How I Transformed Chestnut Capital’s Real Estate Operations with Systemized Workflows.
About Chestnut Capital.
Chestnut Capital is a New Jersey-based brokerage and investment firm operating in the real estate market. Before working together, the company struggled with a lack of process, disjointed teams, and no clear operational targets. Despite having active deals and teams in the U.S. and the Philippines, there was no centralized workflow or system for accountability, performance tracking, or lead follow-up.
The Challenge — Disconnected Teams & Unscalable Operations
Chestnut Capital faced several operational inefficiencies:
No documented workflows or standardised processes
Sales, administration, and executive teams working in silosBooking teams in the Philippines lacked visibility into property availability or client status
Leadership struggled with forecasting, reporting, and team alignment
Missed rental opportunities due to untracked or dropped leads
The company was on a trajectory of disorganization that affected performance, morale, and ultimately, profitability.
The Solution — A Custom Asana System Built for Real Estate Operations.
As a Fractional COO and Operations Consultant, I designed and implemented a custom Asana project management system that connected every function of the business:
Lead Management Workflow – Created a system to capture and track rental leads from initial inquiry to approval, including background and financial checks.
Cross-Team Visibility – Integrated roles from executive leadership, administration, booking teams, and sales, providing transparency at every stage.
Property Management Integration – Ensured workflows aligned with property availability, viewings, approvals, and leasing status.
Automations & Dashboards – Introduced automated reminders, status changes, and leadership dashboards to help track KPIs, revenue pipelines, and rental conversions.
The Results — Improved Rentals, Financial Control, and Team Performance.
- Increased Rental Conversions - By 35% streamlining lead follow-up and property viewings, the company boosted rental approvals and revenue.
- Higher Operational Efficiency - An increase of 80% Administrative overhead decreased, with faster processing times and fewer errors.
- Leadership Alignment - Executive teams gained visibility into sales performance, rental flow, and financial forecasting.
- Stronger Team Collaboration Philippine-based booking teams and local sales agents operated with better communication and task ownership.
What This Means for Similar Real Estate Firms.
This case shows how Fractional COO services combined with operations systems like Asana can turn around struggling teams, especially in real estate, brokerage, and property management. If your company suffers from siloed communication, unclear goals, or a lack of process — it may be time to take action.
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