How to make a regulation for brokers to work in CRM so that they really follow them

Got tons of positive feedback on partner content, so we're continuing to share value from our partner Ulyana Mayorova — founder of full-cycle HR agency BYTIME and ops consulting firm.

Today Ulyana shares how to keep your CRM from turning into a "digital dusty shelf" full of everything but actual use.

What usually happens

• CRM exists.
• Logins distributed.
• Settings done.
• Brokers still run deals in their head, WhatsApp, and notebooks.

Why?

Because guidelines aren't a file in a folder. They're daily habits. And habits need to be not just handed out, but actually implemented.

01. Write guidelines for people, not for the drawer

Phrases like "to ensure end-to-end analytics" go straight to archive.

Write it straight:

• Where to create deals,
• What to write in comments,
• When to call back if no answer,
• What counts as success.

Simpler = higher chance someone opens and follows it.

02. Screen recordings work better

Text gets read through gritted teeth, but 2-min videos showing "what to click and why" go viral.

Make short clips:

• "How to create deals right",
• "Where to write comments",
• "Finding overdue tasks".

Even first-time CRM users will manage. No need to explain it for the 47th time.

03. Embed "CRM rituals" into the team

Want guidelines followed? Make them routine:

• Monday—funnel review,
• Daily—lead checks,
• Monthly—data quality checklist.

Guidelines should live, not gather dust.

04. Launch quality control department

Without someone monitoring CRM order, it becomes a ghost deal graveyard. They'll:

• Check rule compliance and broker CRM work quality,
• Help those who "don't get it",
• Analyze and spot bottlenecks.

05. Tie motivation to CRM

"No deal in CRM—no bonus"

Tough? Yes. Works? Proven.

Key takeaway

Guidelines aren't documents. They're step-by-step, checkable instructions that:

• Easy to understand (knowledge check),
• Simple to follow (built into routine),
• Handy to reference (always accessible),
• Impossible to ignore (tied to processes & motivation).

Want real estate guidelines that actually work, not just exist? Write us at RED. We'll craft yours, run QC audit on broker CRM & client work, show where you're losing profit.