacy systems, and workforce diversity present real challenges.

Older buildings may lack the wiring or layout needed for IoT installations. Internet connectivity, though improving, is still patchy in some areas. This can disrupt cloud-based systems and frustrate both guests and staff.

Another major barrier is human—training staff to use new tools. Many hotel employees come from non-tech backgrounds. They may feel overwhelmed by new systems, leading to errors or underutilization. Consistent, hands-on training sessions are crucial to get buy-in and boost confidence.

Then there’s the resistance to change. Long-standing processes are hard to break. Management needs to lead by example, showing that tech doesn’t replace jobs—it enhances them. The goal is not to automate away the human touch, but to make it more effective.

Budget Constraints for Smaller Hotels

Budget is perhaps the most daunting hurdle, particularly for small and mid-range hotels. Premium tech solutions often come with hefty price tags—making them inaccessible for budget properties already struggling with thin margins.

However, tech doesn’t have to break the bank. Many cloud-based tools offer freemium models or scalable pricing. Government incentives and tourism development grants can also be explored. The key is to start small—implement a booking engine today, add a CRM next quarter, then invest in IoT later.

Collaboration can also help. Forming alliances with local startups or tech partners can unlock affordable pilot programs. By prioritizing tech that delivers immediate ROI—like direct booking systems or automation tools—smaller hotels can gradually modernize without financial strain.

Conclusion and Key Takeaways

Mumbai’s hotel industry stands at a digital crossroads. With competition fierce and guest expectations evolving faster than ever, technology is no longer optional—it’s the heartbeat of modern hospitality. From sleek websites and smart booking engines to AI assistants, virtual concierges, and mobile apps, the tools to transform guest experiences are within reach.

But success lies in strategic adoption. Whether you're running a five-star luxury resort or a boutique hotel, it’s about choosing the right tech for your goals, your guests, and your budget. Invest in training, prioritize security, and always keep the human element at the center.

Because at the end of the day, hospitality isn’t just about beds and breakfasts—it’s about experiences. And the smarter your systems, the more memorable those experiences will be.

FAQs

What is the most essential web solution for hotels today?

A responsive, mobile-friendly website integrated with a secure booking engine is the most essential. It acts as your digital storefront and is key to driving direct bookings.

How can small hotels in Mumbai afford tech upgrades?

Start with budget-friendly, cloud-based tools that offer monthly subscriptions. Focus on high-ROI areas like booking engines, CRM, and automated marketing before expanding to advanced systems.

Are AI chatbots effective in the hospitality industry?

Yes, AI chatbots can handle routine queries 24/7, improve response times, and free up staff to focus on complex guest needs. They’re highly effective in boosting guest satisfaction and operational efficiency.

What kind of mobile features do guests expect?

Guests expect mobile check-in/out, digital room keys, real-time chat, room service ordering, and easy access to hotel services—all through a dedicated hotel app or responsive mobile site.

How can hotels boost their Google rankings?

Implement local SEO strategies, optimize Google Business Profiles, gather consistent reviews, create local content, and ensure fast, mobile-friendly website performance.

[getoncrm]

 Inside Team TriAgent’s TDX 2025 Win: Innovation, Grit, and the Power of Collaboration

Team TriAgent’s journey at TrailblazerDX 2025 went beyond code and competition. From real-time Slack integration to building intelligent agents on AgentForce, their solution earned the “Best Use of Slack” award. This is a story of bold ideas, precise execution, and the collaborative spirit that pushed boundaries at one of the biggest Salesforce hackathons.

[hisevenblog]

Not Your Average CRM: Tailored for Asia’s Messaging-First Markets

Different regions having a very different marketing approach. While email marketing been used more on west regions, Asia more preferred on going through WeChat, WhatsApp, Telegram or DMs on social medias. It’s more centric on messaging and many CRM platforms aren’t built for this. Messaging been so deep in Asia’s culture that alot campaigns been created to specifically target on messaging platforms.

With such fast-moving, mobile-native digital culture, the business relationships are all managed in chat threads. As this is how the CRM platforms should be different too with more Asia-centric. This is what makes SCRM Champion stands out from another by specializing in private domain marketing and multi-platform media automation, which are often missing from current mainstream CRM platforms.

The Messaging-First Reality in Asia

Can’t deny that Asian people love their mobile devices. Just can’t be without them! That’s why when email open rates or landing page funnels mentioned, those are not much more concern. As in Asia, the almost every point of sales all happen in a messaging app. Let’s take a look at those messaging platforms.

WeChat: isn’t just a chat app, it can be considered as all in one business app in China.

WhatsApp: dominates in Southeast Asia and India as a primary customer service channel.

Telegram: due to lighter and easier to share ads around

TikTok: It’s have a storefronts with fully functional sales channel.

This is where conversation-based platforms outshine others which also able to handle multi-account, multilingual and geo-sensitive environments.

Key Features of SCRM Champion

Let deep dive on key features of SCRM Champion

1. Multi-Account Management

Manage all platforms like WhatsApp, Instagram, Telegram or TikTok, all conveniently in a single dashboard. No more switching between multiple accounts on multiple devices.

2. Private Domain Traffic Tools

All conversations inside very own digital spaces and not rented ad platforms. This supports well a loyalty loops and not cold funnels.

3. Secure Environment Isolation

As each windows simulating an isolated environment with unique browser and IP addresses, it just like appearing in different device or location. Avoiding platform bans and geo-restrictions.

4. AI Powered Auto Translation

Chat with users in any language, real-time translation helps you close deals faster across borders. No need for copy-paste Google Translate hacks.

5. Built-in Messaging Automation

All automations like auto-replies, keyword triggers or drip sequences just make the conversation more seamless and not flagged as spamming.

6. Private Chat Analysis

The ability to track who’s reading, replying or clicking in the DMs to understand the behavior patters.

Optimized for Asia and Ready for the World

In regions where trust and business are done through chat, it is where people go through everything in conversation. With apps as the entire ecosystem itself, this what’s makes the CRM have to adapt to it. Whether you’re a local services brand with big communities on WeChat, online e-commerce business from other site of the world that targeting SEA, or even a global agency that in need to handle multiple acc.

Try SCRM Champion Now!

[generatingfail]

"AI is gonna take your job!" Not when it gets the very simplest parts of your job right less than 60% of the time. (The subhed rounds up. The actual percentage was 58%.)

Also not when they blow confidentiality high, wide, and handsome.

Source.

[kanhasoft]

How AI-Powered CRM Solutions are Revolutionizing Modern Businesses

In today’s fast-paced digital environment, businesses need smarter tools to manage customer relationships efficiently. This is where AI-powered CRM solutions are transforming the game.

Unlike traditional CRM systems, AI-integrated CRMs help businesses automate customer interactions, analyze data patterns, and offer real-time insights to make informed decisions. The demand for such smart solutions is rising, especially among enterprises aiming to boost customer satisfaction and streamline operations.

One of the reliable partners for building custom AI-powered CRM and ERP solutions is KanhaSoft. With years of expertise in developing intelligent, scalable, and user-friendly software, KanhaSoft is enabling businesses worldwide to leverage the true potential of AI in customer management.

Whether you are a startup or an enterprise, choosing the right development partner is essential for digital growth. KanhaSoft’s tailored CRM solutions are built to scale, adapt, and evolve with your business needs.

[jcmarchi]

Breaking the Sales Plateau with Agentic AI

New Post has been published on https://thedigitalinsider.com/breaking-the-sales-plateau-with-agentic-ai/

Breaking the Sales Plateau with Agentic AI

Surpassing the limits of practice

In the realm of skill development — whether in music, sports, or sales — practitioners often encounter a performance plateau: a point where progress stalls despite continued effort. This phenomenon, commonly referred to as the ceiling effect, presents a major challenge to sustained improvement.

A groundbreaking study led by Dr. Shinichi Furuya at Sony Computer Science Laboratories explored this phenomenon in expert pianists.

Researchers developed a robotic exoskeleton glove capable of independently moving a pianist’s fingers with high precision. The glove guided participants through complex, high-speed movements that exceeded their natural motor control.

Remarkably, after just 30 minutes of assisted training, the pianists demonstrated measurable improvements in finger dexterity and speed. These gains persisted even after the glove was removed and extended to both hands — a phenomenon known as intermanual transfer.

“I was suffering from this dilemma, between overpracticing and the prevention of the injury, so then I thought, I have to think about some way to improve my skills without practicing.”

— Dr. Shinichi Furuya

The glove didn’t simply help people play faster. It showed them what better looked like, and how it felt to move at a higher level.

The research wasn’t just about music. It was about how people internalize new performance thresholds, something every sales leader should understand.

We’ve seen this in sport, too. When Roger Bannister broke the four-minute mile in 1954, something long believed to be physically impossible, it took just 46 days for someone else to do it again. Within a year, three more runners followed. Today, thousands have achieved it.

“However ordinary each of us may seem, we are all in some way special, and can do things that are extraordinary, perhaps until then… even thought impossible.”

— Roger Bannister

The human body didn’t suddenly evolve. But our belief in what was possible did. These breakthroughs changed belief.

The pianists didn’t just move their fingers faster. They left knowing they could. The runners didn’t just train harder. They trained differently because they believed new results were possible.

Sales is no different. For sellers to break through, they need to believe improvement is possible. Not in theory. In practice. And the fastest way to build that belief is to experience a better system, or see someone like them succeed in one.

That’s what the right system can do. It doesn’t just tell people how to improve. It helps them believe they can and then gives them proof. For leaders, the goal is to create conditions where that kind of belief and performance can scale.

The Sales parallel: Even the best hit the ceiling

Even experienced sellers reach a point where they stop progressing. The activity is still there. The effort is still there. But the results level off. This plateau happens when the environment around the seller no longer helps them adjust in real time or learn as they go.

Over the past five decades, sales has gone through major shifts — each designed to raise the quality of execution. Many of them did. But almost all relied on the seller to close the gap between knowing what to do and actually doing it.

(1970s) Consultative Selling reframed sales as a conversation focused on the buyer’s needs

(1988) SPIN Selling introduced a structure for discovery through Situation, Problem, Implication, and Need-payoff questions

(1990s) Solution Selling connected buyer pain to tailored solutions, but often relied on static scripts and decks

(1985–1998) Strategic Selling added structure for selling into buying groups and managing complex deals

(Early 2000s) CRM systems centralized pipeline data but offered limited coaching or in-flow support

(2011) The Challenger Sale emphasized teaching and reframing buyer thinking but required high rep proficiency

(2015–2020) Sales engagement platforms scaled buyer engagement, but codified repeatability in workflows, not skill development

(2017–2021) Conversation intelligence tools enabled better coaching, but insight often came after the moment of action

Each wave gave sellers better structure. They raised the ceiling by standardizing language, process, and visibility. But most of them required sellers to manually interpret what to do next. They offered guidance before or after the moment,  rarely during it.

That’s where the plateau sets in. Not because people stop improving, but because the system stops helping them improve in motion.

The next step forward is a system that reinforces progress as it happens, where sellers can experience better ways of working while they’re already in motion.

That’s what agentic systems make possible. They translate proven behaviors into timely guidance, adjust to buyer context, and help sellers make stronger decisions in the exact moment those decisions matter.

This is what breaks the plateau. Not belief alone, but belief supported by a system that helps people improve while doing the work.

How agentic AI and codified best practices break the plateau

The robotic glove didn’t just offer instructions. It gave pianists a felt experience of what higher performance looked like. And because they felt it — in motion, not in theory — they were able to build on it.

Agentic AI offers something similar. It supports sellers while they’re selling. It surfaces guidance when it’s needed. And over time, it helps sellers develop new instincts by showing them what strong execution looks like in context.

Here’s how that happens.

1. Sellers perform better when the starting point is stronger

Sales reps aren’t short on data. What they’re short on is time to turn that data into something useful — and clarity on what will actually move the deal forward. That’s where agentic AI makes a fundamental shift.

Instead of simply recommending next steps, agents do the work a top-performing seller would: researching the account, identifying high-priority buyers, prioritizing based on real-time engagement signals, and drafting communications that reflect that context. This isn’t just guidance layered on top of the workflow. It’s best-practice execution embedded inside it.

The result is a starting point that’s already strong. Sellers can jump in with their expertise and judgment to refine the strategy, adjust tone, or tailor the sequence ��� instead of spending precious time just getting to “good enough.” That shift deepens the rep’s understanding of what good looks like and gives them space to make it even better.

💡 Research shows that feedback provided during a task, particularly when paired with examples or partial solutions,  leads to stronger skill acquisition than feedback given afterward (Shute, V. J., 2008). When sellers engage directly with high-quality inputs, they learn faster and perform better. The learning becomes experiential, not theoretical.

This is how agentic AI builds skill through execution. Not by telling reps what to do — but by doing the foundational work well enough that sellers learn through use. When the busywork is automated and the best practice is built in, reps are free to focus on strategic thinking and meaningful buyer engagement.

2. Best practices become more accessible

Some sellers are able to pick up on subtle cues and patterns. They develop their own sense of timing, language, and buyer engagement. Over time, these instincts make them highly effective — but often, their approach remains difficult to describe or transfer.

Agentic AI helps make those patterns visible. It detects which approaches are working across different situations, then reflects that insight back to the broader team. Talk tracks adjust based on the stage or the buyer. Cadences evolve as new data becomes available. And learning becomes more concrete, because it’s grounded in real behavior.

💡A study found that people improve most effectively when their practice is structured, when they receive timely feedback, and when the task is meaningful. (Ericsson, K. A., Krampe, R. T., & Tesch-Römer, C. 1993). Agentic AI creates the conditions for that kind of learning to happen inside the work itself.

With this structure in place, improvement stops being isolated to top performers. The environment begins to support growth for everyone.

3. Learning happens in the moment, not just in review

Traditional coaching often looks backward. A call is analyzed after it ends. A mistake is flagged after it happens. The learning is real, but the moment has already passed.

Agentic AI helps shift that timeline forward. It scores calls while they happen. It highlights buyer signals before they’re missed. It helps sellers adjust when the situation is still unfolding, not after the window has closed.

💡Studies show that mixing different types of challenges leads to better long-term retention than practicing one skill repeatedly in isolation. Sales conversations are inherently varied, so systems that support learning within this variability make sellers more adaptable and confident under pressure. (Rohrer, D. 2012)

The result is not just a better understanding of what happened, but a stronger ability to respond in real time.

4. Mental energy is reserved for the work that matters

The part of sales that requires the most attention (building relationships, asking the right questions, responding with care) is also the part that gets interrupted most often by administrative tasks.

Sellers spend hours each week logging activities, writing follow-ups, finding past call notes, and updating systems. These tasks matter. But they also drain focus from the kind of work only people can do.

Agentic systems help by taking on these responsibilities. They capture what happened in a meeting, summarize it, log it, and pull forward relevant information for the next interaction. The seller doesn’t have to go searching for context or manually piece together what comes next.

This frees up attention. And that attention can be reinvested in listening more carefully, asking more thoughtful questions, and noticing what matters in the moment.

Progress in sales doesn’t come from more hours. It comes from better energy. Agentic support helps make that shift.

5. The improvements show up in outcomes (and in people)

When sales teams get the right acceleration platforms in place, the impact is undeniable. Sellers become more productive. Deal sizes grow. New hires hit their stride in record time. These are outcome measures, but they reflect something deeper: an environment where growth isn’t just possible, it’s inevitable.

When sellers have systems that actually support them, they don’t just work harder, they get better while doing their jobs. The effects compound. Habits become stronger. Confidence becomes more stable. Teams become more consistent. Individual growth and business results start feeding each other in ways that create momentum you can feel.

That’s the kind of growth that lasts.

Repeatability is the core systemic advantage

Consistent performance across a sales organization requires more than individual effort. It depends on structured systems that guide behavior, reinforce best practices, and create feedback loops that support continuous improvement.

In environments without that structure, growth remains inconsistent. Progress relies on trial and error, tribal knowledge, or isolated coaching. Sellers may succeed, but they do so unevenly, and often without understanding what led to the outcome.

Repeatability changes the dynamic. It removes uncertainty by embedding successful patterns into daily workflows. Sellers receive timely guidance, gain clarity on next steps, and develop habits that align with proven outcomes.

Agentic AI supports this by creating alignment between what sellers see, what they do, and what the system reinforces. It integrates learning into the moment of action, turning performance from a byproduct of individual intuition into a function of the operating environment.

With repeatability in place, the team becomes more resilient. Ramp time decreases. Execution improves. And growth is no longer tied to a few high performers. For sales leadership, that leads to fewer variables, more predictability, and a clearer path to scale.

Agentic AI is the “assist” that helps sellers move beyond their limits

A system is only as strong as its ability to support the people inside it. Agentic AI enhances that support by taking actions, shaping behaviors, and surfacing insights that help sellers stay focused on what matters most.

This is increasingly important in modern sales organizations, where decision cycles are shorter, buyer expectations are higher, and seller capacity is stretched.

Relying on manual coaching or process reminders is not enough to keep pace with the complexity sellers face.

Agentic systems contribute in five critical ways:

They take action on behalf of sellers, automating tasks, deepening high impact work, and elevating the human work

They deliver guidance in context, not as an afterthought

They adapt to real-time inputs across the buyer journey

They reduce the burden of task management, freeing time for strategic work

They track what’s working, making it easier to reinforce success across the team

These capabilities create a more stable operating environment. Sellers are less reactive. Managers have more visibility. And sellers spend more time in meaningful conversations with buyers.

This shift doesn’t require a reinvention of the sales process. It requires a commitment to designing systems that support learning, execution, and improvement — all within the same motion.

When that commitment is in place, the impact compounds. The plateau becomes a reference point, not a ceiling.

[aeyecrm]

AI-Powered Automation: The Competitive Advantage for Small Businesses

What is AI-powered automation, and how does it work?

AI-powered automation is when machines use artificial intelligence (AI) to do tasks that normally need human thinking. These tasks include answering customer questions, managing emails, creating reports, scheduling meetings, and even making smart business decisions.

It combines machine learning, natural language processing, and data analytics to automate both simple and complex business processes. For small businesses, this means they can operate faster, smarter, and with fewer resources.

Why should small businesses care about AI automation?

Because AI helps small businesses do more with less. Here’s how:

Time savings: AI can reduce time spent on repetitive tasks by up to 80% (McKinsey & Company).

Cost efficiency: A study by Accenture found AI can lower operating costs by up to 30%.

Growth: Businesses that adopt AI grow revenue 50% faster than those that don’t (Forrester Research).

Competitive edge: In a crowded market, speed and precision matter. AI gives smaller companies tools that used to be available only to large enterprises.

What areas of business can AI automate?

What are the benefits of using AI for small businesses?

Here’s how AI changes the game:

Saves time and resources

Automates repetitive tasks like data entry, scheduling, and follow-ups

Lets your team focus on work that requires real thinking

2. Improves customer service

Chatbots like Tidio or Drift respond 24/7

Personalizes responses based on customer history

3. Boosts marketing performance

AI tools like Mailchimp and ActiveCampaign send smarter emails

Tracks customer behavior and adjusts campaigns in real-time

4. Makes better decisions faster

AI tools can analyze data and show trends that humans might miss

Helps with forecasting sales or choosing the right products to promote

5. Scales with your business

AI doesn’t need a lunch break. As your business grows, it grows with you.

How much does AI automation cost for small businesses?

Good news — it’s more affordable than you think.

AI chatbots like Tidio start at around $29/month

AI email marketing tools like MailerLite start free, then scale up

AI scheduling tools like Calendly offer free tiers for solo users

AI bookkeeping software like QuickBooks with AI features start at $25/month

Even platforms like HubSpot and Zoho CRM have built-in AI tools now, often included in their base plans.

How do I get started with AI automation?

Step 1: Identify repetitive tasks Start with things you or your team do daily: sending emails, answering the same customer questions, or pulling reports.

Step 2: Choose the right tools Here are a few to consider:

CRM automation: Zoho CRM, HubSpot, Salesforce

Marketing AI: Mailchimp, Jasper, Copy.ai

Finance AI: QuickBooks, Xero, FreshBooks

Operations: Zapier, Make, Monday.com

Step 3: Start small Automate one task, track the results, and build from there. For example, use an AI chatbot to handle FAQs, then expand to email automation.

Step 4: Train your team Make sure your team understands the tools and knows how to use them. Choose platforms with good customer support or training videos.

Step 5: Monitor and adjust Check how automation affects your time, customer satisfaction, and budget. Tweak your system as needed.

Are there real-world examples of small businesses using AI?

Yes. Many small businesses are already using AI to succeed:

Coffee shop in Chicago used AI-powered email marketing and saw a 35% increase in repeat customers.

Online craft store in Texas used AI chatbots and reduced customer support response time by 70%.

Digital marketing agency in Florida automated lead scoring with Zoho CRM and boosted conversion rates by 25%.

These are simple use cases with big impact. None of them required full-time IT staff.

What are the risks or downsides of using AI for small businesses?

Like any tool, AI comes with challenges:

Over-automation: Customers still want to talk to humans sometimes.

Data privacy: You need to make sure the tools you use are secure and follow data laws.

Learning curve: Some tools require time to learn or train properly.

Wrong expectations: AI helps — but it doesn’t solve every problem magically.

The key is to use AI where it makes sense, not everywhere.

What should I look for in an AI solution provider?

When choosing a tool or consultant, make sure they:

Understand your industry and business size

Offer setup, support, and training

Work with trusted AI platforms

Can show real examples and results

Help you integrate with tools you already use

Don’t just pick the tool with the flashiest features. Choose the one that solves your problems best.

Final thoughts: Is AI automation worth it for small businesses?

Yes. AI-powered automation is no longer just for big companies. It’s for any business that wants to:

Save time

Lower costs

Serve customers better

Grow smarter

By starting with small changes — like chatbots, email automation, or CRM updates — you can see big returns quickly. And as the tools grow smarter and more affordable, the benefits will only increase.

If you’re unsure where to begin or want expert guidance, AeyeCRM offers personalized support to help small businesses get started with cloud-based AI tools that drive real results.

[unitedstatesrei]

Automate, Elevate, and Build a Business That Works for You with Caroline Hobbs

Key Takeaways Automating systems and setting clear expectations are the keys to building a scalable, sustainable business. Agents should start with their personal sphere and consistently ask for the business without fear. Leveraging AI and SOPs empowers agents to save time and focus on income-producing tasks. United States Real Estate Investor The REI Agent with Caroline Hobbs https://youtu.be/rpR6yoX4TIg Follow and subscribe to The REI Agent on social Facebook Instagram Youtube .cls-1fill:#fff; Linkedin X-twitter United States Real Estate Investor It's time to have an investor-friendly agent on your team! It's time to have an investor-friendly agent on your team! United States Real Estate Investor From Open Houses to Ownership: Caroline Hobbs’ Rise to Real Estate Mastery In this eye-opening episode of The REI Agent Podcast, Mattias hosts the extraordinary Caroline Hobbs, a powerhouse in real estate, tech, and team building. While Erica is out for physical therapy, Mattias flies solo to spotlight a woman whose story screams resilience, vision, and innovation. Caroline isn’t just a top-producing agent. She’s the founder of Reward Realty, one of California’s youngest-ever brokers, and the brain behind a revolutionary real estate CRM that’s changing how agents work nationwide. “I graduated college in 2009—arguably the worst time in history to try and get a job in finance.” Her story begins with inherited wisdom. As a third-generation real estate expert, Caroline was practically born to build an empire. What started with open houses during college soon transformed into a thriving brokerage, and eventually, a pioneering tech company designed for agents by an agent. Starting Young, Going Big: The Journey of a 21-Year-Old Broker Caroline doesn’t just talk the talk—she’s lived every part of it. At just 21, she became a licensed broker, stepping into an industry most were fleeing during the housing crash. Her mentor, a Keller Williams legend with over 10,000 contacts in her database, gave Caroline the tactical experience to thrive in chaos. “I was probably the youngest broker in the state for a while… because I graduated early and the experience rule hadn’t kicked in yet.” That early exposure to system-building and data management laid the foundation for something bigger: leading her own team, then creating a platform that helps others do the same, faster, smarter, and more profitably. Real Brokerage, Real Growth, Real Results Fast forward to today, Caroline’s team under Real Brokerage has grown from 4 to 9 agents in just four months. Her secret? Monthly masterminds, relentless expectation setting, and systems that allow every team member to build sustainably. “We teach people how to treat us—but we also set the expectations for our clients, our team, and our business.” She’s not just closing deals. She’s mentoring minds and building leaders. From showings to SOPs, Caroline’s influence runs deep in every aspect of her operation. She reminds us that real leadership is built on communication, follow-through, and vision. The Software That’s Reshaping the Agent's Life Caroline’s CRM isn’t just another shiny object, it’s a full-stack assistant that reads documents, transcribes calls, tracks deadlines, and automates client communication. “We help agents build out their SOPs, automate their transactions, and create time-saving systems that actually serve them.” With integrations into DocuSign, Dropbox, Fellow, and custom pipelines, it’s a plug-and-play system that frees up time for what matters: serving people. The CRM even uses AI to summarize phone calls, schedule follow-ups, and trigger marketing automations. It’s the very definition of working smarter, not harder. Train Like a Pro with Caroline’s AI Roleplay Coach Caroline also created a custom GPT tool for her team that roleplays lead conversations, provides feedback, and trains agents on how to confidently convert calls into clients. “It gives them

real-time feedback on what they did well and how they can improve—and it’s trained with Tom Ferry and Phil Jones language.” New agents use it daily to sharpen their skills before ever picking up a phone. She understands that the biggest gaps in success are often confidence and preparation, and she’s built tools to bridge both. Want More Deals? Ask for the Business. When Mattias asked Caroline for one golden nugget for new agents, she didn’t flinch. “Start with your sphere and ask for the business. Don’t be shy to say, ‘Do you know anyone looking to buy or sell?’” Her advice is refreshingly practical—start face-to-face, lean on your community, and build your skills over time. AI and automation are tools, but relationships and reputation are still the foundation. Final Words of Wisdom from a Trailblazer To close out the episode, Caroline recommends the game-changing book Buy Back Your Time by Dan Martell. “You should be out making the sales, not buried in paperwork. Automate and delegate everything else.” From strategy to software to soul, Caroline Hobbs embodies what The REI Agent is all about: building wealth while staying aligned with who you are and what matters most. Want to work smarter, lead better, and live bolder? Start by asking better questions. Caroline did, and it changed everything. Stay tuned for more inspiring stories on The REI Agent podcast, your go-to source for insights, inspiration, and strategies from top agents and investors who are living their best lives through real estate. For more content and episodes, visit reiagent.com. United States Real Estate Investor Create healing and connection within yourself, your family, and your community. Create healing and connection within yourself, your family, and your community. United States Real Estate Investor Contact Caroline Hobbs Reward Realty Linktree United States Real Estate Investor Mentioned References Buy Back Your Time by Dan Martell Tom Ferry Phil Jones Real Brokerage Google Forms ChatGPT United States Real Estate Investor Transcript Welcome to the REI Agent, a holistic approach to life through real estate. I'm Mattias, an agent and investor. And I'm Erica, a licensed therapist. Join us as we interview guests that also strive to live bold and fulfilled lives through business and real estate investing. Tune in every week for interviews with real estate agents and investors. Ready to level up? Let's do it. Welcome back to the REI Agent. It's your friendly local neighborhood real estate agent podcast host, Mattias, an investor. We are not, we don't have Erica with us today. So unfortunately, she had to go to PT. So we will hopefully have her here on the next one. But we did have a great guest today, Caroline Hobbs. Caroline is a team lead. She's an experienced agent, broker, and now a software owner. She has a CRM that she sells that has a lot of automations and stuff built in. It's pretty cool. So definitely check out the show notes if you are interested in hearing more about that. She can, you can see where, you know, in her link tree what all is available. I think that in this business, there's a lot of shiny objects. There's a lot of people that are trying to kind of get your money and can be distracting. Sometimes we get focused or persuaded into something. It could be changing brokerages. It could be, you know, this new tool that's fun. It could be a new system. I'm certainly guilty of this stuff. But I think at the end of the day, if you are focused on providing your clients with consistent, clear communication and you're setting expectations, you're going to do really well. So if you focus on those as the core tenement, and if you are building out systems and processes that help enhance that, I think that's what's really key in business that you already have. That's not necessarily something that will help you gain more business, other than people might rave about your services because they felt like they were taken care of the whole time.

So no matter what you do in this business, no matter what kind of things that you look into, because I think, you know, systems and processes and software, AI, all that stuff can be incredibly powerful. Just don't lose sight of what's really important when you are interacting with your clients. I think that's the key there. But without further ado, I'm going to keep this one short. We're going to go right into Caroline Hobbs. She, again, is out of the Silicon Valley area. She is an experienced agent. She may have been, and she talks about this, the youngest broker in the whole state of California for a couple months. So without further ado, Caroline Hobbs. Welcome back to the REI Agent. I am here with Caroline Hobbs. Caroline, thanks so much for joining us today. Thanks for having me. Hey, Caroline, you got a couple different hats. You have been an agent for a while. You've now team lead and you own a software company, correct? Correct. Yeah, awesome. To get started, I want to dive into all this different stuff, but let's get started by just kind of hearing how you got into real estate to begin with. Yeah, definitely. So I am third generation in real estate. So you could kind of say that I was born into it. My grandfather used to flip properties. He was a contractor. And after my mom graduated college, he encouraged her to go on and get her real estate license, which she did. She worked for Fieldstone down in Southern California, selling new homes for years and years, and eventually moved over to the lending side of things. While I was in college, I got a part-time job. I had no intention of going into real estate, as I have my degree in finance, but got a job hosting open houses for a realtor in Palo Alto and decided that I liked it. So shortly after graduation, I got my broker's license and a few years after that, started my independent brokerage. Nice. Wow, that's awesome. So you jumped right into starting your own brokerage, not just a new team. You went right into being your own broker. Well, so the realtor that trained me, just to give you a little bit of perspective, I started working for her in 2008, 2007, something around right there, and right at the heat of the crash as the market was crumbling. I graduated college. You needed to get into it. I graduated college in 2009, which is basically the worst time in history to try and get a job in finance. I was still working with the agent that trained me, and honestly, I couldn't have asked for a better mentor. The woman who I got to work with, she was internationally ranked as the top-selling agent in all of Keller Williams. She had a database at the time of over 10,000 people, which this is before people used databases. So I was hosting her open houses. I was organizing all of her clients in her database. I got a lot of really tactical, hands-on experience for how to manage contacts, how to stir the pot and turn that into actual business. So I worked with her for the first five, six years of my career, and then I was teaching a lot of classes at Keller Williams. I went off. I became an independent agent with them, but ultimately, I felt like my time was being pulled in multiple directions with being in the bigger office and having my broker's license. I felt confident that I could do it, and so I started Reward Realty in 2011. And I started that in 2013, and I ran it as an independent for 11 years. Wow. That's awesome. Just real quick before I forget, do you have any fun ways of re-engaging a database of that size that you could share? Honestly, the technologies have changed so much. So the tactics I use today to serve databases like that versus the tactics I used 10 years ago are very different. I am really big on utilizing tags and client types. I'm also pretty big on utilizing pipelines to analyze your business, kind of scoping out a little bit. I think the most important thing is to make sure that your contacts are always properly categorized.

And then when we talk about my software, I can kind of talk about ways that we have built our system to help agents keep those things top priority as they're working in their database. So that way, it's easier to identify those low-hanging fruit. Okay. Yeah, we'll have to get into that. I do want to talk a little bit about team building first. So when you got your brokerage, did you already have agents that were going to join you or were you just kind of at that point going to be a solo broker agent? Or did you hire an admin? What was that process like? For most of the time that I ran my brokerage as an independent, I had just an admin TC and a couple agents with me, like two or three for most of the time. So it was never, I was always the top producing agent. I was in some cases feeding other agents that were with me. Being independent was great. It was really lonely at first because I went from a team in an office environment to being on my own. And so having that assistant really helped with bridging the camaraderie gap and the social gap. And then it's honestly just recently that I really started getting involved more with the associations, the boards, things like that locally. At the time, real estate wasn't trendy to get into because the market was crashing. It was the worst time in real estate. So I was much younger than anybody else in my office or really in the industry that I knew at the time. When I got my broker's license, I had just turned 21. I was 21. Wow. There's a good chance I was probably the youngest broker in the state for a while just because you had to either have a degree in finance or economics or have five years sales person's experience at the time. And since I was younger than everybody in school and I graduated and got my broker's license right away, they changed it a few months later to require the five years experience. But at the time, they didn't have that in place. I was wondering. I think here it's three years of experience. I don't know if we have that finance loophole. There's no loophole anymore. But there was. This is in 2009, so a long time ago. So when you were bringing agents on or when you had a couple of agents, were they just selling independently or were they designated to help you in certain ways like having a showing agent or something like that, listing specialist? I did have one showing agent. The others worked independently. Okay. Yeah. And how's your, you said sales team earlier. How's that structured now? So my sales team has grown a lot. So one year ago, I made the switch from operating my business as an independent to coming on with Real Brokerage as a part of their white label program. So under their white label program, I've been able to grow quite a bit. We have an agent locally that is a huge attractor. And but he doesn't quite have the capacity to give training and things like that to agents. So I started doing monthly masterminds for agents with my lending partners where I kind of take a look at all the different ways that agents generate business, whether we're talking about social interactions, you know, their kids, the parents at their kids schools, whether we're talking about online marketing, purchasing leads, converting leads, whether we're talking about social media, being an influencer, direct mailing, farming, all of these different kind of tried and true, so to speak, ways. We kind of rotate and dive into each of those things on a monthly basis. Usually the trainings are about two to three hours long. And it has grown my team from four of us to nine of us in the past four months. Wow. Now, again, is that structured kind of like you were before? Do you have any designated people helping you directly? Are they all just kind of independent agents that are there to help or to be mentored by you, et cetera, and work together as a team? So we work together as a team. So I help not as much on like the paid lead side, but like I go on listing appointments with my agents and secure the transaction for us.

I've been in this business for so long. I understand the ins and outs and how to problem solve on the spot. There's not much that somebody could throw at me that I wouldn't be able to take a second and give them good guidance on. Not to say that I'm perfect. It's just when you've been in the business almost 16 years and you've been on as many inspections and things like that, you retain it. And I honestly, I live by the mindset that there's always something new to learn with every transaction, with every interaction that we have with people. So I kind of utilize that. Yeah. Cool. Yeah, it definitely helps. And things don't phase you quite as much as they may have in the beginning. A hundred percent. When a problem comes up or whatever, like each time. I kind of remember the first year that really my business really took off, skyrocketed. It also came with a lot of problems. And there was one time where I was just like down. I was just like, you know, kind of overwhelmed and just like, oh my gosh. So many problems, so many issues. And, you know, a good friend of mine kind of took me aside and was trying to give me like a pep talk and all that kind of stuff. But another friend was telling me, you know, whenever this kind of stuff happens, like it's just, you know, once you get past it, like you feel unfazed, like you're going to be unflappable. You're not going to be able to be bothered by little things anymore because you just got through this like really tedious time. But on top of that, the next time something like that happens, it's not as big of a deal. And so like looking back at the things that like phase you at the beginning versus now, just it's kind of, it's almost funny. But you can share that with your team as well if they're not quite as experienced as you. You know what, I tell my team this all the time and I can't say it enough is not only do we teach other people how to treat us, but we also set expectations for our clients, for our team members, for any interactions that we have. And so I feel like as an agent, more than anything else, that is our number one role is setting expectations. Because it's when those expectations are not met that people start getting frantic and they start making emotional choices. And so if you can just stay ahead of that and provide communication, then the problems stop popping up. 100%. There is somebody on here, I think he was an investor actually, but he was talking about how kind of everything boils down to setting clear expectations and communicating effectively. And if you can do those two things, even with your kids, with your family, it's just like, you know, you're a little kid and they're in the middle of a TV show or middle of playing in the park and all of a sudden you're like, we're going, we're leaving, bye. And just rip them out of that. They're going to be pissed. They're going to be very mad. But if you set the expectations that A, you're going to be here for this long and then kind of check in with them, communicate that, you know, 15 minutes, 10 minutes, five minutes, one minute, whatever, and we're going to leave, then that whole process goes a lot more smoothly. And that's the same for, you know, clients. Like if you are proactively communicating throughout the process and, you know, setting the expectations that they're going to get that email, that call, that whatever at this time, they're not going to be anxious. They feel that they're covered. And yeah, so I agree. Agents are the same way though. And I think that's one reason why I've been successful in stepping from, because in a lot of ways I run my team and my downline with Real in the same way that I ran the brokerage. Setting expectations with your agents. I think, you know, let's talk about marketing for example. People think that they're going to send one postcard and suddenly the phone is going to start ringing and everyone is going to be offering them their house to sell. Right.

That's just not how it works. It's stacking those good behaviors every single day to get closer and closer to your goal. And so it's about building that consistency. And so part of my job as a team lead is setting that expectation from the beginning. Okay, you want to start a farm. That's amazing. Let's go ahead and determine the farm. But to be clear, you should not expect anything to turn from this farm for at least the next three to six months. Don't start Google marketing and think that all of a sudden your phone is going to ring off the hook. No, you're going to have to build up that SEO credibility. You're looking at at least six months before you're really starting to get things, the algorithms and everything, getting to know who you are. And so I think that's where a lot of miscommunication goes into it. I think a lot of people are afraid of the truth or they're afraid of rejection if they give somebody the whole truth. And so it's kind of just it goes back to setting those expectations from the beginning. Yeah, that consistency too is huge. I have a house under contract that I've been mailing postcards to that community as a farm for two years, I think. And this is the first actual deal to come from two years. Yeah. And now the result of this sale is great for everything that I've been saying that I'm doing. I did in this deal and we got an amazing above asking price offers that I can now market to that community and just hopefully that will continue to snowball the results from that marketing that I've been doing. But that's hard for people. I mean, that's a lot of money. You know, it's hard to see the forest for the trees. Like if you're spending a lot of money on Google ads, you're spending a lot of money on postcards and nothing's actually come from it. You just feel like, you know, what's the point after a couple months you just spent. So in some ways it's easier to sign a contract or to just send the money to an agency that says, I'm going to commit to this for a year and I'm going to put it up front and it's done. And because you're going to just be spending money pointlessly otherwise, probably. Well, and honestly, I think the same thing goes when you're starting a team as well is people think this is going to be great. I am going to start a team. I'm going to check in with my team and they're going to go off and then I'm going to get a piece of the commission and it's going to be great. Right. Well, starting a team is a huge time investment and time is money. And, you know, I feel like so much of this business is kind of like a chess game and understanding where you move your time and money. And oftentimes I use those synonymously because, you know, we need both. Yeah. Succeed. Yeah, totally. Tell us a little bit about the software now. We were talking a little bit beforehand and how the software you're creating is all about automation and kind of freeing up people's time. So then I'm definitely super interested in. So tell us about what your software does. Well, so something that I have learned in mentoring agents and running the brokerage and going to conferences and meeting people from across the country. Realtors are social beings. Yeah. They are great at meeting people. They're great at forming relationships. They're not good at the back end stuff, but not everyone can afford an assistant. And a lot of people don't have the skill set to really articulate what it is that they're how their process goes, how it's laid out. And the reason is, is they don't have a standard operating procedure for how they transact. They kind of do it on the fly. Yeah. And say, well, every transaction is so unique. But is it because we have the same deadlines? You have the same paperwork that's needed. Hopefully you're getting the same level of customer service to each of your clients. So one thing that I really love about our software, like straight out of the gate from the time that we onboard you is there's several different modules that you go through.

And really what these modules are aimed to do is to build out those SOPs for your listing and buying process from deadlines to communications, to marketing, to gifting. Even we are one of our things is we're really big on building out integrations for all of the different tools and everything that you're using. If you're using something with an open API, our dev teams will actually build a custom integration with that company. We have a priority list based on request, but that's something that we're doing to constantly make our software work better with the tools and everything that agents are already using. We're not trying to... So many of those. Exactly. There is, there is. So for example, we're just finishing a two-way integration with Fellow, which is a home valuation software. And the reason why we're building out a two-way integration with them is they have some really great data enhancement tools where you can look up phone numbers and email addresses and things like that. And it's no, it's not helpful if you get a data enrichment in another software program and then it doesn't update clients in your database. Right. And so we want to make sure that we're working smarter and not harder. So things like that. So we have the transaction management process that is automated as far as deadlines and communications go. We also have an app with DocuSign and a client portal with Dropbox that kind of organizes all of the paperwork for each client as it's completed. And then as far as like the marketing goes, we have some postcard automations set up. We have from the time that people come into the database and that first call is made to them for like your online marketing leads, that call is actually transcribed and sent through chat GPT to determine what type of client it is. Is it a buyer? Is it a seller? Did you set up an appointment on the call? Because if you did, it's going to set the calendar appointment in your system. Nice. If you collect that email address from them over the phone, it's going to save that email address for them in the system so that when you're driving between appointments or at your kid's soccer game and you're taking a call and you don't have a pen and paper and you're like, oh, could you please text me your contact? Yep. You don't have to do that anymore. Just utilizing the smart number in the system will help you collect all that information and make sure that it's setting things off appropriately. So when different types of appointments are made, different types of communications are going to go out as far as reminders or even email communication, preparing them for an inspection. One of my favorite things is once the inspection is complete, the inspection appointment, it's going to send a text to your client saying the inspection is complete. Use the link below to schedule a review of the inspection documents with your agent. And it sends them the next calendar link. So that way you already have your next appointment being booked with your clients to follow up without you having to sit around and wait for it. Nice. So is this a CRM or a plugin to anybody's CRM? It's a CRM. Okay, cool. Although it can sync with other CRMs, it doesn't make sense. Right, you're doubling up. Yeah, cool. Yeah, I like that. It's, there's a lot that, a lot of time people can spend in that, in those rabbit holes of like automating and stuff. And so it is nice when somebody is already creating those for you and kind of setting up a system that they can follow. So that's really cool. Yeah, we, like throughout the onboarding process, they actually order the communications and everything like that. You can actually change the emails that are going to go out. So you get full privileges over that. You can add emails to sequences. And then our software will automatically build those workflows in there for you. Yeah, that's awesome. So I imagine then you would have kind of like a work phone

number that would be integrated with a CRM that then have those automated texts coming from and that you would have like those phone calls, the recording, et cetera, happening through. Yeah, yeah. And so one of the things that I've found in CRM searches and stuff is there seems to be a lot of separation. Like people like prefer maybe to have their personal stuff and their like work stuff separate. And I've kind of always operated off of like, it's all one for me. You know, like all my contacts are just kind of my sphere. So one of the things that I've had to do with some of the CRMs I've worked with is then kind of sync my contacts. And that has to be like through a Zapier or something like that. But that's been one little thing. But I do like the fact that you can have, you could build out, especially if you're doing, I could imagine if you're doing like online lead generation, which is not something I've done much of, that you might feel bombarded with a bunch of people you don't know well. And so like having that separation could be nice until maybe you get them into like that, you know, they're actually an active client. And then, you know, you might use your own phone as well. But yeah, I could see why there's a lot of people that their CRM wants to be very separate from their personal life. I see that. But honestly, I feel like it's a lot misguided. And the reason for that is like those people, those friends and family members are some of your biggest supporters. Oh, absolutely. And sometimes they need reminding that you're an expert in the field that you're in. You're not just the default because you're family. You're default because you're the smartest person they know about real estate. Yeah. You know what I mean? Yeah. And you want them to be shouting your name from the hilltops anytime they hear anybody breathing about moving. Exactly. So for me, like identifying the client type, and we have a lot of automation set up like this, where it's like when you add a lead source, we add it into the workflow, and we say, okay, leads coming from this lead source. What are they? Are they buyers? Are they sellers? Are they so like, for example, we use Google Forms. And so I know that when somebody fills out the buyer Google Form, that they are a buyer. Yeah. And so I think it's just making sure that you're appropriately labeling your contacts. And so, you know, you asked me the question earlier, like, what do you do to stir the pot? Yeah. Well, again, as a part of the onboarding process, and it's available like in our learning center as well as we talk about how to use tags, we talk about how to use the client type, we talk about how to create new opportunities to keep the end filters to be able to find the people that you've communicated with most recently, the newest leads, the how to put them in groups where you know that this is like a warm nurture, like you know that they're going to transact in the next six to 12 months, and they should be on your like bi weekly call list. Right, right. You know. So those are kind of the things that I specify and we use automation to automatically add certain tags when they hit different milestones, so to speak, or have reached out in a certain way. We can automate removal of tags or addition of tags. So that way, we're making sure that our data is constantly staying up to date as well. Yeah, yeah, that's, it's always embarrassing. If, like I have, I have a lender that sends me a happy birthday message every year on the wrong date. And that's why, like, you know, this stuff is great if you have good data, and that's why it's so important to like you have to really work your data, your sphere to make sure that you're getting, you know, you're not doing something like that. Exactly. Yeah. That's cool. What other ways have you used AI to integrate with this system? To integrate into the system. The phone is probably the most impressive right now. The

other ways that we're using it is going to be in reading the transaction documents that part isn't going to be ready for probably the next six months. But we are working on actually being able to extract fields from like the purchase contract and whatnot to update fields in our different transaction files. That's cool. We also use it for, we do have AI like assistance that can help with texting back and things like that when calls come in. It's a last minute, it's like a last ditch effort kind of thing for us to use the AI agents. I prefer human voice. So most of my smart numbers bring to multiple people on my team. Okay. What other ways are we using? I have a market analysis. So I know the smart number thing that you just said to me really quickly, like, so that would, everybody's phone would ring or would it go to like different people at different times? If somebody doesn't answer, then it goes to the next person. I can set it up either way, actually. So that would be round robin. It was going to go around the circle. Um, usually it just rings to everybody all at the same time. So the first person that picks it up, that's my preference because then you don't have somebody sitting on the phone thinking that nobody's going to pick up the phone. Two minutes. Yeah, that makes sense. That's cool. Yeah, that makes sense. And obviously having somebody answer is the best option. Yeah. That's the number that I use on every single marketing piece. If you look on Google, it's going to be my smart number. If you look on anything, um, being a woman in this industry, I stopped putting my phone number out there a little while ago. Sure. Um, and that's been helpful. Yeah, no, that's, that's great. And that's one of the beauties too, of, of having something, uh, a number in a CRM that's not, you know, your personal number. Um, sorry, then I interrupted you about, you were saying something else. Um, I can't remember what it was now. Um, oh, we also use AI for a market analysis each month. So, um, I used a prompt that uses data from like, what's going on with the fed and news and whatnot to, um, help give insight as to the factors that are affecting our local marketplace currently. Oh, that's cool. Yeah. I think, I think, uh, anybody listening to this, that isn't using AI much. Um, I think it's just really important to start, uh, just, I heard somebody say, put a sticky note on your desk that says, how can I have AI do this? Um, or how can I use AI? And, and it's just really about figuring it out. Like if you haven't, you don't even have to figure it out. Ask, ask chat GPT why you're using it. The point is that you have to actually like use it. Like you have to be, uh, constantly trying to engage it because if you're not, then you may not think, oh, oh, this could be done by a chat GPT. Cause like, once you start, you know, using it for more and more things, it just becomes like obvious, like, oh yeah, that's something I'm definitely going to have chat GPT do. Um, my personal favorite right now, uh, this is really small, but one thing that's been pretty impactful is, you know, I have a Mac and Apple intelligence is kind of built in or whatever. Um, what I did was I, uh, made keyboard shortcuts for a proofreading and for a rewriting so that wherever I'm in, in my Mac, um, if I'm writing something, I can just kind of word vomit and just like get something out there that's not that clear, but it has the key points in it and then boom rewrite. And it's perfect. And that can be in a text message or that can be in an email. My email has built an AI too, but, but yeah, it's, that's been, that's been really nice, uh, to just kind of be more effective of a communicator. Cause I think, you know, often through when you're not on the phone, I mean, the way you communicate is very, very key. Absolutely. I, um, one thing that I did for my team is I built a custom Jack, uh, GPT for role playing with them, which is so easy to do.

Honestly, it's not rocket science, but, um, the thing I like about it is I built in like randomized questions for it. Um, and the reason why I love utilizing this tool. And so like on my agent's weekly check-in sheet, one of the questions is how many times did you use the chat GPT module this week? And the point is, is they'll come up with a scenario, they present it and you need to respond. And then it's going to give you advice on like what you did well, where you can improve and what the perfect answer would be. That's cool. And, um, I pro I trained it using Tom Ferry and Phil Jones language. Okay. Um, yeah, that's awesome. And it goes really, really nice. And so, and I really, you could do like the voice to text for it, or even just do the voice role play with it. But honestly, I prefer people doing the written version because I find that when you sit down and write and you're really thinking about it, your brain makes deeper lasting changes than if you're just to talk, you start thinking about the cadence and how you want to put these different words together, um, in a more thoughtful way that I feel like can stick and become more of a script. Yeah. Yeah. I love that. That's awesome. Um, I do have some, I have some questions about like, uh, if you have any golden nuggets for real estate agents, uh, that maybe are getting started or, um, have been at it for a while. I mean, is there anything that comes to mind that you'd want to share? Ask for the business, start with your sphere and ask for the business. Don't be shy to say, do you know anyone that's thinking of buying or selling this year? Okay. I love it. And is that, would you recommend going by calling, uh, emails? What, what's the best route for, for doing that? Um, I think for newer agents also honestly being like face to face with people, like throughout your day to day life, that's going to be your best bet. Um, I don't think newer agents have the skills on the phone to fully convert. I think that's a skill that's acquired over time, which is absolutely something you should work on, but do a month of my chat GPT bot first and then go and talk on the phone. Um, cool. Ask for it, like get involved with the community and ask for it. Yeah, no, that's great. I love it. Um, what about any books that you'd recommend? Do you have any favorite books that are fundamental for everybody to read or ones that you're currently enjoying? Yeah, I, I am a serial reader, so I am constantly picking up new tips and tricks. I think pertaining to this conversation, um, Dan Martell's book, buy back your time. Um, that really focuses on making sure that the activities that you're putting the most time into activities that only you can do. So in real estate, that's making the sales. You should be in phase showing homes. You should not be organizing your paperwork and spending hours on doing that when you could be out going and finding your next transaction. Yeah, no, that's awesome. Um, and, and like you were saying, like, you know, with your CRM, um, there's some of those automations, like if, if you're doing it yourself, it takes a lot of time. And that might be, again, where you can buy back your time by having somebody else do it by using your software. Um, but yeah, what a great way to free up, um, bandwidth too, is to automate a lot of the things that are just kind of repetitive. Yeah, absolutely. I'll, um, I'll send you my link tree to put in the description that has information on both my software, but it also has, um, access to our chat GPT module. So if anybody wants to give it a shot and try and sharpen their skills, um, it's there for you to use. Oh, that's awesome. Thank you. And that was going to be my next question is, is what's the best way to reach out to you or find more information about this stuff? Yeah, absolutely. Um, use that link. It's got all of my contact information, my social handles, um, and information on our, on our software.

Cool. Awesome. Well, I really appreciate your time. This has been a fun conversation. Yeah, absolutely. Thanks so much for having me.

[crenovent]

Every quarter, revenue leaders make bold projections. The numbers are crunched. The CRM is reviewed. The sales reps are confident.

Yet, when the quarter ends, actual revenue misses the mark.

What happened?

It’s not a sales problem. It’s not a marketing failure. It’s a revenue operations blind spot—and it's more common than you think.

When Good Data Leads to Bad Decisions

Most organizations rely heavily on their CRM for forecasting. But here’s the truth: CRMs were designed for data entry, not forecasting precision.

They give you static snapshots. You see deal values, expected close dates, and rep activity. But what you don’t see is:

How aligned your go-to-market teams actually are

Which deals are at risk (even if they look “committed”)

Where the real bottlenecks in your revenue engine lie

To get that clarity, you need RevOps.

RevOps: The Engine Behind Accurate Forecasting

Revenue Operations (RevOps) isn’t just about connecting systems—it’s about connecting insights to impact.

By aligning sales, marketing, and post-sales under one operational strategy, RevOps helps you:

Improve forecast accuracy through real-time, holistic visibility

Identify stalled deals before it’s too late

Understand true pipeline health—not just volume

Empower leadership with actionable intelligence

Platforms like Crenovent are built specifically to make these outcomes a reality.

Unlock Accuracy with Crenovent and RevOp Max

Crenovent’s RevOp Max is designed for teams who are done guessing. It offers:

Centralized forecasting dashboards

AI-powered risk detection across deals

Real-time insights from pipeline to post-sale

Integration with your existing CRM to enhance—not replace—your stack

And because it’s tailored for modern revenue teams, it scales as you scale—without losing control.

Why Crenovent?

Unlike generic software providers, Crenovent was built with a single mission: to make revenue predictable, scalable, and intelligent.

From startups to enterprise, our platform adapts to your needs, aligns your teams, and unlocks the power of RevOps in practice—not just theory.

Final Thought

Forecasts fail when they rely on assumptions and fragmented views.

They succeed when your revenue operations system is synchronized, your data is alive, and your teams are driving decisions together.

It’s time to leave the guesswork behind.

Explore the future of intelligent revenue at Crenovent.

[jrsdynamics]

Copilot vs. ChatGPT vs. Gemini: Which One is Best AI Chatbot for 2025?

AI chatbots are transforming business productivity in 2025. In this blog by JRS Dynamics, we compare the top three AI tools—Microsoft Copilot, ChatGPT, and Google Gemini—based on features, use cases, and business benefits. Whether you're managing ERP, CRM, or daily tasks, find out which AI assistant is right for you.

🔗 Read full blog: https://jrsdynamics.com/copilot-vs-chatgpt-vs-gemini/