How One Real Estate Team Leader Coaches 76 Agents Using Real-Time Data

How One Real Estate Team Leader Coaches 76 Agents Using Real-Time Data

When you're managing a real estate team with more than 70 agents, coaching based on instinct or guesswork simply doesn't scale.

Koby Sway, team leader of the Adam Bailey Team in Omaha, Nebraska, knew his team needed more than spreadsheets and manual updates to maintain productivity. He needed clear visibility into conversations, appointments, and agent follow-up—in real time.

During a recent webinar hosted by RealSynch, Koby shared exactly how his team uses RealSynch BI to coach effectively, hold agents accountable, and protect revenue.

“You get overwhelmed with all the data. It can defeat your day,” Koby explained. “This tool simplifies everything and shows you what matters.”

The Challenge: Guesswork and Missed Opportunities

Before RealSynch BI, the team had no streamlined way to track:

• Which agents were actively following up
• How many conversations were being logged
• Which appointments turned into actual client meetings
• Where deals were falling through the cracks
  

Without these insights, managers were left reacting too late—after opportunities were already lost.

“Without a conversation, you don’t get a sale. Every 40 conversations gets one closing. If I can’t see the conversations, I can’t coach,” Koby said.

The Solution: A Custom Dashboard for Every Agent

Koby rolled out RealSynch BI dashboards across all 76 agents, allowing him and his leadership team to view:

• Conversation-to-appointment ratios
• Appointment set vs. appointment met
• Pending vs. closed transactions
• Follow-up frequency and lead status by agent
• At-risk leads based on inactivity

This visibility allows for targeted coaching, data-backed one-on-ones, and efficient pod meetings—all without wasting time digging through reports or CRM logs.

“You can’t argue with the data. The numbers show you who’s calling, who’s converting, and where the breakdown is happening.”

Data-Driven Coaching, Personalized to Each Agent

Koby’s coaching style isn’t just analytical—it’s personal. He maintains a spreadsheet tracking every agent’s "why"—their personal goals and motivations for being in real estate.

By tying each agent’s performance metrics back to their financial and personal goals, coaching becomes more than accountability. It becomes action-oriented and emotionally relevant.

“If you told me you want to take your kids to Disney World, I’ll remind you of that every time we talk about your call volume. I’m not here to push—I’m here to help you get there.”

The Results: Performance, Accountability, and Retention

Since implementing RealSynch BI, the team has achieved:

• A consistent 2:1 appointment-to-close ratio on both buyer and seller sides
• Increased CRM adoption and agent engagement
• Improved coaching effectiveness at scale
• Lower agent churn and stronger retention
• Real-time awareness of where business is at risk

Why RealSynch BI Over Other Tools?

“We’ve been approached by other platforms, but they’re either overpriced or too complex. RealSynch BI integrates seamlessly with our CRM, provides the right metrics, and their support is unmatched,” said Koby.

Unlike traditional BI tools, RealSynch is built specifically for real estate operations. No clunky dashboards. No bots. Just clear, actionable data and real support from real people who understand the business.

Ready to Coach With Clarity?

If you're leading a team and want to:

• Prevent revenue loss from missed follow-up
• Make faster, smarter leadership decisions
• Coach agents using real metrics, not assumptions
  

Schedule a personalized RealSynch BI demo today to see how top-performing teams are scaling with real-time insights and simplicity.