How good is your tech stack?

What this audit looks at

It is a self-assessment of how much of each workflow runs on its own versus on memory: how you track leads, move a deal from contract to close, market listings, source leads, keep clients updated, book showings, handle documents and measure results. It does not look at which products you use, and it does not say that more software is better. Fewer tools that talk to each other usually beat many that do not.

Answer for what happens on a normal week, not for what the software is capable of. A CRM with automations switched off scores like a spreadsheet here, because the follow-up still depends on you remembering.

How the score works

There are 8 questions. Each answer is worth 0 points (not in place), 1 point (partly in place) or 2 points (in place), so the most you can score is 16 points. Every question counts the same, and the grade depends only on your total.

The grade lines sit at 85, 70, 50 and 30 percent of the available points, rounded up to whole points.

Areas

Your result also shows points for each area, so you can see where the gaps are concentrated: Core Systems (4 points), Marketing (2 points), Lead Gen (2 points), Communication (2 points), Operations (4 points) and Analytics (2 points).

How the action list is ordered

Every question you scored below 2 becomes an item in your action list. Items you scored 0 come before items you scored 1, and items with the same score follow the order of the questions. The list is not weighted by how much each fix is worth in your business, because the quiz does not know that.

What this does not do

It is a self-assessment: it reflects how you described your setup, not an outside measurement, and it does not compare you with other businesses.

Your answers and your privacy

Nothing you answer is sent to OMII AI unless you submit the optional form under your result. Your answers are also kept in the web address of the page, so you can save or share the result. That address holds the answer numbers and nothing that identifies you, but the analytics tools on this site (Google Analytics and Microsoft Clarity) can see page addresses, so they can see those numbers too.

Methodology last reviewed: October 3, 2026 · OMII AI

What this audit checks, and how to fix each one

These 8 questions are the whole audit. Under each one is the answer that earns each score and the fix that goes into your action list if you score below 2.

1. Core Systems

   1. CRM: how do you track leads and clients?

   Everything else connects to this.

   • 0 pointsA spreadsheet, notebook or phone contacts
   • 1 pointA CRM used mostly as a database
   • 2 pointsA CRM with automated follow-up, lead routing and pipeline triggers

   If it is not fully in place: Get every lead into one CRM with basic automation. Pick one CRM, import everything, and switch on the three automations that matter most: instant reply to new leads, reminders for overdue follow-ups, and a monthly touch for past clients.

   This is the foundation. Fixing it first makes every other item on this list easier.

2. Core Systems

   2. Transaction management: how do you track a deal from contract to close?

   A deal has dozens of tasks and deadlines between acceptance and closing.

   • 0 pointsEmail threads and memory
   • 1 pointA checklist or basic transaction manager
   • 2 pointsAn automated timeline with deadline alerts and party notifications

   If it is not fully in place: Use a deal timeline with deadline alerts. Build a standard task template for buyer and seller deals (inspection, appraisal, financing, closing) with due dates calculated from the contract date, and alerts to you and the client.

   Reduces the chance of a missed deadline and the time spent coordinating.

3. Marketing

   3. Marketing: how do you market your listings?

   Getting attention on listings and building your own brand.

   • 0 pointsManual social posts and flyers
   • 1 pointA scheduling or design tool such as Canva or Buffer
   • 2 pointsA repeatable listing launch: templates, social, email and ads in one flow

   If it is not fully in place: Create a repeatable listing launch checklist. Write down the same steps for every listing (social posts, email to your list, ad, open house promo) and build templates for each so a launch takes minutes.

   More consistent exposure per listing, and less time per launch.

4. Lead Gen

   4. Lead generation: where do your leads come from?

   More than one source makes the pipeline steadier.

   • 0 pointsOnly referrals and walk-ins
   • 1 pointPaid leads (Zillow, Google) with manual follow-up
   • 2 pointsSeveral sources, each with instant response and a nurture sequence

   If it is not fully in place: Route every lead source into one response workflow. If you buy leads, make sure each one gets an instant reply and a follow-up sequence before you spend more on volume. If you rely on referrals, add one more steady source such as open houses or a past-client campaign.

   Spending more on leads before fixing response means paying more for leads that may not get a timely reply.

5. Communication

   5. Communication: how do you keep clients updated during a transaction?

   Clients who hear nothing for days can feel left in the dark.

   • 0 pointsI call or text when I have news
   • 1 pointScheduled check-in calls or weekly emails
   • 2 pointsAutomatic milestone updates with my personal notes added

   If it is not fully in place: Send a short update at each milestone. Write one short message template per milestone and trigger it when the stage changes, adding a personal line when it matters.

   Fewer 'any news?' calls, and a smoother experience for the client.

6. Operations

   6. Scheduling: how are showings and meetings booked?

   Every extra round of messages is a chance for a buyer to go elsewhere.

   • 0 pointsCalls and texts back and forth
   • 1 pointA calendar link (Calendly, Google Calendar)
   • 2 pointsSelf-serve booking tied to my calendar and showing availability

   If it is not fully in place: Self-serve scheduling. Add a booking link wherever buyers contact you, with buffer time for travel, and sync it to your calendar so double bookings cannot happen.

   Fewer scheduling messages, and quicker confirmation for the buyer.

7. Operations

   7. Documents: how do you handle contracts and disclosures?

   Real estate runs on paperwork.

   • 0 pointsPrint, scan, email, repeat
   • 1 pointAn e-signature tool such as DocuSign or Dotloop
   • 2 pointsDigital packets with pre-filled fields and automatic reminders

   If it is not fully in place: Template your document packets. Build packet templates for common deal types with client details pre-filled, and turn on automatic reminders for unsigned documents.

   Fewer errors and less chasing, per deal.

8. Analytics

   8. Analytics: do you know your conversion rates and return on spend?

   You cannot improve what you do not measure.

   • 0 pointsNot really. I go by feel
   • 1 pointBasic tracking: I know ad spend and closings
   • 2 pointsA dashboard showing cost per lead and conversion by source

   If it is not fully in place: Track conversion by lead source. Tag every lead with its source in your CRM and review once a month: leads, appointments, closings and cost per closing by source. A simple spreadsheet is enough to start.

   Shows which channels deserve more budget and which to cut.