After two days of investigation, Elena brought together the sales department and the employees responsible for the partner network. The purpose of the meeting was not to identify someone to blame. The company needed to change the process that repeatedly turned correct information into outdated copies.
The team decided to create one source from which agents could obtain current data before presenting the project to a buyer.
Changing the Foundation of the Process
A master project record was created in MLS RealtyHub. The team added:
- the approved description;
- current images;
- floor plans;
- the latest price list;
- the availability of each unit;
- apartment specifications;
- building and floor information;
- materials approved for partners.
The project no longer existed only as a presentation circulating through private chats. General information was stored in the project record, while every apartment had its own entry with separate specifications and availability.
During a call with partner agencies, Elena introduced the new rule:
“You can continue using the files in buyer presentations, but prices and availability must always be checked in the project record. If two sources differ, the version in the system is the current one.”
Updating an Individual Unit
Later that day, a buyer reserved an apartment. Under the old process, a manager would update the internal spreadsheet, prepare another price list, and distribute it among agencies. Some partners would see the message immediately, others later, and someone would continue working from the previous document.
This time, the employee opened the unit record and changed its status. Partners with access to the development could see that the apartment was no longer available for a new offer.
The price of another unit changed shortly afterwards. Instead of producing a new PDF, the team updated one value in the source record.
“So I no longer need to ask in the chat whether the price list is current?” one agent asked.
“You should still check the record before presenting the unit, but you will no longer need to search for the latest message,” Elena replied.
What Partners Retained
The new process did not reduce the number of agencies or prevent them from working with their buyers. Each partner retained its own contacts, communication, and client relationships.
Only the foundation used to create offers changed. Instead of maintaining independent sources, partners received shared access to:
- current properties;
- updated statuses;
- approved materials;
- confirmed prices;
- the project and unit structure.
Agents could still create selections tailored to each buyer. They no longer had to decide which of five price lists was the latest.
Why One Record Does Not Reduce Reach
One director initially worried that centralizing the information would restrict the distribution of the project.
“We need many agencies to offer it. We do not want to limit sales to a single system,” he said.
A single source did not mean one seller or one channel. Multiple agencies continued presenting the project. The difference was that they all began with the same current information.
The workflow changed from:
One project → multiple independent copies → conflicting versions
to:
One current record → multiple partners → one consistent foundation
The First Practical Result
A few hours after the update, an agent contacted the team about a new buyer. Instead of asking for the latest price list, he referred to a specific available unit in the system.
The sales manager only needed to confirm the viewing conditions and continue discussing the client. The conversation no longer began with an attempt to reconstruct the latest version of the project.
What the Reader Should Understand
A master record does not replace partner agencies or reduce market reach. It provides one source of current prices, availability, materials, and descriptions for a broad seller network.
The objective is not to publish the project in fewer places. It is to ensure that different sellers begin their work with the same current version.
Author
This material was written by Maria Vashchenko.
For questions, collaboration, or further discussion, feel free to contact me on LinkedIn.
