Commercial Real Estate
Stopped Being the Bottleneck
Client
Jatin Mehta
KiteHill Real Estate
Timeline
10 weeks
Service
Operations + AI Implementation
Key Result
Stopped being the bottleneck
“I did all deals myself. Now I have a team for smaller deals, which allows me to focus on bigger revenue deals thanks to automations and documentation.”
- Jatin Mehta
The Challenge
Jatin is a commercial real estate broker in California. They had a team. They also had work. But the work lived in too many places.
- •Juggling Asana, email, spreadsheets, and a half-built Notion setup
- •Listing and BOV workflows were heavy
- •Unclear what the "next step" was across properties
- •Dashboards were overwhelming
The core issue wasn't effort. It was the lack of a single workflow the whole team could follow.
The Solution
We rebuilt Jatin's system around one principle: One source of truth. One workflow. One next step.
Phase 1: Map reality in Whimsical
- Fully mapped seller, property, and buyer workflows
- Turned long Google Sheet checklists into actual stages and statuses
Phase 2: Workflow buttons + task dependencies
- Built property workflows where buttons create the right tasks at the right time
- Added dependencies so tasks only show when actionable
- Split huge task lists into phases so the team doesn't drown
Phase 3: Role-based dashboards
- Built personal dashboards for agents and VAs
- Implemented "My Buyer Leads", "My Seller Leads", hot lead filters
- Created a dedicated Clients page to separate leads vs clients
Phase 4: Automations + data quality
- Built automations like open house Google Form → Notion
- Added guardrails (permissions, prompts, cleanup) to avoid data chaos
Phase 5: KPI + accountability layer
- Added KPI tracking structure
- Built weekly checklists and recurring accountability routines
Tools used
The Results
- ✓Jatin stopped having to personally carry every deal
- ✓Work became delegatable because the workflow is documented and enforced by the system
- ✓The team gained clarity through dashboards instead of asking Jatin what to do next
- ✓Seller workflow was standardized end-to-end
- ✓Buyer targeting became easier with stronger filters and "hot" indicators
Key Takeaways
If you cannot delegate the workflow, you don't have a workflow. You have a founder's memory.
Task lists don't scale. Systems do. Buttons, dependencies, and clean stages make execution predictable.
The best system is the one the team actually uses. Better UX beats a "perfect" database.
Want results like this?
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