A growing real estate development team managing over 50 properties annually faced significant challenges coordinating the complex workflows required to prepare each unit for market. Their process involves dozens of interdependent tasks, such as ensuring that painting is completed before cabinet installation, with minimal margin for error. Any disruption could cause cascading delays, especially since installations could not occur on weekends or during the company’s 25+ annual holidays. With timelines shifting frequently due to weather, contractor availability, or material delays, even one missed day risked throwing off an entire project schedule. As the business scaled, the margin for error became smaller and the need for a dependable, responsive system became impossible to ignore.
With complex dependencies across every project, the team needed more than just a static task list. Every task had to reflect one of four clear statuses—Scheduled, Pending, Not Needed, or Done—and those statuses had to be updated in real time by vendors and contractors on the ground.
When vendors encountered scope changes or needed additional time, those updates had to reach more than ten people per property. That included internal team members, third-party vendors, contractors, and property managers. Their existing tools couldn’t deliver the speed or clarity they needed. Critical updates were missed, tasks slipped through the cracks, and projects regularly had to be reshuffled with little notice. Managing these workflows by hand had become unsustainable.
To help the team regain control and reduce costly delays, we designed a custom monday.com CRM solution that reflected their real-world operations. At the heart of the system was a centralized dashboard for each property. This dashboard listed every task, its estimated duration, assigned vendor, and any dependencies, giving the team a single source of truth.
We built in automations that reacted instantly to schedule changes. If one task was delayed, all dependent tasks adjusted automatically, while respecting the company’s no-work days and holiday calendar through custom scheduling logic.
We also introduced smart forms and editable comment fields so vendors could submit changes, flag additional work, or request extensions. Each submission triggered an automatic email to all relevant stakeholders, keeping everyone informed without adding more manual work. Vendors who didn’t have full access to the CRM could still update task statuses or submit change requests through secure, simplified links. This reduced friction and made it easier for every contributor to stay aligned.
The new system made an immediate difference. The team reduced their average property turnover time from 20 days to just 14. Real-time notifications and clearer task ownership significantly cut down on miscommunication, leading to a 60% decrease in email volume. Errors from outdated schedules dropped by 85%, and vendor response times improved by 40% thanks to faster, more reliable communication.
Most importantly, the team was able to handle 50% more properties each month without needing to increase headcount. The custom CRM solution gave them the structure they needed to grow without sacrificing quality or predictability.
“It has been a great experience working with the team at OrangeDot. We’ve had weekly meetings and any feedback, issues, or new wishes have been heard. We’ve had great communication with the team throughout the whole process. John Worm really helped bring our vision to life."
"We used to use spreadsheets for all our project schedules and any trackers and it was always a mess. Using monday.com has really made our work lives more efficient and easy to see and track all our projects.”
— Andrea Marquez
