Essential Tools Real Estate Coaches Use to Guide Their Clients

3 October 2025

Let’s face it—real estate can feel like a battlefield. There are deals to negotiate, properties to evaluate, markets to analyze, and clients to impress. It’s tough out there.

And that’s exactly why real estate coaches are in high demand. They’re the quiet powerhouses behind many top-producing agents and brokers. But what’s their secret sauce? What kind of tools do they use to keep their clients sharp, focused, and always a step ahead in this competitive industry?

Buckle up. We're about to pull the curtain back on the essential tools that real estate coaches rely on to help their clients chase bigger goals, crush limiting beliefs, and build thriving real estate businesses.

Why Real Estate Coaches Matter More Than Ever

Before we unpack the toolbox, let’s talk about why real estate coaches are even a thing.

Coaches aren’t just for newbies. Top agents earning six or even seven figures often have a coach—because they know something most don’t. Coaching isn’t about teaching you how to sell a house. It’s about mindset, accountability, systems, and scaling.

Think of a real estate coach like a GPS. You still have to drive the car, but they help you avoid traffic, make smart detours, and reach that six-figure (or more) destination faster.

Now let’s get into the tools they use to make that happen.

1. CRM Systems – The Heart of Client Management

Alright, let’s start with the big one. Every successful real estate business is built on relationships, and CRMs (Customer Relationship Management tools) are the backbone of keeping those relationships alive.

What Do Real Estate Coaches Use CRMs For?

Real estate coaches push their clients to use CRMs—not because it sounds fancy, but because it’s critical for tracking leads, following up, managing past clients, and automating communication.

Top Tools:

- Follow Up Boss – Tailored for real estate, integrates with lead sources like Zillow and Realtor.com.
- KVCORE – An all-in-one platform that handles lead generation, CRM, and marketing automation.
- LionDesk – Budget-friendly, customizable, and comes with video texting—how cool is that?

Coach’s Secret Tip:

They’ll often challenge their clients to hit daily follow-up quotas inside their CRM. Why? Because money’s in the follow-up, not the first call.

2. Performance Tracking & Accountability Platforms

This is where things get real. You can’t improve what you don’t measure, right?

Why It Matters:

Real estate coaches don’t just give motivational pep talks. They hold their clients accountable. And tracking platforms give them the data to do that effectively.

Their Go-To Tools:

- Sisu – A real estate specific performance dashboard that tracks KPIs like dials, appointments, contracts, and GCI.
- Cloze – Tracks communication and client engagement.
- Google Sheets (yes, seriously) – It’s simple but surprisingly powerful when paired with Google Forms for weekly check-ins.

The Magic:

Coaches use this data to create custom weekly action plans. It’s like having a personal trainer for your business—except instead of burpees, you’re doing listing presentations.

3. Lead Generation and Marketing Automation Tools

No leads = no business. Period.

So, coaches guide agents to build lead pipelines—not just for today, but for months (and years) to come. That’s where marketing automation becomes a game changer.

What Coaches Recommend:

- BoomTown – Combines CRM + lead generation + IDX website.
- Real Geeks – Affordable, easy to use, and built for conversion.
- Market Leader – Helps agents capture and nurture leads with minimal effort.

Coaches Emphasize:

Consistency. The best marketing tool in the world won’t help if it’s not used consistently. That’s why coaches often schedule “lead gen power hours” into their clients’ week.

4. Mindset and Productivity Apps

Okay, let’s get a bit woo-woo for a sec—because mindset is HUGE in real estate. The highs are high, but the lows? Well, they can leave you wondering if you picked the right career.

Coaches Know:

A big part of the job is helping clients stay mentally tough, focused, and motivated—especially when deals fall through or competition heats up.

Favorite Tools:

- Headspace & Calm – Help with stress, anxiety, and improving focus.
- Coach.me – Goal tracking with accountability perks.
- The Five Minute Journal (App or Hard Copy) – Daily gratitude and intention-setting tool to keep mindset strong.

How Coaches Use Them:

They won’t just say “stay positive.” They’ll build these tools into daily rituals, morning routines, or even post-failure bounce-back plans.

5. Time Management and Daily Planning Tools

Let’s be honest—real estate agents aren’t always the best at managing their time.

Coaches? They turn that around fast.

Tools They Swear By:

- Time Blocking with Google Calendar – Not just for meetings. Coaches teach clients to block time for prospecting, admin, workouts, and even date nights.
- Trello or Asana – To organize listings, deals, and marketing projects.
- Pomodoro Timers – Yes, those 25-minute focus timers. Surprisingly effective.

Real Talk:

If a real estate agent can’t manage their own schedule, they’ll never manage a successful business. Coaches help them build and protect their calendars like their business depends on it—because it does.

6. Presentation and Communication Tools

Whether it’s a listing appointment or a buyer consultation, communication is key. Coaches help their clients become master presenters—regardless of whether it's in person or over Zoom.

Top Recommendation:

- Canva – For creating killer listing presentations.
- Zoom – For coaching calls, client consultations, and team meetings.
- Loom – A favorite for sending quick video updates that feel personal.

Bonus Tip:

Most coaches will even review their client’s presentation decks or scripts, giving feedback to help them come across as more polished and persuasive.

7. Email Marketing and Nurture Campaign Tools

You know those agents who stay top of mind even years after a transaction? They’re not lucky—they’re using automated email campaigns to stay in touch.

Coach’s Tools:

- Mailchimp – Popular, easy, and affordable for newsletters and drip campaigns.
- BombBomb – Enables video emails for that extra personal touch.
- ActiveCampaign – More advanced workflows with segmentation and scoring.

Why It Matters:

Most agents drop the ball after closing. Coaches ensure their clients are planting relationship seeds that grow into repeat business and referrals.

8. Learning & Development Resources

Even top producers have room to grow. Coaches push their clients to stay sharp and curious.

Some Favorite Tools:

- MasterClass – Inspiring real-world expert lessons (especially communication and leadership).
- Tom Ferry, Brian Buffini, and other industry-specific coaching platforms – For skill drills and market knowledge.
- Podcasts & YouTube Channels – Bite-sized learning on the go.

Pro Tip:

Coaches often assign “learning homework,” which might be as simple as one podcast per week or re-watching a failed listing presentation and critiquing it.

9. Social Media & Branding Tools

Let’s not ignore the elephant in the room—real estate is a visual business. And a killer brand on social media can drive serious lead flow.

Coaches Encourage:

A consistent, genuine social presence. Not just “just listed/just sold.”

Top Tools:

- Canva Pro – Design made easy.
- Later or Buffer – To schedule posts in bulk.
- ChatGPT & Jasper.ai – For content ideas, captions, and blog posts (yep, even pros use them!).

Behind the Scenes:

Coaches work with agents to plan out content calendars and ensure their personal brand aligns with their business goals.

10. Transaction Management Tools

Last but not least, let’s talk transactions. Because once you land the deal, it’s gotta run smoothly.

Coaches Recommend:

- Dotloop – Document sharing, e-signatures, and task tracking.
- SkySlope – Loved by brokers and agents alike for compliance tracking.
- DocuSign – An industry staple that makes paperwork way less painful.

What Coaches Do:

They help their clients systematize these processes so they’re not reinventing the wheel with every deal. Less chaos = more closings.

Wrapping It All Up

Here’s the truth: There’s no magic pill in real estate. But with the right tools, paired with smart coaching, you can become wildly efficient, build real momentum, and start seeing consistent wins.

Real estate coaches serve as both mentors and mechanics—they fine-tune your mindset, strategies, and systems so that you don’t just survive in the industry… you thrive.

And with tools like CRMs, automation platforms, and scheduling apps in their corner, they’re arming their clients with exactly what they need to level up.

So whether you’re just getting started or trying to shatter your next income ceiling, take a page from the coaching playbook. Get the right tools. Get the right guidance. And get ready to grow.