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How to Organize Real Estate Files According to a Professional

Real estate professionals know that finely-tuned communication skills and a keen ability to negotiate are critical characteristics for top producers. However, the most successful real estate professionals also understand that an ability to be consistently well organized is a vital secret to their success.

Consistency with document and task organization means that agents will have critical client information readily available and that office admin can more easily support closing transactions. When transaction data is well organized and easily accessible, agents can provide better customer service, admin can ensure that deals can close smoothly and on time, and brokers know that official records on the right side of state real estate regulations. Most importantly, effective organization fuels agent productivity by reducing wasted time and frustration.

Despite the benefits of a well-organized process, the paperwork-heavy nature of real estate makes consistency a primary challenge for many offices. It’s especially tricky considering the on-the-go nature of working with clients and properties. Many real estate professionals find it challenging to devote time toward administrative tasks such as organizing and implementing effective filing systems. 

The good news is that this struggle doesn’t mean that staying organized is an exercise in futility. 

1. Use a Single System of Record

Required documents and related tasks often exist across a patchwork of online platforms, mobile apps, and paper files. This disorganization tends to become even more chaotic when working alongside another brokerage to close on a transaction and creates a slew of risks and headaches. 

Disjointed and siloed files make it harder to deliver seamless, intuitive client service. It also makes it more challenging to track all of the deliverables associated with closing a transaction and ensure that all of the requirements get completed on time. Lastly, in the event of an audit, you’ll have to scramble to pull all of your files from different sources and devices (if you can remember where everything even is).

The easiest and most important way to get and stay organized is to employ an end-to-end real estate management system that is capable of unifying all these disjointed pieces and systems into a single record. For example, instead of cataloging all of your documents related to a file within an Excel spreadsheet – but then storing the actual files elsewhere – look for a solution that allows you to upload documents, contact data, notes, and other critical pieces of data so that everything needed to close on the transaction exists in one place. It’s also essential to look for a solution that includes unlimited storage because, over time, costs to store your organized files can grow.

2. Use Checklists and Other Tools to Track Files Closely

Throughout every real estate transaction, countless documents must be created, signed, collected, and reviewed. Those documents are just a part of the specific requirements for each transaction. The type of property, location, and sale dictate the specific documents and tasks that change from one sale to another. These specific requirements make it difficult to determine at a glance whether you have everything you need for a particular transaction.

Instead of using preset checklists, or no checklist at all, successful real estate brokers and teams develop custom lists of specifications for each type of transaction that agents represent and that admin support. Custom checklists are often the most precise and effective way to ensure your files stay up-to-date and organized throughout the transaction closing process. As you receive each document and complete each task, a custom checklist of action items makes it easy to see completed and incomplete tasks quickly.

You can further improve your company’s ability to keep your files organized and on-schedule with a system that allows you to assign tasks to others in your office. Take it a step further and choose a real estate transaction management system that will help manage file compliance by automatically alerting you to missing documents on any transaction.

3. Use Tools that Fit Your Brokers’ and Agents’ Workflow

As helpful as perfect organization can be for a real estate company, it’s easy to see why busy brokers and admin struggle to organize files. The nature of real estate requires agents to be out of the office, but the required paperwork usually has to be filed back at their desks or in the office by admin. This disconnect often lends itself to a haphazard way of managing tasks, notes, and documents.  Worse, it makes it easy for professionals to procrastinate and generate piles of disorganized paperwork that quickly grow and become unwieldy.

One easy way to reduce this backlog is by employing a file management system that allows employees to deal with paperwork at any time and from anywhere – meaning documents can be uploaded and attached to files conveniently and as they are received. As one example, Paperless Pipeline helps ensure proper organization from anywhere with features that allow users to upload documents to a digital folder by email from any computer or device.

Want to learn more? Book a demo to see how Paperless Pipeline can improve the workflow at your office, and let us help you create checklists that to close more deals and delight more clients!

Try Paperless Pipeline with a 100% free trial today and see how simple it is to organize your brokerage’s files and keep your agents selling and your clients happy. Want to learn more? Book a live demo to see how Paperless Pipeline can improve the workflow at your office, and let us help you create checklists that to close more deals and delight more clients!

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