One of our larger brokerages asked for feedback on how to better process their files. I always appreciate offices who check in with us to see the how policy and procedure that is often created at the top levels of management work for those of us in the “trenches” of the business.
Feedback when used effectively creates positive changes in systems, a better flow of information, files processed in a timely manner and happier agents and TC’s!
A big concern for most companies is how to keep their eye on paperwork and ensure the agents are using the right forms for each transaction.
There are two simple solutions which I’ll discuss individually below:
ZipForms Broker Edition- A must-have if you want document management control. Here is what this little gem allows you to do:
All agents use the broker account to download docs using a sub-account that cannot be seen by anyone else than the broker and administrative staff.
The broker can create multiple templates for listings, pending sales and disclosure packages. In-house documents can be uploaded into the templates and swapped out anytime updating is needed. This saves everyone a TON of time!
Instead of sending out updated in-house documents or new disclosure requirements to agents hoping and praying they’ll get them completed and signed, everything is ready to go for the agent/TC in ZipForms Broker Edition.
TC’s love it because it’s a single access account with docs they need for all agents. Agents love it because there is no confusing document updates they have to remember to include for signature.
DocuSign Real Estate PLUS Broker Edition-This handy program allows you 100% access to agent’s files. Anything that runs through the platform can be seen and accessed. Bonus to your agents, you pay for their DocuSign! Each agent has a private login account that they use. TC’s love the single access account. Auditor’s love it because they can access any documents that are run through the system. If the document did not get into the final closing file, it very well may be in DocuSign.
Both of these products are well worth the price to give you piece of mind and ensure you know what’s going on with files and BRE compliance.
An important note! Products are only as good as how you set them up. You can have a great product but because of the way it’s been structured, it’s difficult for agents and staff to navigate or understand. Knowing how your staff works enables you to build a system that flows well and makes sense. Be sure to consider this or you’ll be inundated with complaints, no one will use it or worse, you’ll have to hire someone to work it because no one else understands your logic! Gahh!
Are you looking to upgrade systems in your office but don’t know where to begin? Diana Turnbloom is an expert at bridging real estate technology with real estate people. Her approach and ability to explain and simplify processes for companies enables individuals from the top management to assistants, office managers and Coordinators to save time and streamline steps. Call Diana today!