Real Time, Real Estate - Why Cloud Phone Systems are a must for property teams

The real estate industry runs on relationships and responsiveness, and both rely heavily on communication. Missed calls, delayed follow-ups or clunky tech setups can mean lost listings and frustrated clients.

At Now Technologies, we work closely with Australian real estate businesses, from boutique agencies to nationwide networks, to modernise their phone systems and boost performance. One of the most powerful changes we’re seeing in 2025 is the move to cloud phone systems and UCX (Unified Communications Experience) platforms like Microsoft Teams and Webex.

These tools don’t just improve call handling. They completely transform how agents and teams communicate in real time, from anywhere.

Here’s why making the switch is one of the smartest decisions your property business can make.

Mobility First: Work Wherever, Whenever

Real estate doesn’t stop when you leave the office, and neither should your phone system. Whether you’re on-site at a property, between appointments or working remotely, you need to stay reachable.

With a cloud-based phone system, your business line goes wherever you go. You can:

Answer calls from your mobile, tablet, or laptop
Use mobile and desktop apps that look and feel like your office phone
Maintain a professional caller ID so you don’t need to share your personal mobile
Transfer calls between team members, regardless of location

You’re always in the loop, and clients get the professional service they expect even if you’re calling them from your car.

Smart Call Routing: No Lead Left Behind

Every call is a potential opportunity. Whether it’s a vendor enquiry or a prospective buyer calling from a realestate.com.au listing, you need to answer quickly or risk losing them to a competitor.

Cloud phone systems with advanced call routing make sure that:

Calls are automatically forwarded to available team members
You can create time-of-day rules, such as routing to a duty agent after 5 pm
Auto-attendants professionally greet and direct callers
Missed calls become voicemails sent straight to your inbox

This level of control ensures you never miss a lead, even on weekends or public holidays.

Scalability and Flexibility for Growing Agencies

Real estate is seasonal, fast-paced and constantly changing. Whether you’re onboarding new agents, expanding to new suburbs or setting up a temporary campaign office, you need a phone system that grows with you.

With cloud systems, you can:

Add or remove users instantly
Avoid expensive on-site hardware
Launch new locations without technical delays
Manage multiple offices or remote teams under one central system

There are no long waits, no hidden fees and no infrastructure hassles.

Why UCX Systems Like Microsoft Teams and Webex Are Game Changers

Cloud phone systems are powerful on their own. But when you combine them with a UCX platform, you unlock an entirely new level of productivity, collaboration and professionalism.

What is UCX?

UCX (Unified Communications Experience) platforms bring together all your business communication—calls, video meetings, messaging, file sharing, presence and more—into a single app.

Let’s take a closer look at how Microsoft Teams and Webex benefit real estate businesses.

Microsoft Teams: More Than Just Chat

If your agency already uses Microsoft 365 (Outlook, Word, Excel), then Microsoft Teams is a natural choice. It becomes your all-in-one communication hub, with full phone system functionality built in.

With Teams, your agents can:

Make and receive calls using your office number on any device
Hold virtual buyer consultations or vendor meetings via video
Chat with internal teams or external collaborators
Schedule inspections and open homes directly from Outlook
Collaborate on marketing materials, floorplans and vendor reports in real time

With Direct Routing or Microsoft’s Calling Plan, you can replace your traditional phone system and manage everything in the cloud.

✅ Ideal for agencies using Microsoft 365 who want to simplify and unify their communications.

Webex: Secure, Scalable and Built for Real-Time Collaboration

Webex is another strong UCX option, especially for larger or multi-office real estate businesses. Known for its security, video quality and enterprise-grade reliability, Webex is perfect for high volumes of client communication or agencies with compliance requirements.

With Webex, your team can:

Host high-quality virtual inspections or team meetings
Use encrypted voice and video calls, ideal for high-value or commercial clients
Share property data, documents or photos instantly in chat
Use whiteboarding tools during team sessions or vendor briefings
See availability and route calls intelligently using real-time presence

Webex also integrates with CRMs, property management platforms and calendars like Microsoft Outlook or Google Workspace.

✅ A great fit for teams managing multiple offices, high call volumes or requiring added security.

Connected Tools Mean Less Admin, More Deals

Both Teams and Webex connect with leading tools used in the real estate industry, including:

Agentbox, VaultRE, Rex – log calls and keep contact history up to date
Outlook and Gmail – schedule inspections and sync calendars
Zoom and DocuSign – hold virtual meetings and send agreements instantly

These integrations save time and reduce admin, helping your team focus on selling, not switching apps.

We understand Real Estate

At Now Technologies, we support Australian real estate professionals with solutions that are:

Hosted in Australian data centres
Supported by local experts who understand your business
Customised for your team size, structure and goals
Compatible with your existing numbers and platforms

We also offer Voice AI solutions like Dubber, such as live transcription, call summaries and follow-up reminders, helping you capture important details without losing focus.

Final Word: Ready to Elevate Your Agency’s Communication?

If your current phone system is holding your team back or causing missed leads, it’s time for an upgrade.

A cloud phone system with UCX gives your agency the mobility, flexibility and professionalism you need to thrive in today’s competitive real estate market.

Whether you choose Microsoft Teams, Webex or a tailored hybrid solution, Now Technologies is here to help you make the move with confidence.

Get in Touch

Want to see how it works? Let’s talk about the right setup for your business.

📞 1300 123 456
🌐 nowtechnologies.com.au

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