Drowning in systems? Ray White Warrnambool shows the way out

Ray White Warrnambool manages over 1,000 properties—and with that comes serious operational complexity. But Principal Jess Densley, a highly regarded real estate systems and process coach based in Melbourne, knew there was a better way.

Jess has built a national reputation for helping real estate professionals improve their systems, streamline their operations, and lead with structure. So when he turned his attention to simplifying his own business, it was no surprise that Ailo became a core part of that transformation.

“We have 25–30 staff, great market share in sales and PM,” Jess said. “But there were so many systems—and so much cost.”

As a business owner who trains others to work smarter, Jess practiced what he preaches. “Like any business owner should, every month and every quarter we looked at the programs we were using—two of this, two of that. It was very confusing.”

The first step was reducing cost and complexity. “When I wanted to get more involved in PM and drive growth, that was the first thing that struck me. We needed to make changes.”

The rollout? Seamless.

“I can sit here today and say, hand on heart, I did not get one phone call through the whole transition—and I probably still haven’t to this day. That tells me it was a good transition.”

But for Jess, this wasn’t just about software. It was about protecting his team from industry-wide burnout.

“In my travels in Victoria, especially, I’ve heard so much about property managers leaving the industry because they’re burnt out—leadership fatigue, property investor and renter fatigue,” he said. “We feel like we’ve ticked those boxes.”

Ailo also reinforced one of the agency’s biggest strengths: service.

“We’re really big on customer experience,” Jess said. “Ailo has been great for that—everything’s transparent across our business.”

While Jess focused on systems and strategy, Aylish Campbell, a property manager at Ray White Warrnambool, was living the day-to-day reality of those complex tools.

“Oh my gosh, I had books and books and books of notes,” Aylish said. “Just trying to learn is just mayhem. I’ve got to go to this tool to do this small part of whatever I’m doing... it was so back and forth.”

That all changed with Ailo.

“I think that’s a massive part of why we’ve been so successful growing—it is just so simple,” she said. “There’s no jumping back and forth. You’re doing everything on Ailo.”

With her whole workflow in one place, Aylish found her rhythm again. “

She’s no longer staying late to catch up—or mentally clocking overtime.

“I’m clocked on at 9:00, I’m going home at 5:30. No more having to stay that extra half an hour, do one more email.”

And she’s feeling it, not just seeing it.

“Being able to tick things off and visibly see that work is actually getting done—it just makes you feel like, ‘Yeah, I did get today’s work done.’”

From principal to property manager, the shift to Ailo gave the Ray White Warrnambool team what every agency wants: time back, clarity across the board, and confidence in the future.