How an 8-agent RE/MAX team saved 3-5 hours per transaction with ListedKit AI
Company
The Krista Hartmann Home Team
Team
8 members
Location
Missouri
The Team
The Krista Hartmann Home Team is a RE/MAX Results group based in Missouri with eight agents. Krista Hartmann leads the team, managing her own transactions with an assistant while overseeing operations across all eight agents. Nathan Dehn is one of the team's top producers, regularly handling high volumes of deals, sometimes up to 18 at a time. Both sat down with us to share how ListedKit changed the way their team works.
The Challenge
Before ListedKit, every agent on the team had a different system. Nathan used Todoist, uploading CSV files with date-specific tasks. Other agents kept paper calendars and wrote down key dates by hand. Nobody was using the same tool, and nothing connected to anything else.
The pain points were different for each person, but they all pointed to the same gap. For Nathan, it was the constant context switching: bouncing between Gmail, contact lists, and task apps just to send one email. For Krista, it was collaboration. She and her assistant each had their own to-do lists, but when a task fell between them, it simply got missed. A few days before closing, they'd discover something critical hadn't been done.
Nathan had also tried outsourcing to an external transaction coordinator, but that brought its own frustrations. Deadlines were getting missed, responses were slow, and he was drowning in emails trying to keep track of everything. At 18 simultaneous transactions, he knew he needed a better way.
“A few days before closing, you're just like, oh my gosh, this hasn't been done. And how did this get missed? Pure frustration.”
The Decision
Nathan found ListedKit through a YouTube video where a transaction coordinator mentioned it. Frustrated with his external TC and overwhelmed by emails, he was looking for something he could start using immediately, even as a solo agent managing his own deals. ListedKit fit that requirement.
When Krista saw what Nathan was doing with it, she recognized the potential for the whole team. As a leader watching the financial bottom line, the usage-based pricing made it easy to offer ListedKit to every agent without a big commitment. She started paying for the team's access and set up unified task lists for buyers and sellers that everyone could follow.
Before ListedKit
- Every agent using different tools: Todoist, paper calendars, Gmail, spreadsheets
- Deadlines springing up day-of with no advance warning at high volume
- Team leader and assistant had separate to-do lists with no shared view
- Managing 18 deals at once and unable to remember parties on each one
- New hires had to memorize every email template before sending anything
After ListedKit
- 95% of transaction information in one platform for the entire team
- Calendar reminders at multiple intervals before every deadline
- Shared task view with clear ownership so both know who is doing what
- Tell Ava "email listing agent about X" without looking up names or contacts
- VA tells Ava what to communicate and Ava drafts it in seconds
The Solution
Now when agents on the team get a new contract, they upload it into ListedKit and Ava takes it from there: extracting dates, identifying parties, and building out the task list. Nathan no longer has to remember which listing agent is on which deal or search through Gmail for contact information. He just tells Ava “email the listing agent about the inspection” and it happens.
For Krista, the collaboration problem is solved. She and her assistant share the same view of every transaction. Tasks are clearly assigned, so Krista knows what's hers and her assistant knows what's hers. Nothing falls into the gap between them anymore.
The onboarding benefit has been an unexpected win. Nathan recently hired his first virtual assistant, and the training process was dramatically different from what it would have been without ListedKit. Instead of teaching every email template and every step of the process, he could point them to Ava. His VA tells Ava what needs to be communicated, and Ava drafts it with the right context already included.
The team is now building unified checklists for both buyer and seller transactions, refining them as they go. Krista's goal: by the end of the year, every agent follows the same process. The spring busy season will be the real test.
“I had 18 transactions at one time, and it was impossible to remember everyone involved with every transaction. With Ava, I didn't have to be like, wait, which contract is this again? What's the listing agent's name? It just helped have significantly less friction.”
The Results
Nathan cut hours of context switching, email searching, and contact lookups per deal
3-5 hrs/deal
No more bouncing between Gmail, contacts, and task apps to get one thing done
95% in one place
New VA and new assistant both productive faster with Ava handling email drafting
Faster onboarding
Nathan estimates he saves three to five hours per transaction. That time used to go to context switching: looking up contact information, searching for email addresses, remembering which deal had which parties. Now he opens ListedKit, tells Ava what he needs, and the information is already there.
The collaboration benefit has been just as significant. Krista and her new assistant no longer have tasks falling through the cracks between their separate to-do lists. Everything lives in one shared view with clear ownership, so both know exactly what needs to be done and who is responsible.
Krista's recommendation to other team leaders? It's affordable enough to offer to the whole team, and it gives agents a real safety net even if they don't have a dedicated TC. “You have to have a program like this” if you're doing three or more deals a month on your own.
“My VA doesn't need to know the exact template for every single email. They just tell Ava what to send, and it creates it.”
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