The Power of Checklists
A Webinar with Larry Kendall 1. The Goal of Ninja Selling is to increase your income per hour so you can have a life. 2. Checklists will: § _______________________________________________________________ § _______________________________________________________________ § _______________________________________________________________ § _______________________________________________________________ 3. Paul Schnaitter (
[email protected]) Paul puts his checklists on Goggle Docs. 4. The Checklist Manifesto by Atul Gawande § Scott Nordby, Innovative Real Estate (
[email protected]) § Pilots § Hotel Maids § Venture Capitalists § Surgery Teams 1
5. Good Checklists: § ________________________________________________________________ § ________________________________________________________________ § ________________________________________________________________ § ________________________________________________________________ 6. Checklists cannot: § _______________________________________________________________ § _______________________________________________________________ § _______________________________________________________________ 7. Why don’t we follow checklists? § _______________________________________________________________ § _______________________________________________________________ § _______________________________________________________________ Results: ________________________________________________________ 8. Our Favorite Checklists: § Environmental § Staff Support § Sales § Managers – Scorecard 2
9. Environmental Checklists: Goal: “Create an environment that encourages everyone to maximize their potential.” We are “Keepers of the Space.” § ________________________________________________ § ________________________________________________ § ________________________________________________ 10. Staff Goals: § 3 Basic Rules: 1.____________________________________________________ 2.____________________________________________________ 3.____________________________________________________ § Bring order to the chaos § Be a “Step-‐down Transformer 11. Staff Checklists: § “Opening the Store” § “Newbie” Check-‐in § Listing Process – Realtor Completion Checklist § Marketing Listings § Under Contract Process – Under Contract Completion Sheet 3
12. Sales Checklists: § Listings: o Listing Checklist o Realtor Completion Checklist o Marketing Checklist o Listing Under Contract Checklist § Buyers: o Buyer Checklist o Under Contract Completion Sheet § Additional Sales Checklists: o Important Contract Dates o Open House Checklist o Out of Town Checklist o After Closing Checklist o Hot List and Warm List o FLOW Calendar 13. One of our primary roles: ___________________________________________________________. 14. One of our customer’s primary expectations: ___________________________________________. 15. Our Goal:________________________________________________________________________. 16. Debbie Maier, The end Result: “You cannot build a ‘Wow’ experience until you first have a process. 17. With a process and a checklist: You will deliver predictable “Wow!” results, on-‐purpose, with less drama, and with more referrals. 18. Professionalism defined by Atul Gawande: § Expectation of ______________________________________________. § Expectation of ______________________________________________. § Expectation of ______________________________________________. § Expectation of ______________________________________________. 19. Discipline bu Atul Gawande: “Autonomy is the enemy of discipline.” “Discipline is hard. We are not built for discipline. We are built for novelty, autonomy, and excitement, not of careful attention to detail. Discipline is something we have to work at.” 4
Daily Checklist: Monday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start Coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes __ Check Weekend Log (Receptionist Folder / Weekend Ladies / Weekend Log) Daily __ Print, Fold, & Distribute Hopper by 9 a.m. (for whole office) __ AM News __ Order any needed items from Marketing to
[email protected] by 2 p.m. __ Sam’s order to
[email protected] by 4 p.m. __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add Changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher – include water pitcher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!
Extra things to do:
Copier Reset tomorrow!
Floor: 8-11:30 _________________
Floor: 11:30-3 __________________
Floor: 3-6 __________________
______________
__________________
__________________
Extra things to do:
Daily Checklist: Tuesday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Office Max order __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out Coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in the lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!
Copier Reset
What’cha need?
Floor: 8-11:30 _________________
Floor: 11:30-3 __________________
Floor: 3-6 __________________
______________
__________________
__________________
Daily Checklist: Wednesday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Stock office supplies upstairs and downstairs __ Put away Office Max order __ File any unused documents from list/buy packets __ Go through Pick-‐up Bin __ Check copy room cubby stats that all are current __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out Coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in the lobby __ Lock Mr. DeWitt’s door Please! __ Turn OFF Fireplace if needed!
Extra things to do:
We got’cha stuff!
Floor: 8-11:30 _________________
Floor: 11:30-3 __________________
Floor: 3-6 __________________
______________
__________________
__________________
Daily Checklist: Thursday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ File any unused documents from list/buy packets __ Make copies for listing and buyer packets __ Order PDS ink __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Put Sam’s order away __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post Mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!
Extra things to do:
Zip a dee do da, zip a dee yea, my oh my, tomorrow’s Friday!
Floor: 8-11:30 _________________
Floor: 11:30-3 __________________
Floor: 3-6 __________________
______________
__________________
__________________
Extra things to do:
Daily Checklist: Friday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Delete old Inventories __ Call 377-‐6053 with Weekly Showing Count & l/m for Susan __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Call offices for Relo Packets needed __ Prepare weekend checklist __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor Sat/Sun/Mon __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please __ Turn OFF Fireplace if needed!
We made it! Bring on the weekend!
Floor: 8-11:30 _________________
Floor: 11:30-3 __________________
Floor: 3-6 __________________
______________
__________________
__________________
Weekend Checklist
Relo Packets: Horsetooth – Harmony – Mulberry – Centerra – 29th – Emily –
Sat / Sun (Please check off or initial once item has been completed) ___ ___ Turn lights on around main areas ___ ___ Check Voicemail ___ ___ Unload dishwasher, check for faxes on the copier. ___ ___ **NEW** Check Weekend Log (Receptionist Folder / Weekend Ladies/ Weekend Log) ___ ___ Put Coloradoan and Reporter Herald in lobby (may be dropped off at back door) • SATURDAY: Remove “REAL ESTATE WEEKLY” & “REAL ESTATE SOURCE” inserts from paper and add to wall display next to the fireplace. Use the bottom 2 sections that have the Plexiglas supports. ___ Sunday morning: empty coffee pots of cleaner, rinse, and replace in coffee stations. ___ ___ Make coffee and prepare water pitcher with ice. ___ ___ Stock downstairs fridge with water (back stock in basement on shelves with napkins, paper plates, etc) ___ ___ Stock front desk supplies (staples, sticky notes), closing room with pens, and check up and down stairs for office supplies.**Especially manila envelopes 1st floor & 2nd floor, back stock in cabinet under the mailboxes or more in the basement. Leave us a note if there are less than 2 boxes of each size in the basement.** ___ ___ Stock 1st & 2nd Floor Copiers FULL of paper (8.5x11, 8.5x14) and dry ink. Stock 2nd floor work station printer with paper. Stock 2nd floor work counter drawer with at least 2” tabloid paper (back stock in 1st floor copy room base cabinet under the paper cutter).
___ ___ Stock coffee station(s) supplies, fill Jet Dry in dishwasher (Refer to “Wonderful Weekend Ladies” information page in the Weekend binder, Weekend Calendar section)
Receptionist Binder has been updated with lots of great information. It’s now in the drawer with the Welcome Board letters.
Check it out! We’re so grateful for your help!!! It makes our week so much smoother. So, if you need help finding something or have a question on how to do
Call
something:
us!!!
Need more of the followinghappy items: We’re
to help!!
___ ___ Empty Shredder if needed. ___ ___ Create new sign in/out sheets for the week (make sure to include date on top, highlight names on floor & type times) Receptionist Folder / Receptionist Manual / Sign In Sheet Change ___ ___ Make Pre-Listing, Listing, & Buyer Packets (If needed, should have @ least 15 for the week) ___ ___ Make Relo Packets, put in inner office run baskets
Additional To Do items:
___ ___ Restock Relo Drawers, Inventory is in the basement. Please leave a note if we open a last box. ___ ___ File any unused documents from Pre-List / List / Buy packets (make sure forms are current!) ___ ___ Copy stats back in cubbies from originals, across from copy machine. (2 copies of each in addition to the Master in the page protector. Make sure that all forms are current!!!). ___
Put mail away
___ ___ Check copier for faxes throughout the day, leave message for Partner on cell. ___ ___ Prepare Welcome Board for Monday (If needed for closings) ___ NEW!! Collect the daily & weekend checklist(s), staple, & leave for Courtney. Set up new daily checklist(s). (In Reception Folder/Reception Manual/Daily Checklist) ___ ___ Check for coffee cups/glasses in ALL 4 sinks, and put in dishwasher (Morning and Evening) ___ ___ Empty and Rinse out coffee pots, put filter and spouts in dishwasher **Including Tami’s Pot (make sure to rinse out her pot & pump if it looks as though it has been used)** ___
Saturday close, collect all pots. Fill with cleaner (under kitchen sink or in cabinet left of the fridge). Allow to sit over night.
___ ___ Start dishwasher before leaving. ___ ___ Put Newspaper & the day’s sign-in sheet in Recycling. ___ ___ Turn off all lights, put phones on night ring, lock front door and check exterior back door. DO NOT THROW THIS CHECKLIST AWAY!-Thank you J Updated 8/8/13
Weekend Floor Tracking: Saturday Floor: 8-11:00 _______________________ _______________________ Sunday Floor: 9-12:30 _______________________ _______________________
Floor: 11-2 _______________________ _______________________ Floor: 12-4 _______________________ _______________________
Floor: 2-5 ____________________________ ____________________________
Receptionist Services Checklist for New Broker New Brokers Name:________________________ Initials:______ (check spelling) Phone System: ____
Verify Name, office location ____________________, extension _______, cell # __________
____
Give Susan: Welcome Guide, Horsetooth phone list, and TGI phone list
____
Give Extension to Susan.
____
Make sure new phone & email jacks work correctly.
____
Get Voice Mail preference.
____
Set up phone. If new extension is needed: Call Joel (NCG 484-5000).
____
Update DID extensions page.
____
Add Name button to Front Desk Phones (both).
____
“Newbie” sets up their voicemail.
Identification: ____
Order MAIL BOX plate from
Ordered:____ Delivered:____
Rocky Mtn Engravers, Sue: 221-4622 Request that the item be mailed. ____
Order DOOR plate from All Sports Trophies 484-2171:
Ordered:____ Delivered:____
Request that the item be mailed. Miscellaneous: ____
Add agent to postage machine, postage departments and postage master list.
____
Add email address to BOTH Xerox copiers.
____
Check that email and SS# both work on copier.
____
Add name to Horsetooth phone list.
____
Replace all lists around office, email to Horsetooth, print for staff.
____
Add name to sign-in sheet at front desk.
____
Add mail box to wall.
____
Insiders—ask their preference for labeling: Disabled or themselves (circle one)
____
Insiders—ask who will print their labels: Front Desk, Assistant, themselves (circle one)
____
Centralized Showing Code:_______ Add to List. Or Agent calls (970)663-7469 to set-up.
____
Explain “Richard” page to them and how to pick up call.
____
Collect business cards for front desk (when delivered).
____
Other:_________________________________________________________________________
______________________________________________________________________________
Horsetooth Front Desk
Welcome Guide for Newbies Your Phone— How to set up your voicemail: Front desk will need your voice mail preference. Voice Mail to desk only Choose Voice Mail to email only One Voice Mail to both desk & email Voice Mail to cell only Front desk will program your phone based upon your above preference. Once complete you may set up your voicemail. Please refer to the back side of this page for the instructions. Make sure to go through ALL steps (1-20).
Information we need from you: Insiders: Label your own or send to Disabled 6¢ a label? Centralized Showing Code: to set up call: 663-7469 Business Cards: When you get them please give us 10
General information: Floor sign up: 2nd Thursday of every month. You will receive a reminder e-mail. Early birds write their name on a sticky at the front desk, first come first serve. We’ll call you when its your turn. Richard: We page for “Richard” when we have a floor call and no one is on floor. Conference Room Reservations: Front Desk schedules same day room reservations. Gena (ex. 6031) schedules future dates. Dial 0 to reach the front desk Wi-Fi: Agent: tgiwireless5
Business card size for cut out easy reference
Retrieving Voice Mail from outside the office
Call 377-6079
Immediately Press: #
Dial your extension
Dial your password
Follow prompts
Mailbox Setup Write your preferred script below, and then follow ALL the prompts:
To make set up faster: the instructions are written to be followed without having to wait for options. You can press the digits regardless of the prompts being heard.
LIFT THE HANDSET, FOLLOW
ALL THE INSTRUCTIONS BELOW
1. Press VM 2. Password (0000 default) 3. Press the following: 0 5 1 2 4. Read above script, then press 2 5. Choose: 1 to review, 3 to retry, # to save 6. Press 1 7. Press the following: 0 # 7 1 2 8. Enter NEW password (at least 4 digits), then # 9. 1 to accept 10. Press the following: 0 # 7 2 11. Say FIRST, then LAST name
Phone Facts: DND Feature: Voice Mail to cell option—Line on DND: Samsung sends call to cell. Voice mail to desk option—Line on DND: Call goes directly to voice mail.
12. Press 2
Voice mail to desk option—Line not on DND: Call goes to desk & cell.
13. Choose: 1 to review, 3 to retry, # to save
Retrieving deleted voice mail:
14. Press the following: 0 # 7 3
Log into your v.m. / Option 6 / Option 3
15. Press 2
Leaving an alternate voice mail message:
16. Type 4 letters of LAST name, then #
Log into your v.m. / Option 5 / Option 1 for no answer greeting / 2 to edit / 2 for new greeting / record message / 2 to stop recording / # to save / 1 to assign.
17. Press 1 18. Type 4 letters of FIRST name, then # 19. Press 1 20. Hang up, you’re done!!
When you need to switch it back you will do the first few steps again.
LEAPFROG
you’re official Meet with Helen Gray and the Marketing Team for the following items: Color Business portrait with Clayton Jenkins, 970-372-5611 1002 Drake Road, Suite 104, Fort Collins, CO 80526 Have at least one photo taken in professional business attire; other shots can be business casual. Announcement Cards/Introduction Letter, Quantity needed ________ The Group will pay to print and mail up to 500 announcement cards. Mail cards in an envelope and include your business card. Business Cards “Why I Joined TGI”, worksheet Name tags (silver or brass) Personal Brochure, worksheet Personal Website-Amy Hoback, 377-6055, Marketing Department, Horsetooth Office Web Presence Insider and other flow systems Advertising Options Marketing Services Press Release Property Brochures Virtual Tours Pre-listing Binder-will need marketing plan and resume to complete. GroupGives
Helen Gray Marketing Director
[email protected] 377-6037
Amy Hoback Technology and Training
[email protected] 377-6055
Ashley Grisel Marketing Services
[email protected] 377-6054
marketing department services What do I need? Who to call? App Question Banner Boomerang Question Builder Ad Builder Logo Builder Materials Business Cards Domain Name GroupWear Homes and Land Insider Question Just Listed Card Just Sold Card Neighborhood Stat Card Nosy Neighbor Card Nosy Neighbor Sign Personal Brochure Personal Website Property Brochure Pre-listing Binder Sign for Neighborhood Source Ad Sponsorship Ads Technology Question Website Questions
Amy Anne Ashley Anne Anne Anne Amy Amy Amy Ashley Ashley Ashley Ashley Ashley Ashley Ashley Amy Amy Ashley Anne Anne Ashley Anne Amy Amy
Anne Vetter Graphic Designer
[email protected] 377-6027
LEAPFROG
The Group, Inc. branding
The Group logo was developed as part of the overall company branding. The following guidelines were developed to ensure the integrity of the logo and its usage. When using the logo these guidelines must be adhered to. Provide these guidelines to any vendor who may be using the logo. Improper use of the logo by a venfor may result in non-payment. The Marketing Department will answer questions about proper use of The Group’s logo and can provide your vendor electronic files.
LEAPFROG
logo usage guidelines Examples of correct and incorrect usage SIGNATURE
Correct:
Incorrect:
The combination of the logo and logotype creates the corporate signature. There are three acceptable signature arrangements that have been developed for The Group, Inc. Each arrangement has been carefully designed and artwork for each arrangement is available from The Group. The signatures can be enlarged or reduced photo mechanically. DO NOT separate the logo from the logotype, rearrange the logo-to-logotype arrangement, or recreate the signature relationship. Incorrect use of The Group, Inc. signature may be cause for withholding or refusing payment.
REVERSE/NEGATIVE
Correct:
Correct Black & White Usage:
Incorrect:
Incorrect Black & White Usage:
Separate artwork has been developed for reproducing the logo or signature in reverse form. Artwork for the reverse signature application is also available from The Group. DO NOT reverse the signature that has been developed for positive application. All logos provided are transparent. A box should never be around or behind the logo, unless it is a design treatment.
COLOR
Correct:
Incorrect:
There are three acceptable color treatments for The Group, Inc. signature. a. Three-color trademark with blue logotype. The correct colors for the three-color trademark are Pantone 293 (blue) for the upper left portion; Pantone Green for the lower left portion and Pantone 266 (purple) for the entire right side of the trademark. The “G” portion of the trademark remains white. The three color trademark can be used on a white paper stock or a LIGHT, neutral gray. b. The signature may be reproduced in all black. c. The signature may appear in all PMS 293 (blue). When using a colored paper stock, the entire signature must appear in black, or in all Pantone 293 (blue). Do not reproduce the signature in any single color other than black or Pantone 293 (blue). The signature must appear in all three-colors, in all black, or all blue. There is no acceptable two-color signature.
MINIMUM SIZE
1”
.70”
Correct:
Incorrect:
.375”
The The Group, Inc. signature, REALTOR® logo and Equal Housing Opportunity logo may not appear smaller than the minimum size shown here, except on certain merchandising items such as pens where the print area is very small. Always check the logo while it is being printed for quality and legibility.
LEAPFROG
Enr i ching Liv e s In No r t h e r n C o l o ra d o The GroupGives Mission
We b el i e v e e v e r y p e r s o n s h o u l d h av e a p l a c e t o c al l h o m e . Gro u p Giv e s s u p p o r t s o r g ani z at i o n s an d p ro g ram s t h at p ro m o t e t hi s b el i e f. The Partners at The Group Real Estate have been generous community supporters since the company was founded in 1976. GroupGives, a fund of the Community Foundation of Northern Colorado, was created to: • Combine and focus the collective generosity of our Partners for greater effectiveness and visibility in the community • Include our family members and our customers in our efforts to help assure that Northern Colorado is an amazing place to live for ALL of its residents • Ensure that The Group’s legacy of giving continues; that all Group Partners, present and future, participate in charitable giving and active volunteerism As Realtors we want to help people achieve their definition of ‘home.’ www.groupgivesback.org
GroupGives is a fund of the
www.NoCoFoundation.org
Listing Checklist Listing Address:
Date:
Seller:
Seller:
Phone:
Email:
Notes: Tour: oYes oNo Date:
MLS Input Date:
MLS #:
Tasks
Date Completed
o Pre-Listing Interview (phone call) o Date for walk-through/signing appointment o Print Public Records o Order an O and E with your assistant o Prepare CMA (pull comps for assistant if she prepares) o Request Listing Packet from your assistant providing public records, info, etc. o Prepare WOW packet, present Pre-Listing Binder, any info about you/company o Receive all paperwork signed/filled out by seller(s) o Have listing agreement signed and in hand before ordering anything o Order prior to handing in listing to assistant o Pictures
o Measurements
o MLS Sheet completely filled out
o Staging o Tour Date
o Pre-Inspection o SFD filled in with square footage
o Realtor Completion Checklist completely filled out o Loan Information request form
o HOA request form
o Lead Based Paint (if applicable)
o Submit listing to assistant o Pitch the property at a Sales Meeting/Tour o Send any neighborhood announcements/property info to neighbors o Schedule an Open House o Make sure seller’s contact info is in your database (Outlook, cell phone, etc) o Send Thank You card to seller for listing their property
REALTOR COMPLETION CHECKLIST SELLER INFORMATION Names to be used on correspondence: (If different than contract) Mailing Address: Phone Numbers:
City Email:
State
INSIDER LIST: Already on? Add? Do Not Add? HAVE THE FOLLOWING BEEN PROVIDED TO SELLER: PRE-LISTING PACKET-YES NO WRITTEN CMA: YES MARKET STATISTICS- YES NO MARKETING PLAN: YES
REFERRAL INFORMATION (If applicable) Referring Company: Address: City Phone Number:
Zip
SOURCE OF BUSINESS: NO NO
Referring Broker: State Zip Code Referral amount: $ OR
%
TITLE COMPANY FOR THIS TRANSACTION (please circle one) Has O&E been ordered? YES_____NO_____ Do you want it ordered YES_____NO_______ Chicago Empire Heritage Land Lawyers North American Fidelity Stewart Transnation The Group Guaranteed Title Other______________________ HOA: YES_________NO_______ MGMT CO: _______LOGIN: __________ LOAN: YES________NO_______
SHOWING INSTRUCTIONS: (This information must be provided) Property is: OCCUPIED/VACANT By: OWNER/TENANT Occupant Name(s): Phone Number(s): Showing Instructions: Prefer Text: yes/no if yes, number Service Provider? Pets on Property: YES/NO Pet Instructions: Directions to Property: MARKETING INFORMATION: Tour Date: Enter into MLS/Install sign on: Price Rider: Yes/No Lockbox: Yes/No Make 2nd key: Yes/No Brochure Box: Yes/No ASSISTANT TO ORDER: (please check all that apply) Standard: Brochure - From: Photos - From: Measurements: Homebook - From: __ _____ _______ Postcards- From_______________ __________ IPW –Automatic with every listing Homes and Land: Open House - Date: Visual Tour - From ________
Lockbox date for install: Combo/Elec Combo: Realtor Install/Courier Install
________ Set up automatic e-mail on circle pix, Trulia Inspection- Type: ________ Staging Provider: Septic/Well Check: _________ Radon Test: ________TBD/Pre-title- From_________________________ ILC - Order From: ________ Roofer: Furnace/AC: Handy Man:
ASSISTANT CHECKLIST DATE RECEIVED:__________Starship#___________Circle Pix Tour#________MLS#_________ Lender Request Order O& E Copy of CMA in file _______Send HOA Request File Label Call/Fax Utility Request Sign & Lockbox Request Check Floodplain Brochure Box Prepare Counter Display nd Make 2 Key Scan/Upload disclosures in IRES Proof Listing Contract Write new listing information on scoreboard Closing Instructions MLS sheet to: Property Disclosure Signed Broker_____In file______ Source of Water Addendum New Listing Letter to Broker Measurement Disclosure Signed Circle Pix Lead-Based Paint Disclosure Signed ____Craigslist _____Youtube _____Facebook Fort Collins Occupancy Disclosure Set up e-mail weekly to clients______ _______Affiliated Business Disclosure _______Set up e-mail on Trulia _______Sure Close _____ Add MLS# ______Link to SS____ Enhance listing on Realtor.com _______Upload Documents to Sure Close _______ Brochure Ordered/ Prepared _______Input on Source Spreadsheet _______Order photos from________________ Input in MLS Only w/ photos # ______________ _______Order Measurements Input in Metrolist Only w/ photos #___________ _______Order just listed/sold card order labels Enter into Starship _______Order Home book Add to tour _______Order TBD/Pre-title Record in Assistant Tickler Upload-Contractwriting,floorplan,disclosures-sureclos ______Add Reminder to Outlook- For marketing _______Source _______QR Code _______Homes and Land ad
Marketing and Advertising Opportunities
INTERNET
Sales Partner:______________________________
Revised Feb. 14, 2011
Property Address:__________________________________
Individual Property Website (IPW).......................................................................Included Individual URL (1234mainst.thegroupinc.com) Sign Rider and Installation For IPW....................................................................$25* Virtual Tour.............................................................................................................Included Virtual Tour On YouTube.......................................................................................Included Virtual Tour On Your Facebook Page..................................................................Included Ad on Craigslist.....................................................................................................Included Featured Ad on www.thegroupinc.com..............................................................$25/week/listing Emailable Post Card.............................................................................................Included Mobile Virtual Tour Application............................................................................Included Sign Rider and Installation for Mobile Tour........................................................$25* Realtor.com Enchanced Listing (not optional)...................................................$25 Enhanced Listings Include: Virtual Tour Posted, Multiple Photos, TGI and REALTOR® Branding, Detailed Property Description, Scrolling Headline
PRINT
*Price May Vary Depending On Property Location Open House Ad......................................................................................................Included Saturday’s Newspaper The Source Quarter Page...................................................................................................$350 Twelfth Page....................................................................................................$200 Cover................................................................................................................$750 New Listing.....................................................................................................Included Homes and Land - Larimer and Weld Individual Property Ad on TGI’s Page (Larimer Only).................................$40/listing Full Page..........................................................................................................$595c/$335b Half Page.........................................................................................................$360c/$200b Quarter Page...................................................................................................$225c/$130b Cover................................................................................................................$600 Just Listed Post Card Regular (5.5” x 4.25”)........................................................................................See Price Sheet Jumbo (8.5” x 5.5”)............................................................................................See Price Sheet Just Sold Post Card Regular (5.5” x 4.25”)........................................................................................See Price Sheet Jumbo (8.5” x 5.5”)............................................................................................See Price Sheet Brochures Letter..................................................................................................................See Price Sheet Tabloid................................................................................................................See Price Sheet page 1 of 1
Listing Under Contract Listing Address:
Date:
Seller:
Seller:
Phone:
Email:
Buyer:
Buyer:
OB:
Phone:
Office:
Lender:
Phone:
Fax:
Email: Title Company:
Email:
Phone:
Notes: Tasks o Fill out Realtor Contract Completion sheet and hand in/email with all documents o Input important contract dates in calendar o Email contract, counter, disclosures and other misc. to Lender and Title o Email seller(s) important dates they need to respond to/action taken o Remind seller(s) of transferring utilities, insurance, etc. o Provide appraiser with supporting comparables. Any conditions? o Call Lender on loan conditions o Email to remind seller(s) of closing date, time, location o Order closing gift After Closing o Update client’s info in Outlook, Insider list, etc. o Put Anniversary date in calendar o Put copies of settlement statements in your file o Send final Thank You note/card
Date Completed
Buyer Checklist Date: Buyer:
Buyer:
Phone:
Email:
Current Address: Lender:
Phone:
Notes: Hot Buttons/Wish List: Tasks
Date Completed
o Add to “Insider” list and database o Set up “My Home Search” in Ires/TGI Website o Send Thank You card o Verify Lender/pre-qualification. Get copy of letter o Drop off a Buyer Packet for Buyers to look through o Pull properties for showings o Set showing appointment(s) Writing an offer o Buyer(s) sign ALL documentation o Obtain Earnest Money o TB Disclosure o Affiliated Business Disc. o Copy of Lender Letter o Turn in complete packet to Escrow w/Completion sheet fully filled out o Send copies of documents to Buyer(s) o Send copy of contract to Lender o Send copy of contract to Title company o Cancel any home search accounts o Input dates to contract in calendar o Put Broker/Lender/Title contact info in database (Outlook, cell phone)
4 Days Before Closing o Order Closing Gift o Make sure all parties are aware of closing o Just Sold post card o Schedule Walk-through
Day Before Closing o Review file/closing packet from escrow o Make sure all parties have figures
Day of Closing o Change address on Insider list/database o Add B-Days, Anniversary dates in Outlook o Copy client file onto a C.D. o Put follow-up dates into Outlook o 2-Days after closing- any surprises o 5-Days after closing- referral letter o 2 Weeks- have you met your neighbors, everything going well? o 3 Months - How is the house working for you? o 6 Months – Neighborhood CMA “Recurring” o 1 Year – Yearly card and market review o Proof and send Just Sold post cards o Save all emails and other correspondences into a client folder o Send Thank You card to Buyers, Lender, Title, OB, etc. o Send Referral letter 5 Days after close
UNDER CONTRACT COMPLETION SHEET
ESCROW Contract Address:____________________________________________________________________________________________ Projected closing date if not on, or different from contract: _____________________________________________________ Title Company:_______________________________________ Closer: ______________________________________________ Listing Office: ________________________________________
Selling Office: ________________________________________
Realtor:______________________________________________ Realtor: _____________________________________________ Commission List:_______________________%
Commission Sale:____________________ %
List Referral:___________________________%
Sale Referral:________________________ %
To Whom: ___________________________________________
To Whom: ___________________________________________
Company: __________________________________________ Company: __________________________________________ Seller’s Name:________________________________________________________________________________________________ Present Address:__________________________________________ City:_________________ State:_________Zip:__________ Phone Home:_____________________________ Work:_____________________________ Cell: ____________________________
Work 2:___________________________ Cell 2: ___________________________
Email:_______________________________________________
Send Sureclose Invitation:________Y ________N
Email 2:_____________________________________________ Source of Business:__________________________________________________________________________________________ Seller Attending Closing?:____________________________
Seller Power of Attorney?: ___________________________
Buyer’s Name:______________________________________________________________Birthdate(s):_____________________ Present Address:__________________________________________ City:_________________ State:_________Zip:__________ Phone Home:_____________________________ Work:_____________________________ Cell: ____________________________
Work 2:___________________________ Cell 2: ___________________________
Email:_______________________________________________
Send Sureclose Invitation: Yes:_______ No:________
Email 2:_____________________________________________ Source of Business:__________________________________
Title Work & HOA Docs: Email:________ Mail:________
Buyer Attending Closing?:___________________________
Buyer Power of Attorney?: ___________________________
Ok for Allstate to Contact: Yes:___ No:____ New Lender: ________________________________________ Originator: __________________________________________ Phone: _____________________________________________ Email: ______________________________________________ Home Warranty: Yes:___ No:____; Escrow to Order: ______; Company: ____________________; Who’s Paying: _______ Liaison to Complete This Section Complete Requested Copy Earnest Money _________ ___________ Earnest Money Receipt _________ ___________ Loan Pre-Qual _________ ___________ Affiliated Business Disclosure _________ ___________ Copy Ires Form _________ ___________ Changes Status On MLS _________ ___________ Seller’s Property Disclosure _________ ___________ Measurement Disclosure _________ ___________ Lead-Paint Disclosure _________ ___________ Occupancy Form _________ ___________ Water Addendum _________ ___________ Brokerage Disclosure _________ ___________
Complete Requested Closing Instructions _________ ___________ Good Funds Clause _________ ___________ Radon Clause _________ ___________ HOA Docs-Docs In _________ ___________ _________________________________________________ CMA _________ ___________ 1031 Exchange Addendum _________ ___________ Short Sale Addendum _________ ___________ Well Permit/Info _________ ___________ Septic Inspection _________ ___________ Soils Receipt _________ ___________ *Please note if you have prepared and given to partner or assistant.
Notes to HUB:_______________________________________________________________________________________________ ____________________________________________________________________________________________________________ ____________________________________________________________________________________________________________
6/10/13
Important Contract Dates
Important Contract Dates * Required Address *
Ea rnest Money Dea dline * Buyer drops off a personal check to the title company so they can deposit it in the 3rd party escrow account.
T itle Dea dline * Buyer to read and review title commitment.
Inspec tion Objec tion Dea dline * Buyer hires inspector to provide a written report on the condition of the home. Based on that report, buyer "objects" to any items that they would like to have repaired and/or any monetary credit for items.
Inspec tion R esolution Dea dline * Buyer and seller come to a mutual agreement on what will be repaired and/or credited.
ILC/Survey Dea dline * Buyer to conduct Improvement Location Certificate and/or survey on property.
Appra isa l Dea dline * Buyer's lender hires Appraisal Management Company to contract with an appraiser to provide a value of the subject property based on recent comparable sales.
Loa n Conditions Dea dline * Buyer and buyer's lender review and approve conditions of loan.
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Important Contract Dates
Utilities should be tra nsferred out of Seller' s na me * Please let me know if you have any questions about this.
Closing! * Time and location to be determined. Typically they are held mid-day at the title company.
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6/10/13
Open House Checklist
Open House Checklist * Required Address *
T our Date
Open House Sign Up
Property Info Packet One page, map, scatter, data and lender page
Relocation Packets with biz card *
Seller packets with card stapled
Buy er packets with biz cards in them
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Open House Checklist
Appreciation/Depreciation graphs with card stapled
Ina adv ertise open house on Craigslist
Why are they selling?
Booties
Insiders
Lender contact info one pager
T GI App postcards with biz card stapled
Activ e properties m ap
ENROLL- How are y ou today ?
ACKNOWLEDGE- T hank y ou for com ing in.
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Open House Checklist
WHO I AM- My nam e is Paul Schnaitter
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Out of Town Checklist
Out of Town Checklist * Required Date s *
W ho is co ve ring yo ur b us ine s s ? *
Se t up co ve ring age nt to m im ic m e
Em ail to clie nts , le nde rs , e s cro w, as s is tant and OBs with co ntact info fo r who is co ve ring fo r m e
Em ail co ve ring age nt co ntact info rm atio n and s um m ary o f e ach active clie nt
Se t up e m ail auto re s po ns e with co ve ring age nt's co ntact info rm atio n
Have a pho ne co nve rs atio n with OB's o f any unde r co ntract pro pe rtie s
Sche dule che ck in e m ails to co ve ring age nt
Submit
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6/10/13
After Closing Checklist
After Closing Checklist * Required Addre s s *
Thank yo u le tte r to clie nts
Add M ySite activity s e arch fo r the ne ighb o rho o d *
Thank yo u le tte r to title re p
Thank yo u le tte r to le nde r
Thank yo u le tte r to OB
Update co ntact info rm atio n in Gm ail
Add s e lle r che ck -in/fo llo w up date to cale ndar
Add s e lle r s to p-b y in pe rs o n date to cale ndar
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FLOW CALENDAR MONTH JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
ACTIVITY
NUMBER
BUDGET
DATE
COMMENTS
MONTH JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
ACTIVITY
NUMBER
BUDGET
DATE
COMMENTS
COMPLETE ?
COMPLETE ?
