TECHNOLOGY AUDIT CHECKLIST

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--- BUSINESS STRATEGY & ALIGNMENT ---
[ ] Describe the real estate company's overarching business goals.
[ ] How does the company currently use technology to support those goals?
[ ] What are the biggest technology-related challenges preventing the achievement of these goals?
[ ] Estimated annual budget allocated to technology (USD)
[ ] What is the company's current level of digital maturity (e.g., Basic, Intermediate, Advanced)? (Basic, Intermediate, Advanced)
[ ] Which of the following technology priorities are deemed most important? (Select all that apply) (Increased Efficiency, Improved Client Experience, Enhanced Data Insights, Reduced Costs, Increased Security)
[ ] Date of last formal technology strategy review

--- WEBSITE & ONLINE PRESENCE ---
[ ] Website Page Load Speed (seconds)
[ ] Website Platform (e.g., WordPress, Squarespace, Custom) (WordPress, Squarespace, Custom, Other)
[ ] Mobile Responsiveness Check (Select all that apply) (Displays correctly on smartphones, Displays correctly on tablets, Buttons are easily clickable, Images are optimized for mobile, N/A - Not Applicable)
[ ] Summary of Recent Website Updates (past 12 months)
[ ] SSL Certificate Status (Valid, Expired, Not Installed) (Valid, Expired, Not Installed)
[ ] Screenshot of Website Home Page (for visual assessment)
[ ] Average Monthly Website Traffic (unique visitors)

--- CRM & CLIENT RELATIONSHIP MANAGEMENT ---
[ ] Which CRM system(s) are currently in use? (Salesforce, HubSpot, Zoho CRM, FollowUpThen, Other (Specify in LONG_TEXT))
[ ] If 'Other' CRM selected above, please specify:
[ ] Approximately how many active contacts are in the CRM?
[ ] Which of these CRM features are currently utilized? (Lead Management, Contact Management, Email Marketing Integration, Task Management, Reporting & Analytics, Workflow Automation)
[ ] Describe the current processes for adding new leads to the CRM.
[ ] How well are property listings integrated with the CRM? (Fully Integrated, Partially Integrated, Manually Updated, Not Integrated)
[ ] Date of last CRM system review or update.
[ ] What are the biggest challenges/pain points with the current CRM implementation?

--- MARKETING AUTOMATION & DIGITAL MARKETING ---
[ ] Website Traffic (Monthly)
[ ] Average Email Open Rate
[ ] Average Click-Through Rate (Email)
[ ] Current Marketing Automation Platform Used (HubSpot, Mailchimp, Marketo, ActiveCampaign, Other - Please Specify)
[ ] Digital Marketing Channels Utilized (SEO, PPC (Google Ads, etc.), Social Media Marketing (Facebook, Instagram, etc.), Content Marketing (Blog, Videos, etc.), Email Marketing, Remarketing/Retargeting)
[ ] Description of Social Media Strategy
[ ] Lead Source Tracking Accuracy (Highly Accurate, Moderately Accurate, Somewhat Accurate, Not Accurate)
[ ] Last Marketing Campaign Performance Review Date

--- DATA MANAGEMENT & ANALYTICS ---
[ ] Number of Active Listings in CRM
[ ] Approximate Total Records in Property Database
[ ] Primary Data Storage Method (Cloud-Based Database (e.g., AWS, Azure), On-Premise Server, Spreadsheets (e.g., Excel, Google Sheets), Combination)
[ ] Describe the process for Data Entry and Validation
[ ] Which of the following data sources are integrated? (MLS (Multiple Listing Service), Public Records, Social Media, Lead Generation Platforms, Third-Party Valuation Tools)
[ ] What analytics tools are currently being used? (Google Analytics, CRM Reporting, Custom Dashboards, None, Other)
[ ] Briefly describe how data is used to optimize marketing campaigns.
[ ] Date of Last Data Backup

--- PROPERTY MANAGEMENT SYSTEMS (PMS) ---
[ ] PMS Vendor Currently in Use? (AppFolio, Buildium, Yardi Breeze, Rent Manager, Other (Specify in Long Text))
[ ] If 'Other' was selected above, please specify the PMS vendor.
[ ] Number of Properties Managed Through the PMS?
[ ] Which of these PMS features are currently utilized? (Online Rent Payments, Maintenance Request Tracking, Tenant Communication Portal, Lease Management, Financial Reporting, Vacancy Marketing, Other (Specify in Long Text))
[ ] If 'Other' was selected above, please specify the PMS features utilized.
[ ] Last PMS System Upgrade Date?
[ ] Does the PMS integrate with other systems (e.g., accounting, CRM)? (Yes, No)
[ ] If yes above, please list the integrated systems and describe the integration.
[ ] Is tenant data stored and managed within the PMS? (Yes, No)

--- TRANSACTION MANAGEMENT & E-SIGNATURE ---
[ ] Current e-Signature Software Used? (DocuSign, Adobe Sign, HelloSign, SignNow, Other (Specify in Long Text))
[ ] If 'Other' selected above, please specify:
[ ] Are transaction workflows automated? (Yes, No, Partially)
[ ] Average time (in days) to finalize a transaction (pre-tech audit)
[ ] Sample Transaction Workflow Document (for review)
[ ] Which integrations are used with the e-signature platform? (CRM (e.g., Salesforce, HubSpot), MLS (Multiple Listing Service), Accounting Software (e.g., QuickBooks), Email Marketing Platform, None)
[ ] Last time e-signature platform was reviewed for security updates
[ ] Describe any pain points or inefficiencies related to transaction management and e-signature processes.

--- CYBERSECURITY & DATA PRIVACY ---
[ ] What cybersecurity framework(s) are you following (e.g., NIST, ISO 27001)? (NIST Cybersecurity Framework, ISO 27001, Other, None)
[ ] How many active user accounts are in your primary systems?
[ ] Do you regularly conduct vulnerability scans of your systems? (Yes - Annually, Yes - Quarterly, Yes - Monthly, No)
[ ] Briefly describe your data backup and recovery procedures.
[ ] Which of the following data privacy regulations apply to your business? (GDPR, CCPA, HIPAA, Other (Specify), None)
[ ] Do you have a written incident response plan? (Yes, No, In Progress)
[ ] Please upload your current privacy policy (if applicable).
[ ] Describe employee training procedures related to data privacy and security.

--- HARDWARE & INFRASTRUCTURE ---
[ ] Number of Desktops/Laptops in Use
[ ] Number of Servers (Physical/Virtual)
[ ] Primary Internet Service Provider (ISP) (Verizon, Comcast, AT&T, Spectrum, Other)
[ ] Internet Bandwidth (Download Speed in Mbps)
[ ] Backup Solution Type (Cloud-Based Backup, On-Site Backup, Hybrid Backup, No Backup Solution)
[ ] Last Hardware Inventory Date
[ ] Description of Current Network Topology
[ ] Wireless Network Security Protocol (WEP, WPA, WPA2, WPA3, Unsecured)
[ ] UPS (Uninterruptible Power Supply) Capacity (in VA)

--- TRAINING & USER ADOPTION ---
[ ] Percentage of Employees Trained on Primary CRM System
[ ] Average Time to Complete Core Software Training (in hours)
[ ] Training Delivery Method (Select all that apply) (In-person, Online Modules, Live Webinar, Documentation/Knowledge Base, Shadowing)
[ ] Describe the current onboarding process for new technology introductions.
[ ] How are ongoing technology skill gaps identified and addressed? (Annual Performance Reviews, Regular Feedback Surveys, Informal Observation, Technology Usage Analytics, Not Currently Addressed)
[ ] Which technologies experience the most significant user adoption challenges? (CRM, Marketing Automation, Property Management Software, e-Signature Tools, Other (Please Specify in Long Text))
[ ] Date of last user training needs assessment
[ ] Describe examples of user feedback regarding technology training or support.

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