Admin Prompts
6 ready-to-use prompts for CRM, scheduling, and documentation
Paste your Context Card first, then use these prompts.
1. CRM Contact Notes
Write CRM contact notes for this person.
Contact: [name]
How We Met: [open house / referral / online lead / sphere]
Date of Interaction: [date]
What We Discussed:
- Their situation: [buying / selling / just curious / investor]
- Timeline: [when are they looking to move?]
- Must-haves: [what are they looking for?]
- Concerns: [what are they worried about?]
- Personal details: [family, job, interests mentioned]
Next Steps: [what I promised to do / what they need to do]
Follow-Up Date: [when to reach out again]
Format the notes for quick scanning in my CRM.
2. Voice Note Transcription + Summary
I'm going to paste a rough transcription of a voice note. Clean it up and create useful notes.
[Paste rough transcription here]
Create:
1. Clean summary (under 100 words)
2. Key points as bullets
3. Action items identified
4. Any names, dates, or numbers mentioned
5. Suggested follow-up tasks
3. Meeting Prep Brief
Create a prep brief for an upcoming meeting.
Meeting Type: [listing presentation / buyer consultation / price reduction talk / closing]
Date/Time: [when]
Client: [name]
Property (if applicable): [address]
What I Know:
- Their situation: [summary]
- What they want: [goals]
- Concerns they've expressed: [list]
- History with me: [new / returning / referral from X]
What I Need to Prepare:
- Documents: [CMA? buyer presentation? contract?]
- Talking points: [what to cover]
- Possible objections: [what they might push back on]
- Questions to ask: [what I need to learn]
Create a one-page brief I can review before the meeting.
4. Email Inbox Triage
I have too many emails. Help me prioritize.
Here are my unread email subject lines and senders:
1. [Sender] - [Subject]
2. [Sender] - [Subject]
3. [Sender] - [Subject]
4. [Sender] - [Subject]
5. [Sender] - [Subject]
[Add more as needed]
Categorize each as:
- URGENT: Respond within 2 hours
- TODAY: Respond by end of day
- THIS WEEK: Respond within 3 days
- DELEGATE: Someone else should handle
- DELETE: Not worth my time
Suggest response approach for the URGENT ones.
5. Task List Generator
Generate my task list from this brain dump.
Here's everything on my mind right now:
[Stream of consciousness dump of everything you need to do]
Organize into:
1. Today (must do today)
2. This Week (can wait but do before Friday)
3. Delegate (someone else should do this)
4. Schedule (put on calendar for specific date)
5. Someday (not urgent, future consideration)
For Today items, estimate time needed and suggest order.
6. Transaction Checklist
Create a transaction checklist for this deal.
Transaction Type: [buyer / seller / dual]
Property: [address]
Contract Date: [date]
Closing Date: [date]
Financing: [conventional / FHA / VA / cash]
Special Circumstances: [new construction? short sale? relocation? 1031?]
Create a checklist with:
1. All milestone deadlines (work backward from closing)
2. Documents I need to collect
3. Parties I need to coordinate with
4. Red flags to watch for
5. Post-closing tasks
Format for printing or adding to project management tool.
Bonus: Quick Admin Templates
After showing notes:
Quick notes from today's showing at [address]:
Client reaction: [loved it / liked it / not interested]
What they liked: [specifics]
Concerns: [what they didn't like]
Questions to answer: [anything unresolved]
Next step: [another showing? write offer? keep looking?]
Referral tracking:
Referral received:
From: [referrer name]
New contact: [referred person name]
Their need: [buying / selling / info]
Initial contact made: [date]
Thank you sent to referrer: [yes/no]
Current status: [in touch / converted / lost]
Expense logging:
Business expense for records:
Date: [date]
Category: [marketing / mileage / client gift / MLS / etc.]
Amount: [cost]
Purpose: [what it was for]
Client/Property: [if applicable]
Receipt saved: [yes/no / location]
Pro Tips
For CRM notes:
- Personal details matter most — remember kids' names, hobbies
- Include exact follow-up dates, not "in a few weeks"
- Write notes immediately (memory fades fast)
- Note preferred communication method
For task management:
- Brain dump first, organize second
- Time-block focused work, don't just list
- Build margin — everything takes longer
- Review weekly, not just daily
For meeting prep:
- 15 minutes of prep beats 1 hour of recovery
- Know your ask before you walk in
- Anticipate objections and prepare responses
- Leave space for them to talk
From the AI Acceleration Resource Room