Process & Portal Built for RE Transactions

*I signed an NDA with this client so I will not be disclosing their information at this time.

The Client: Client "I" runs real estate transactions for himself and another office.

The Problem: These transaction processes require a large quantity of data and documents to complete the processes of and coordinate with vendors, such as lending, title, insurance, etc. Client "I" did not have a checklist, process, or even a document storage solution. Searching for what was needed to complete tasks was time-consuming, frustrating, and costly. When important changes happened during the transaction, it required additional work which this team was not always aware of. This cost them time and money and caused HUGE delays and has almost lost deals.

My Game Plan: First, I learned the processes involved and the available resources and budget for building and maintaining processes. I took meticulous notes to be used for references for the team and for future training. I created a thorough checklist of all tasks, the necessary items for each task, and resources involved. I planned to use Zoho and Zapier to streamline and automate the processes.

Potal: I created a portal in Zoho Creator for the offices to submit and review their transactions, the information they submitted, the tasks that need to be done by who, and updates on what tasks have been completed.

Data Collection - New Transaction Form: I then created a form to collect all of the necessary data and documentation for each transaction type and each vendor's process. This form included relevant information to help make informed decisions about which vendor or vendor's options to choose. It also allows the user to attach relevant contacts and vendors they add to share with their team.

Data & Task Delegation - Automated Task Creation & Task-Specific Data Sharing: I created a calculator to assign start dates and deadlines for each task as they happen at various points in the transaction process. The automation populates a task with those dates assigned to the appropriate person. This process includes automatically providing only the relevant data for each task to the person completing the task.

Transaction Changes - Transaction Deviation Form: As most things don't go according to plan, I created a solution to ensure nothing is missed or delayed. In this portal, I provided a separate form to collect information for when important changes happen during the transaction, such as Close of Escrow being delayed.

Task Updating—Transaction Deviation Task Updates: I automated the tasks so that start dates and deadlines recalculate according to transaction changes, so the team can focus on the highest priority items and never worry about missing a deadline!

Bonus - Process & Training Resources: I also created a FAQ document for the most commonly asked questions during the transaction process as well as "How To" documents for what to do if something changes during the transaction and for each vendor's process. These documents answer questions for the team, freeing up the business owner and preventing delays and problems that can occur due to a lack of direction. Time is very costly during real estate transactions!!

Result: This new process helped the team prevent unnecessary delays (which can cost you deals!) and saved several hours with each transaction for this team... saving lots of money for the business owner!