Going Paperless and Becoming Greener in my Real Estate Career.
I have made an attempt in the past year to get more organized to save myself time and grief and make it easier for my clients. I was definitely using antiquated and inefficient modes of technology and have found great new paperless systems and I would like to share them with you. Before coming paperless, my desk was filled with files and I remember having to take the files apart to add a document adding to the 6” master paper file and lug it around. What freedom I have now.
· Dot Loop Paperless File System- I understand how important it is to have a master file and keep it up to date. I was always printing everything, scanning and faxing documents or driving to the client’s home to get signatures and I might add spending a lot of gasoline as well. That is alright since it is my job to be accommodating to my clients but I found something that works great called Dot Loop paperless system! No more tons of paper, no 6 inch files to lug around at the office and put away in a file cabinet with other 6 inch files. And how many times have you been ready to fund, and the escrow officer calls and says “We are missing a report so could you send it to me ASAP?” So now you have to drive to the office, pull the report out of the master file and it is in the middle so now you have to take it all apart, scan it and then put the report back in the file. With Dot Loop, you can log onto any computer, find the file, download the report and email it in a matter of minutes you are done. You are still in the same place you were and didn’t have to run into the office. Plus entering documents is extremely simple and the checklists are there so you just add the document and it is done. You can enter your documents from home and my favorite is to do it at night when I am watching television. My company, Keller Williams, made this paperless system mandatory last year and we do not keep a file cabinet with paper files anymore. Amazing!
· DocuSign- This is a great system for time management as well. If you have clients who live out of the area and have a computer but do not have printers, scanners or fax machines. You just register them in the system and all the documents are signed and sent back almost immediately and no more grief, no driving through heavy traffic to get to their house, or delays in the mail. Plus it saves on the “Overnite” mailings as well.
· PDFill- This is a free web site and you merge files to send via email or you can divide the file up if you do not want to send all the pages. Instead of having to print numerous pages and re-scan the documents you can do this on-line in about 2 minutes. I was going to buy the $300 Adobe software but found this instead and have been using it now for a couple of years.
· My iPad- I recently bought this minicomputer and it gives me the opportunity to do ‘wet signatures’ with my clients. I have added the app for the California state forms and an app to make pdf documents and email them. I must be perfectly honest here as I am still working on this and have not completely implemented it yet. I am still printing the contracts and taking them with me to listing appointments as I am not comfortable with it yet. This is where I need to get Greener!
Since implementing steps to become greener, my life is less stressful and more organized, my business runs more efficiently, and my clients are happier too.
I am way Greener than I used to be and that is important these days. Plus I have more time to do other things like going to the gym, walking my dogs, taking hikes, shopping, and generating more business. It saves me time and money as I do not spend nearly as much in ink and paper for my printer.
If your computer crashed or if a paper file was shredded by mistake, the entire file would be lost. But when you use a paperless system the file can always be retrieved later if needed.
I sell real estate in Riverside and San Bernardino Counties. I am a trained and experienced Short Sale agent. If you are looking for a professional and experienced agent, I am just a click away. Google me at Kristin Hamilton-Real Estate Agent. Homeowners and Buyers both will find my services top notch and successful. Call me to sell your home; both traditional and short sales. If you want to sell your home, call Kristin @909-557-6966 or email me at kristinhamilton@kw.com.
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