How a Lean Dallas-Metro Team Cut Market Survey Time by 75% Using ScoutSpace

About REATA Commercial Realty

As a tenant advocate, Jan Gibbons and her team provide tenant-representation services to companies and nonprofits seeking office and industrial space across the Dallas–Fort Worth region.

Founded in 2004, REATA Commercial Realty has built its reputation on hands-on advisory services and long-term client relationships. Jan officially joined the firm in 2015, bringing a background outside traditional brokerage and a strong focus on process, efficiency, and client experience. Together with her husband, Bob Gibbons, the team brings more than 35 years of combined experience in commercial real estate.

The Challenge

As a lean tenant rep firm, REATA was spending too much time building and maintaining market surveys rather than advising clients and moving deals forward.

Creating a single survey often took 2 to 4 hours, pulling brokers and their Operations Manager into a fragmented workflow across multiple tools. Property details lived in raw data reports, Word documents, and email inboxes, all of which had to be pieced together manually. Any update — a rate change, leased space, or last-minute broker request — meant reopening files, reformatting data, and producing yet another version.

“Brokers always change things at the last minute.” - Operations Manager, REATA Commercial Realty

The issue was friction. Too many tools, too many steps, and a process that made quick turnarounds difficult when clients needed answers most.

The Solution

REATA needed a way to simplify market surveys without adding headcount or sacrificing quality.

The team adopted ScoutSpace to replace manual, design-heavy workflows with a single, simplified process. Market surveys can now be built, updated, and shared via a single interactive link, eliminating the need to rebuild files or manage multiple versions.

Beyond saving internal time, ScoutSpace also enhanced the client experience. Surveys became easier to navigate, mobile-friendly, and structured around how clients actually evaluate their leasing options.

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The Results

With ScoutSpace, REATA reduced the time required to create market surveys from up to 4 hours to under 1 hour per survey — a meaningful efficiency gain for a small team.

The most significant change, however, was in how clients engaged with the process. Instead of touring every possible option, clients now explore properties digitally first — reviewing locations with drive times factored in, comparing space details, and eliminating less viable options early on. Tours become more intentional, conversations more productive, and leasing decisions move faster.

Clients can access their survey at any time, on any device, before the touring process even begins.

The Takeaway

For REATA Commercial Realty, ScoutSpace didn't just simplify market surveys — it transformed how clients experience their options and reach important decisions.

By delivering interactive, up-to-date surveys before tours, the team saves internal time while respecting their clients’ time. The result is stronger trust, more informed client conversations, and a clearer path from the initial market survey to a signed lease.