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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. Schedule - Buyer Specialist - Typical Week, Weekly Schedule (2023)
        2. BS1.23 - Preview Homes (2022)
        3. BS1.24 - Host an Open House (2022)
      4. Job Description - In-House 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
        1. Schedule - Nick - Typical Week, Weekly Schedule (2023)
      8. Job Description - Listing Agent
      9. Job Description - Marketing Director and Administrative Manager
        1. Schedule - Marketing Director and Administrative Manager - Typical Week, Weekly Schedule (2023)
      10. 2023 Job Description - Paper Agent
      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
    16. In-House Listing Videos
    17. Weekly Content Roundup Procedures
  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. Creating a client, listing or deal the right way.
      2. How to Mark Up a Counter-Offer for E-Signatures
      3. How to Create and Upload FINTRAC Forms
      4. Finalizing in Nexone
      5. Nexone - How to Check Through Listings and Transactions
      6. 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
      2. ChatGPT and AI for Realtors
    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. 2023 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 - Typical Week, Weekly Schedule (2023)
  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)
Drive - How to Organize Google Drive {{ currentPage ? currentPage.title : "" }}

Summary

A description of how Google Drive is organized for our team, as well as naming rules for files associated with trades.

How Google Drive is Organized

Lead and admin both have access to everything in Drive/Fundytus_Realty including all subfolders.

Within /Fundytus_Realty, there are four main types of folders:

  1. /CEO and all its subfolders, containing sales and marketing materials

  2. /COO and all its subfolders, containing past clients and listings

  3. /CFO and all its subfolders, containing clerical, expense and tax information

  4. Buyer folders, named /Buyername/

  5. Seller folders, named /Address Seller/

The main /Fundytus_Realty folder also contains various google files (docs, sheets, etc.) unsorted.

Naming Conventions for Files

Within files for trades, all .pdf files associated with the trade are to be named in a uniform fashion so that they are easily searched, as the following:

1addressnameunit#_typeofdocument.pdf

For example, the Agreement of Purchase and Sale for 21 North Harrow Road is called:

Fundytus Realty/21 North Harrow Road Salvation Army/21 North Harrow APS.pdf

Commonly Used Abbreviations and Their Meanings:

  • WWR - Working with a Realtor

  • Buyer Rep - Buyer Representation Agreement

  • CCR - Confirmation of Cooperation and Representation

  • APS - Agreement of Purchase and Sale

  • Listing Agreement - Listing Agreement

  • NOF - Notice of Fulfillment of Conditions

  • Status Cert - Condominium Status Certificate

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