Intended Result
Intended to consistently deliver high-quality service for Buyer clients.
Summary
Our team organizes our clients’ files in Google Drive using nested folders to keep team-facing and client-facing systems separate and easily accessible.
Description
An example can be seen here. It should not be edited directly for specific clients. It is a template and can be easily recreated in the right place for a specific client.
How to Use
The admin assistant is responsible for making sure that every client has a folder correctly set up for them, and is up-to-date with the appropriate forms in case of an audit. The admin assistant may ask an agent to set this up, but is responsible for following up to ensure that it is done.
Setting up the folders should take no more than 5 minutes for a new client.
Folders should be set up immediately upon receiving a new client, at the point that we would create an intake form for them or sooner.
Create a new folder for the client within the team folder for the current year.
If it is a Buyer Client, name the folder <Her Name First and His Name Second> (referred by <Referrer’s Name>). For example, Susan and Mike Smith (Referred by Ryan Nugent-Hopkins)
If it is a Seller Client, name the folder <Street Address> (<Her Name First and His Name Second>). For example, 123 Apple Street (Susan and Mike Smith).
If a client is a Buyer and a Seller, they will need two folders.
This is the team-facing folder and we do not give access to this folder to the client.
Create a closing checklist for the client using our team templates, depending on if they are a buyer or seller.
Link the closing checklist to the client’s file in Followup Boss (create the client in FUB if they do not yet exist).
Create a second new folder within the team-facing folder.
Naming conventions are the same as above, except that they end with Client-Facing Files. For example, Susan and Mike Smith Client-Facing Files.
Create a client intake form for the client using our team templates, depending on if they are a buyer or seller.
Link the intake form to the client’s file in Followup Boss.