How to Build a Real Estate Team That Closes Deals in 11 Steps

What Is a Real Estate Team?

A real estate team is a group of professionals working together to grow sales, improve efficiency, and handle a higher volume of transactions.

Unlike solo agents, teams share responsibilities, allowing each member to focus on their strengths.

Key Features of a Real Estate Team:

• Shared goals: Teams work toward a common objective, such as increasing revenue or expanding market reach.
• Defined roles: Members take on specialized tasks—for example, luxury agents, 55-plus agents, marketing specialists, and admin staff.
• Support systems: Teams rely on CRM tools, marketing systems, and processes to stay organized.
• Leadership: Teams typically have a lead agent who drives strategy and oversees operations.

Why Build a Real Estate Team?

Understanding how to build a real estate team is essential for scaling your business while maintaining service quality.

Teams make it possible to take on more clients, close more deals, and create predictable revenue.

Pros and Cons of Building a Real Estate Team

While building a real estate team can accelerate growth, it also comes with challenges.

It is important to understand the advantages and disadvantages before deciding if it’s the right move.

Pros:

• Increased productivity: More agents and staff mean more capacity to handle leads and transactions.
• Specialized roles: Delegation lets team members focus on what they do best, improving efficiency.
• Better work-life balance: Teams reduce the solo agent’s workload, allowing for personal time without sacrificing business growth.
• Scalability: Teams make it easier to expand into new markets or niches.
• Higher-income potential: More deals lead to higher commissions and profits.

Cons:

• Upfront costs: Hiring, training, and marketing require a hefty financial investment before seeing returns.
• Management responsibilities: Leading a team means overseeing performance, resolving conflicts, and maintaining accountability.
• Risk of turnover: High turnover can disrupt workflows and require frequent hiring and training.
• Compliance and legal issues: Teams must follow brokerage rules and meet additional legal requirements.

Make Sure You’re Starting a Team for the Right Reasons

Building a real estate team is one of the biggest decisions you’ll make in life.

Clear goals and preparation keep chaos from taking over.

What Does the Data Say?

According to the National Association of Realtors, 26% of real estate agents operate as part of a team, and that number continues to rise as agents prioritize growth and efficiency.

Key questions before you start:

• Are you ready to coach and lead others?
• Do your systems make it easy for new hires to follow your process?
• What does success look like for your team?
• Can you afford to hire and train before seeing a return?

Once you have decided you are ready to rock and roll, where do you start?

The 11 steps below will help you form a detailed blueprint to success!

1. Understand Team Roles and Responsibilities

Clear roles keep everyone focused and accountable.

Successful teams rely on defined responsibilities to prevent overlap and confusion.

Core roles:

• Lead Agent: Sets goals, drives the vision, and manages growth.
• Buyer’s Agents: Focus on finding properties and closing deals.
• Listing Agents: Handle marketing and negotiations for sellers.
• Admin Staff: Manage paperwork, contracts, and schedules.
• Marketing Specialist: Creates campaigns and manages branding.

Case Study: Five Doors Network – Building Systems for Growth

Founded with a vision to create scalable real estate teams, the Five Doors Network built its success by prioritizing systems, workflows, and team development.

Instead of relying on a single top-performing agent, they created repeatable processes that allowed them to expand quickly.

Focus on systems and scalability

From the outset, Five Doors emphasized building workflows and automated processes before recruiting agents.

This approach eliminated bottlenecks and gave team members clear expectations and efficient tools to focus on sales instead of administrative tasks.

Key actions that drove growth

• Developed templates and documented workflows for every transaction
• Automated repetitive tasks to reduce administrative burdens
• Created centralized support systems to handle marketing and lead generation

Results

• Expanded to multiple locations within just a few years
• Ranked among the top teams nationally for transaction volume
• Received recognition for innovation in real estate team development

The Five Doors Network demonstrates the value of building systems first and focusing on team structure over individual performance.

Their approach shows how scalable systems and clear processes can support rapid expansion without sacrificing quality or profitability.

2. Plan Your Team Structure

Structure keeps your team organized and scalable.

When learning how to build a real estate team, selecting the right structure is critical for meeting your long-term goals.

• Hub-and-spoke model: One lead agent with agents and support staff reporting to them.
• Partnership model: Multiple agents share equal responsibilities and profits.
• Hybrid model: Combines centralized leadership with specialized roles.

Case Study: Place Estate Agents’ Partnership Model

Place Estate Agents, a residential agency based in Brisbane, Australia, has been operating for over 22 years.

They have adopted a unique partnership model to facilitate their expansion and enhance service delivery.

Implementation:

• Partnership Model: Transitioned from a company-owned and franchise model to a partnership model where agents can buy into the business.
• Support Services: Provided centralized support in recruitment, marketing, training, finance, legal, and technology, which allowed agents to focus on sales and property management.

Outcomes:

• Expansion plans: Aimed to more than double their footprint over the next eight years, increasing from 18 to 37 sites in the greater Brisbane area.
• Agent empowerment: Enabled agents to become business partners, promoting leadership and growth within the company.
• Customized office designs: Encouraged partners to design office fit-outs reflective of their area’s history, improving community engagement.

This case study reveals how adopting a partnership model can facilitate business expansion, empower agents, and improve service delivery,

3. Organize Your Systems and SOPs

Systems save time and keep important details from slipping through the cracks.

Set up tools and processes before adding team members.

• CRM tools: Track leads, automate reminders, and keep data organized.
• Onboarding kits: Provide scripts, templates, and checklists for new hires.
• Marketing playbooks: Create templates for branding and ad campaigns.
• Lead funnels: Build pipelines for lead capture and follow-ups.

A CRM system can save real estate agents 15 to 25 hours per week by automating follow-ups and reminders based on case studies from Compass and Presence Real Estate.

4. Commission Splits and Compensation

In real estate teams, the team leader—often the owner—plays a pivotal role in determining commission structures.

These splits motivate team members and protect the team’s profitability.

Common commission structures:

• Fixed commission split: A predetermined percentage divided between the agent and the team leader. For instance, a 50/50 split means equal sharing of the commission.
• Tiered commission split: Agents receive higher percentages as they achieve greater sales volumes. This incentivizes increased productivity.
• Salary plus commission: Agents earn a base salary supplemented by performance-based bonuses.

Team leader and brokerage dynamics:

Team leaders must also consider the commission arrangement with their brokerage.

Negotiating favorable splits with the brokerage can increase the team’s overall earnings.

For example, a team leader might negotiate a 70/30 split with the brokerage and then offer a 50/50 split to agents; retaining a portion to cover administrative costs and team resources.

How team leaders make money:

The owner or team leader typically earns income by splitting commissions with agents and retaining a portion of each transaction to cover expenses and generate profit.

• Commission Splits: Team leaders keep a percentage of each deal while agents earn the rest.
• Brokerage Deals: Leaders negotiate splits with brokerages, keeping the difference after paying agents.
• Fees – Team leaders may charge agents monthly desk fees or marketing fees that exceed actual expenses.
• Training and coaching – Leaders can charge agents for training programs or mentorships – turning professional development into an income stream.
• Bonuses – Leaders often receive bonuses from brokerages for hitting sales targets, or they may set up performance-based bonuses within the team that also reward them directly.
• Listings and referrals – Listings generate marketing exposure and lead to referral business. This allows the team leader to earn additional commissions or referral fees.

Key considerations for structuring compensation:

• Transparency: Clearly outline commission structures and any associated fees to all team members to prevent misunderstandings.
• Alignment with team goals: Make sure that the compensation model supports the team’s objectives, whether focusing on volume, luxury markets, or specialized services.
• Regular reviews: Periodically assess and adjust compensation structures to reflect market changes, team growth, and individual performance.

In order to succeed, real estate team leaders need to establish fair commission structures and build partnerships that keep teams productive and focused on results.

5. Marketing Your Real Estate Team

A strong marketing plan is a vital part of understanding how to build a real estate team that stands out in the market.

With the significant amount of time it takes to implement and stay consistent in your marketing will require a professional marketing manager.

Make sure your marketing manager is knowledgeable about SEO, social media, and copywriting.

Create Your Brand

Start by defining your brand.

A strong brand makes your team recognizable.

Keep your logo, colors, and fonts consistent across your website, social media, e-books, direct mail, and open house signs.

This unified look creates a lasting impression and reinforces your team’s identity.

Make sure your messaging matches your visuals—clear, confident, and client-focused.

A polished brand reinforces your team’s identity and strengthens your marketing efforts.

Build a Strong Online Presence

Have a professional website created that showcases your team, listings, and success stories.

Use SEO strategies to attract organic traffic and keep content fresh with blog posts and market updates.

Grow Your Reach With Social Media

Share listings, client testimonials, and behind-the-scenes content to connect with your audience.

Use social media platforms like Instagram, Facebook, and LinkedIn to show team achievements and engage with potential clients.

Invest in Paid Advertising

Run targeted ads on Facebook and Google to generate leads.

Track ad performance to optimize campaigns and focus on high-converting strategies.

Network Locally

Sponsor community events, attend networking mixers, and partner with local businesses.

Building relationships in your farm area increases recognition and generates referrals.

Develop a Content Strategy

Create videos, email newsletters, and downloadable guides to highlight your team’s expertise.

Valuable content keeps your audience engaged and helps attract new clients.

6. Create Your Recruitment Strategy

Hiring the wrong person costs time and money.

Avoid that by recruiting intentionally.

• Write clear job descriptions: Define roles and expectations upfront.
• Use multiple channels: Post jobs online, attend networking events, and ask for referrals.
• Prioritize culture and fit: Skills can be taught—but attitude cannot.

Finding the Right Personalities for Your Team

Building a successful real estate team starts with finding people whose personalities complement your goals and culture.

The right mix of traits can improve collaboration, increase productivity, and create a positive work environment.

Here are a few ways to find the right personality types for your team:

1. Use personality assessments like DISC, Myers-Briggs (MBTI), or Enneagram to identify traits that match specific roles.
2. Conduct behavioral interviews with scenario-based questions to assess decision-making and adaptability.
3. Incorporate team role assessments, such as Belbin Team Roles, to ensure balanced collaboration styles.
4. Look for emotional intelligence (EQ) through structured questions that gauge empathy, communication, and resilience.
5. Test work styles with tools like StrengthsFinder to highlight natural abilities and preferred ways of working.

Hiring Timelines

Finding the right personalities for your team takes time.

Building a group that works well together, supports your vision, and handles the demands of a fast-paced real estate business requires careful planning.

Hiring timelines typically range from 30 to 60 days, factoring in job postings, interviews, background checks, and training.

7. Onboard for Success

Implementing a structured and consistent onboarding process is necessary for setting the tone for new hires’ performance and integration into the team.

Here are key components to consider:

• Create training timelines: Establish clear 30, 60, and 90-day goals to guide new employees through their initial months to make sure they acquire the necessary skills and knowledge progressively.
• Role-playing exercises: Incorporate practice sessions with scripts and client scenarios to prepare new hires for real-world interactions and challenges.
• Measure performance early: Monitor key performance indicators (KPIs) such as the number of calls made, leads generated, and contracts signed to assess early progress and provide timely feedback.

High turnover rates are a significant challenge in the real estate industry, with estimates indicating that up to 88% of new agents leave the profession within five years.

A case study focusing on a prominent real estate firm operating in competitive urban markets revealed a 20% increase in turnover rates over two years, primarily due to dissatisfaction with career development opportunities and workplace culture.

To address these issues, the firm implemented an Operational Excellence Strategy, which included:

• Applying the job characteristics model: This approach improved job satisfaction by redesigning roles to be more engaging and fulfilling.
• Digitizing property management: The introduction of digital tools streamlined operations, making tasks more efficient and less complicated for agents.

As a result of these interventions, the firm experienced:

• 15% reduction in turnover: Improved job satisfaction and streamlined processes led to a notable decrease in employee departures.
• 20% increase in client retention: Happier agents contributed to better client relationships, enhancing customer loyalty.

8. Get to Know Your New Team

Strong teams start with strong relationships.

Build trust early and keep communication open.

• Schedule regular check-ins: Offer feedback, address challenges, and celebrate wins to keep agents focused and motivated. Use these meetings to set clear goals, provide guidance, and identify opportunities for growth. Regular communication builds trust, strengthens relationships, and makes sure agents feel supported and valued.
• Host team meetings: Share updates, goals, and ideas to keep everyone informed and aligned. Use these sessions to brainstorm strategies, recognize achievements, and encourage collaboration, helping the team stay motivated and connected.
• Offer in-services: Offer in-services with lenders, title companies, and marketing specialists to help agents sharpen their skills and close more deals. Supporting growth and collaboration keeps morale high and reduces turnover.
• Recognize Achievements: Celebrate milestones, big wins, and individual successes to boost morale and show appreciation. Drawing attention to accomplishments motivates the team and reinforces a positive, high-performance culture.

9. Hold Your Team Accountable

Accountability keeps teams on track and motivated to hit goals.

• Define KPIs: Measure productivity, appointments, and deals.
• Review progress weekly: Spot issues before they become problems.
• Adjust goals as needed: Push for growth without overloading your team.

Regular performance reviews keep agents accountable and focused.

Teams that set clear goals and measure progress consistently are more likely to improve productivity and close more deals.

10. Keep Building a Culture of Success

Culture keeps teams invested and productive. Build an environment that people want to be part of.

• Offer growth opportunities: Provide training and career advancement.
• Encourage collaboration: Encourage idea-sharing and teamwork.
• Communicate goals clearly: Make sure everyone understands the vision.

Retain Top Talent

Keeping high performers starts with recognition and support.

Celebrate wins—big and small—and acknowledge hard work publicly.

Create mentorship programs to help agents sharpen skills and feel connected to the team’s success.

Provide Flexibility

Real estate demands long hours, so offering flexible schedules can reduce burnout and improve morale.

Give agents the freedom to manage their time while meeting performance expectations.

Don’t forget, the majority of agents choose this profession to build their own business, so keeping requires hours sort of defeats the purpose.

Lead by Example

Strong leaders set the tone for culture.

Show transparency, stay approachable, and model the work ethic you expect from the team.

Agents are more likely to stay motivated when leadership is present and engaged.

11. Track Metrics

Growth depends on data, not guesswork.

Monitor performance to make smart decisions.

• Leads Generated: Measure weekly and monthly trends.
• Conversion Rates: Track how many leads turn into contracts.
• Marketing ROI: Evaluate ad spend and lead sources.

Set Benchmarks for Success

Establish baseline metrics before tracking performance.

Compare new data against these benchmarks to measure progress and identify areas for improvement.

Analyze Team Productivity

Track individual and team performance on calls made, appointments set, and contracts closed. Identify top performers and use their strategies to coach others.

Evaluate Client Satisfaction

Send surveys after closings to measure client experience.

Positive feedback highlights strengths, while negative responses show areas for growth.

Adjust Strategies Based on Data

Use trends to refine lead generation, reallocate marketing budgets, or improve follow-up systems.

Data-driven decisions keep your team competitive and focused on results.

Bottom Line

Building a real estate team takes strategy, systems, and the right people—but it’s worth the effort.

Focus on clear roles, ongoing training, and accountability as you learn how to build a real estate team with a culture of growth and success.

Stay adaptable, track your progress, and keep refining your approach as your team expands.

The best teams aren’t built overnight—they’re built by leaders who stay committed to growth, learning, and results!