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Nick Fundytus Realtor Wiki
  1. Overview
    1. Organizational Structure and Role Descriptions (2023)
      1. Organizational Structure (Midsize Team)
      2. Job Description - Listing Manager/Transaction Coordinator
        1. LM1.1 - Oversee all aspects of sellers transactions from initial contact to executed purchase agreement. (2022)
        2. LM1.2 - Prepare all listing materials (2022)
        3. LM1.3 - Prepping a property for listing
        4. LM1.4 - Obtain all necessary signatures
        5. LM1.5 - Coordinate showings
        6. LM1.6 - Obtain feedback from showings on our listings
        7. LM1.8 - Coordinate all public open houses and broker open houses
        8. LM1.9 - Input all listing information into MLS and marketing websites
        9. LM1.10 - Submit all necessary documentation to office broker for file compliance (2022)
        10. LM1.11 Input all necessary information into client database and transaction management systems.
        11. TC1.3 Coordinate mortgage and appraisal processes.
        12. TC1.4 Coordinate inspections and coordinate completion of repairs.
        13. TC1.5 Regularly update & maintain communication with clients, agents, title officer, lender etc.
        14. TC 1.6 Submit all necessary documentation to office broker for file compliance
      3. Job Description - Buyer Specialist
        1. BS1.23 - Preview Homes (2022)
        2. BS1.24 - Host an Open House (2022)
      4. Job Description - Inside Sales Agent 2022 (In Draft)
        1. ISA schedule 2022
        2. ISA Scripts/Training
        3. Objections
      5. Job Description - Inside Sales Agent (ISA)
      6. Job Description - In-House Videographer (2022)
        1. Schedule - In-House Videographer
      7. Job Description - Lead Buyer's Agent
      8. Job Description - Listing Agent
      9. Job Description - Marketing Director and Administrative Manager
        1. Schedule - Marketing Director and Administrative Manager (2023)
      10. 2022 Job Description - Paper Agent (in draft)
      11. Job Description - Runner
      12. Job Description - Sales Manager
      13. Job Description - Showing Assistant
      14. Showing Assistant 2022
      15. Compensation Model
    2. Our Current Team (2022)
    3. CEO Tasks
    4. COO Tasks
    5. CFO Tasks
  2. My Brand
    1. 2022 Values and Controversy Policies (in Draft)
  3. Marketing Plan (2023)
    1. Ads
    2. Client Events
      1. Old Procedures for Reference
      2. Holiday Kick Off Party
      3. Bonspiel for Shelter
      4. Tire Change Day
    3. Blog
    4. Content Marketing Hub and Spoke
    5. Giveaway Contests (Social)
    6. iXact eNewsletter
      1. iXact Monthly Email Newsletter Video Embed Workaround
    7. Bombbomb E-Blast
    8. Market in a Minute
    9. Our Website - nickfundytus.ca
    10. Monthly Market Summaries
    11. Open Houses
    12. Lead Magnets - How To Create a Lead Magnet
    13. Paid Promotions Guidelines
    14. YouTube Best Practices
    15. Karim's Lead Source - Chloe
      1. Outline & Analysis
  4. Common Tasks and How-To's
    1. Ads - Create a Facebook Lead Ad for a Listing (2022)
    2. Buyer Specialist - People - Getting Into a Routine
    3. Buyer Specialist - Clients - Showings - Booking Showings
    4. Buyer Specialist - Clients - Showings - Communicating Showings With Clients
    5. Buyer Specialist - Leads - Systemic Follow-Up
    6. Buyer Specialist - People - How to Organize People to Reach Them
    7. Buyer Specialist - People - How to Lead Generate
    8. Calls - Reasons to Call Someone
    9. Client Service - How to do a weekly update.
    10. Closing - What Forms Are Sent Where
    11. Contests - How to Export from KingSumo to Bombbomb
    12. Courier - How to Courier an Item or Document
    13. CRM - Client Record Audit
    14. COVID-19 - Special Procedures
    15. Drive - How to Organize Google Drive
    16. Final Walkthrough - How to Schedule a Final Walkthrough with a Client
    17. Firm Sale - Sales Assistant Invoice
    18. Forms - Sales Assistant (SA) Invoice (2021) Procedure
    19. Generating Referrals
    20. Leads - How to write a calendar invitation to a lead
    21. Leads - How to write a postcard to a new lead.
    22. Leads - How to Introduce Yourself to a New Lead
    23. Meetings - Daily Check-ins
    24. Meetings - How to Run a "Same Page" Meeting
    25. People - Accounting and Bookkeeping
    26. Showing Time - How to Set Up
    27. Organization - Marketing Administrator Calendar Reoccurring Items
      1. Communication Channels Check Communication Channels Check + Last Minute Tasks
      2. 9 am Check-In
      3. 3pm Check-In
      4. Filling Out The Scorecard
      5. Social Media Statistics
      6. Ongoing Client Weekly Market Reports
    28. How to Record and Publish a Client How-To
    29. How To - Referral Form
    30. How to hold an Open House
  5. Glossary - Definitions and Terms
  6. Listing a Property for Sale
    1. Winning the Listing
    2. Pre-Listing Phase
      1. How to Create an Exclusive Feature Sheet on Beacon.by
      2. How to Create a Feature Sheet in Beacon.by
      3. Inputting Information for a New Listing in to Matrix
      4. Adding Pictures to a Matrix Listing
      5. Setting Up ShowingTime For a New Listing
      6. Putting a New Listing on The Website
      7. Preparing Documents for Electronic Signing
    3. Exclusive Listing Phase
    4. Listing Procedures (Old Procedures for Reference)
    5. Listing Paid Marketing
    6. Forms You Will Need - Listing
    7. Open House ShowingTime & Website Set Up 2022
    8. How to Cancel a Listing
  7. Buyer Agent Systems
    1. Sales Assistant Invoice
    2. The Sales Funnel
    3. Karim's Social Media Profile
    4. Buyer Specialist - What Do I Do Every Day?
    5. Working with a Buyer
      1. Winning/Nurturing The Opportunity
        1. Buyer Leads
        2. Buyer Presentation
        3. Karim - Lead & Buyer Scripts
      2. Getting The Buyer Rep and Pre-Approval
      3. Active Buyer Client
        1. How to Book a Showing
        2. Karim - How to Write an Offer - Information Needed From Clients Script
        3. Forms You Will Need - Buyer
        4. Karim - Scripts
      4. Buyer Conditionally Accepted
        1. Karim - Buyer's Accepted Offer - Further Information to Collect + Script
        2. Depositing a Cheque with Another Brokerage
        3. Completing a "Receipt of Funds"
        4. Sending Documents to the Lawyer & Mortgage Broker
      5. Firm (pending) Offer
      6. Buyer Procedures (Old Procedures for Reference)
  8. Standard Forms
    1. Filling Out Forms
    2. Agreement of Purchase of Sale (Course with Kerri McGee)
  9. Team Forms
  10. Tools and Apps
    1. Agent Resources
    2. Beacon.by
    3. Bombbomb
      1. Bombbomb and Youtube: Transfer Videos
      2. Bombbomb E-Blast
    4. Defunct Apps
      1. Canva
      2. RLP Smart Studio
      3. Veem
      4. Kashoo
    5. df.ai
    6. Fiverr
    7. Followup Boss (CRM)
      1. Follow-up Boss Sources, Stages and Tags
      2. Creating a Client Profile and Tagging
      3. FUB Smart Lists Criteria
      4. FUB - Using the Dialer
      5. Convert Leads into Prospects - "7 Days of Love" 7 x 7 Touch Program (2022)
    8. Google Tag Manager
    9. iXact Contact (CRM)
    10. Keywordsearch.com
    11. Matrix
      1. How to Book a Single Showing
    12. Nexone (Faltour)
      1. How to Mark Up a Counter-Offer for E-Signatures
      2. How to Create and Upload FINTRAC Individual Identification Records
      3. Finalizing in Nexone
      4. Nexone - How to Check Through Listings and Transactions
      5. File Naming Conventions When Uploading
    13. Nickfundytus.ca
    14. Prezi
    15. Showing Time
    16. Trello
    17. Webforms
    18. Misc. Websites and their uses
    19. Instagram
    20. Slack
    21. Twitter
    22. Shorby
    23. VistaCreate
      1. VistaCreate (formerly Crello) Templates - 2022
    24. Ottawa Neighborhoods - Districts
    25. Condo Amenities' Locations
    26. Fundytus.inc Recording Equipment List
  11. Contacts and Professional Referrals
  12. Further Learning
    1. The Complete Copywriting Course - UDEMY
    2. CREA Logo Usage Rules - 2022
    3. Fundamentals of Digital Marketing
    4. Getting a business online
    5. Nick's Training Courses
      1. Building a Lead Generation System (2022)
        1. Framing My Lead Source
          1. Example Lead Source
          2. Lead Source: Downsizing seniors
    6. Onboarding for New Team Members
      1. Buyer Specialist - Contract and Splits Chart
      2. Buyer Specialist - New Team Member Onboarding (2022)
      3. Training: Editing Our Wiki
      4. Training: Goal Setting
      5. Training: Three-Legged Stool Model
      6. Training: Organizational Chart
      7. Training: Daily Check ins and Level 10 Meetings
      8. Training: Periodic Review
    7. Tom Storey Seminar Notes - 24% Return on Database
    8. YouTube Lessons
  13. 2022 Updates
    1. Systems - Overview
      1. Podcasts - How to publish an episode to Simplecast from Google Drive
      2. Creating an Opinion of Value in Prezi Video
      3. Creating a New Client Folder for Buyer or Seller
      4. Forms - Buyer Closing Checklist
      5. Forms - Buyer Intake Form
      6. Forms - Seller Closing Checklist
      7. Forms - Seller Intake Form
      8. Meetings - Weekly "Level 10" Meeting
      9. Video - How to pitch and record a Client Video
      10. Referrals - How to send a referral to a Realtor in another market
      11. Sales Training - Conversion U
      12. Podcast - Overview of Creating, Publishing and Promoting an Episode (2022)
  14. Content - Ottawa This Week
  15. Content - New Build Experience (2022)
  16. Content - Home Stuff You Should Know (2022)
  17. Listing Manager/Transaction Coordinator Schedule
  18. Ten Key Systems (2022)
    1. CRM System (2022)
    2. E-Mail Service Provider (2022)
    3. Social Media Management (2022)
    4. Lead Generation Systems (2022)
    5. Meeting System (2022)
    6. Tracking and Measuring (2022)
    7. Conversion (2022)
    8. Transaction Management (2022)
    9. Note-Taking Systems (2022)
    10. Project Management (2022)
  19. Lead Sources and Transaction Types - Definitions (2023)
Client Service - How to do a weekly update. {{ currentPage ? currentPage.title : "" }}

Summary

This section explains how to create and communicate a weekly client report for our Buyer and Seller Clients

A new tab has been added to the Seller intake form to record weekly updates.

Details

Key Points

  • Data is saved in a table in a client’s intake form. If the process is changed, the template intake form should be updated.

  • Buyer clients are updated based upon their current Buyer Search Parameters.

  • Sellers are updated based upon a portal search that we set up for them when we take on their listing.

  • Buyer clients are recorded on form 051 (Buyer Intake Form)

  • Seller clients are recorded on form 050 (Listing Intake Form)

Sellers - What Numbers to Record

  • ShowingTime

    • # of showings in the past week

    • Comments on showings

  • MLS (How do we find these numbers?)

    • # of new properties that came to market since last update

    • # of properties currently conditionally sold

    • # of properties sold firm since last update

    • # of properties listed total

    • # of client portals it is active within

    • # of client views

    • # of client favourites or possibilities

    • # of views in the past 14 days

  • iGuide (Where do we find these numbers?)

    • # of visits total

    • # of visits in past 7 days

  • Realtor.ca Statistics

    • Days active

    • Views on Realtor.ca

    • Photos Viewed

    • How many people have favourited the property on Realtor.ca

  • Social Channels

    • Views on promoted Facebook Ad

    • Views on promoted YouTube Ad

    • Views on promoted Instagram Ad

Buyers - What Numbers to Record

  • MLS

    • # of active properties on their search

    • # of new listings since the last search

    • # of listings conditionally sold

    • # of listings sold firm

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