The commercial real estate (CRE) industry is experiencing a paradigm shift as artificial intelligence (AI) becomes increasingly integrated into daily operations. As professionals strive to remain competitive in a rapidly evolving landscape, understanding how to effectively leverage emerging technologies is critical. In a recent conversation, Toeer Stevenson, Head of Operations at Aspire Commercial, shared his expertise on applying AI in CRE to streamline workflows, improve efficiency, and enhance decision-making.
With over a decade of experience in brokerage management, operations, and marketing, Stevenson has become a prominent voice in AI adoption within the industry. This article explores key insights from his journey, offering actionable strategies to harness AI and elevate CRE operations.
The Evolution of AI in Commercial Real Estate
AI is no longer just a buzzword in CRE – it is a transformative tool reshaping how properties are marketed, deals are structured, and operations are managed. However, as Stevenson emphasizes, the industry has historically lagged behind others in adopting cutting-edge technologies. This is now changing, and professionals have a unique opportunity to embrace AI innovations to address long-standing inefficiencies.
Stevenson explains that AI tools, when applied strategically, can take over repetitive tasks, such as generating standardized documents or analyzing market data. This frees up valuable time for brokers, marketers, and analysts to focus on more complex, creative, and relationship-driven work. Yet, successful adoption requires thoughtful planning, experimentation, and customization.
From Marketing to Operations: A Personal Journey
Stevenson’s career trajectory offers a fascinating case study in how technology can complement traditional expertise. Starting in digital marketing, he transitioned into real estate by answering a Craigslist ad for a marketing analyst role. While he initially lacked industry knowledge, he quickly fell in love with the complexities of CRE, particularly the marketing side of property transactions.
"Some things change, and some things stay the same", Stevenson notes. Early on, he adopted innovative (yet simple) digital marketing tactics, such as targeted email campaigns, that were uncommon in real estate but standard in other industries. These strategies proved highly effective, generating leads and closing deals quickly. This experience laid the foundation for his later work incorporating AI into CRE operations.
At Aspire Commercial, Stevenson has focused on creating scalable systems that reduce bottlenecks and foster collaboration. His approach includes not just adopting tools like project management software but operationalizing workflows to ensure consistency and efficiency. This emphasis on process is essential for enabling AI to deliver meaningful results.
The Three Stages of AI Adoption
Stevenson outlines a three-stage approach to incorporating AI into CRE workflows:
1. Experimentation
- Begin by exploring AI tools that align with your day-to-day challenges. Test their capabilities by applying them to simple, repetitive tasks. For example:
- Use AI platforms to draft property descriptions or respond to common client inquiries.
- Experiment with AI-powered chatbots or virtual assistants to streamline customer service.
It’s critical to approach this phase with curiosity. Not every tool will be a fit, and some may take time to master before they deliver results.
2. Customization
- Once you’ve identified useful tools, customize them for specific tasks. Many AI platforms, such as ChatGPT, allow users to create tailored workflows or "custom GPTs" that understand detailed instructions.
- For example, a broker could set up an AI tool to analyze leases systematically, extracting essential terms like rent escalations, renewal options, and tenant obligations.
- Customization ensures that the AI outputs consistently align with the unique needs of your business.
3. Automation
- The final stage involves automating repetitive tasks entirely. By integrating AI with tools like project management software or CRMs, you can trigger workflows that run in the background without manual intervention.
- For instance, Stevenson describes using automation tools like Zapier and Relay to pull data from emails, process it, and store it in a database – all without human involvement.
The goal is not to replace human expertise but to enhance it. By automating routine tasks, professionals can dedicate more energy to complex decision-making and relationship-building.
Balancing Flexibility with Process
While AI demands structured processes to function effectively, CRE professionals often need to adapt to dynamic circumstances. Stevenson acknowledges this tension and offers practical advice: document workflows where possible but remain open to change.
Processes should act as a foundation, not a constraint. By regularly assessing and refining workflows, companies can ensure they remain relevant even as priorities evolve. Moreover, embedding AI in flexible systems, such as project management platforms, enables seamless adjustments without starting from scratch.
Tools to Watch: AI for CRE
Stevenson highlights several categories of tools that have proven valuable for CRE professionals:
- Customer Relationship Management (CRM) Systems: A well-implemented CRM is essential for tracking leads, properties, and deals. Simplifying the system to encourage adoption is key.
- Project Management Software: Platforms like Monday.com or Asana help ensure tasks are completed efficiently by automating notifications and approvals.
- AI-Powered Automation Tools: Tools like Relay and Zapier connect existing software systems with AI, enabling complex workflows to run behind the scenes.
- Generative AI Platforms: Customizable AI tools like ChatGPT streamline document creation, data analysis, and communication.
Stevenson notes that while these tools hold immense potential, their success hinges on thoughtful implementation and ongoing maintenance.
The Human Element in an AI-Driven World
Despite AI’s growing capabilities, Stevenson is quick to emphasize that relationships remain at the heart of CRE. Brokers, developers, and investors build trust through personal connections, which no algorithm can replicate. As technology automates transactional tasks, the human element becomes even more critical for strategizing, negotiating, and fostering long-term partnerships.
"Relationships are going to be more and more important as AI starts changing all these things around us", Stevenson explains. By leveraging AI to handle routine tasks, professionals can focus on what they do best – building relationships and closing deals.
Key Takeaways
- Experiment Before Committing: Test AI tools to determine their practical value in your day-to-day operations.
- Customize for Your Needs: Tailor AI platforms to perform specific tasks consistently and efficiently.
- Automate to Scale: Integrate AI into workflows to save time and enable your team to handle higher-value activities.
- Balance Structure with Flexibility: Document processes but stay adaptable to changing priorities.
- Prioritize Relationships: As AI handles transactions, human connections will continue to drive success in CRE.
- Adopt Incrementally: Start small, focusing on high-impact tasks, and scale up as your team becomes more comfortable with the technology.
The Future of AI in CRE
As AI adoption accelerates, the CRE industry stands at a crossroads. Professionals who embrace this technology thoughtfully will gain a competitive edge, leveraging its capabilities to navigate an increasingly complex market. However, success requires more than just tools – it demands a cultural commitment to innovation and excellence.
By fostering a balance between cutting-edge technology and timeless human expertise, the CRE sector can unlock new levels of efficiency, creativity, and growth. The time to start exploring AI is now, and with leaders like Stevenson paving the way, the possibilities are boundless.
Source: "Topher Stephenson and Harnessing AI For Commercial Real Estate | The Crexi Podcast" – Crexi, YouTube, Sep 24, 2025 – https://www.youtube.com/watch?v=Y18M6NAYGds
Use: Embedded for reference. Brief quotes used for commentary/review.
