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Nick Fundytus Realtor Wiki
  1. Table of Contents
    1. 1.EOS Model and Accountability Chart
      1. 1.1 What is EOS? (Overview of the Entrepreneurial Operating System)
      2. 1.2 Our Vision, Mission, and Core Focus
        1. 2025 Core Values Speech
      3. 1.3 Our Accountability Chart
        1. OPS and Finance Seat Description
          1. OPS and Finance Weekly Schedule
        2. Marketing Assistant
        3. Summary of Marketing vs. Marketing Assistant
        4. Realtor Team Member Role Description
      4. 1.4 EOS Core Tools We Use
        1. L10 Meeting Expectations
      5. 1.5 How EOS Shapes Our Team Culture
    2. 2. Branding and Marketing
      1. 2.1 Integrated Marketing Plan
        1. 1YNP - One Year Nurture Plan
        2. AEU - Annual Equity Update (2024)
        3. Client Events (2024)
        4. Leads - How to Convert New Leads (2024)
        5. Listings - Leveraging Listings to meet more clients (2023)
        6. REALM - MLS as a Marketing Tool (2024)
        7. Annual Contact Cadence (Email, Newsletter, Personal Outreach & Events)
        8. Paperwork - Paperwork as a Marketing Tool (2024)
        9. Solving Problems - Problems Can be a Marketing Opportunity (2024)
        10. Referrals - Systems for Generating Referrals (2024)
        11. W&Q - Weekly and Quarterly Updates (2024)
        12. WCR - Weekly Content Roundup (2024)
          1. Weekly Content Roundup Procedures
        13. WNE - What's Next Emails For Each Stage (2024)
      2. 2.2 Brand Guidelines
        1. My Brand
        2. Values and Controversy Policies (2024)
      3. 2.3 Social Media Presence
        1. Blog Posts
        2. Monthly Themes for Blogs, Podcasts, Marketing and Socials
        3. Podcasts - How to publish an episode to Simplecast from Google Drive
        4. Podcasts - Overview of Creating, Publishing, and Promoting an Episode
      4. 2.4 Marketing Campaigns
        1. Listing Paid Marketing
          1. Ads
          2. Paid Promotions Guidelines
        2. Farming Beacon Hill
          1. Purpose and Goals
          2. Strategy and Principles
          3. Mass Mailers and Post Cards
            1. Playbook: Seasonal Mailers
          4. Beacon Hill Website
            1. Playbook: Business Profiles/Event Recaps
          5. Social Media
          6. Sponsorships and Community Events
          7. Charity and Fundraising
          8. Local Partnerships
          9. Local Initiatives
          10. Special Projects
          11. Preparation
          12. Step-by-Step Execution
          13. Measurement and Reporting
          14. Roles and Responsibilities
          15. Future Expansion
          16. Related Resources
        3. [Playbook: Thanksgiving Fall Pie Giveaway]
        4. [Playbook: Tire Change Days]
        5. [Playbook: Annual Holiday Kick-Off Perogy Party]
      5. 2.5 Community Presence
        1. Client Events
          1. Holiday Kick Off Party
          2. Bonspiel for Shelter
          3. Tire Change Day
          4. Thanksgiving Pie Day
          5. Ice Cream Day / Back to School
          6. Name That Tune
        2. Ottawa Venues for Client Events
        3. Gloucester Dragons Marketing Plan
      6. 2.6 Measurement and Reporting
      7. 2.7 Marketing Processes
        1. Monthly Market Update Process
        2. Realtor In Your Pocket: Podcast Process
          1. Podcast: Thank you Email
        3. Weekly Content Roundup (WCR) - Process
        4. Weekly E-Newsletter - Process
        5. Shor.by Process
        6. E-Signature Process
    3. 3. Website (Nickfundytus.ca)
      1. 3.1 Purpose of Website
      2. 3.2 Updating Content
        1. Adding a Listing on Nickfundytus.ca
        2. Karim's "Coffee with Karim" Blog Post
      3. 3.3 SEO and Content Strategy
      4. 3.4 Integrations
      5. 3.5 Maintenance and Troubleshooting
        1. Ninesixteen's Guides to Website Maintenance
      6. 3.6 Future Improvements
    4. 4. Onboarding
      1. 4.1 General Onboarding (All Team Members)
        1. Fundytus Team Hiring Guidelines
        2. The Sales Funnel
        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 / Sales L10 Meetings
        8. Training: Periodic Review
      2. 4.2 Realtor Onboarding
        1. New Realtor Member Onboarding
        2. Agent Expectations and Processes
        3. Email Signatures
        4. Buyer Specialist - Contract and Splits Chart
      3. 4.3 OPS/Finance Onboarding
        1. Tools to Set Up for New Hire
        2. Operations and Finance - Core Responsibilities
        3. Finance and Operations Training Checklist
      4. 4.4 Marketing Onboarding
        1. 4.4.2 - Marketing Assistant Onboarding
      5. 4.5 Integrator Onboarding
    5. 5. Operations
      1. 5.1 Google Drive Organization
        1. Creating a New Client Folder for Buyer or Seller
      2. 5.2 Google Chat Communication
        1. Creating a New Google Space and Best Practices
      3. 5.3 File and Document Standards
        1. Forms - Buyer Closing Checklist
        2. Forms - Buyer Intake Form
        3. Forms - Seller Closing Checklist
        4. Forms - Seller Intake Form
      4. 5.4 Task and Workflow Management
      5. 5.5 Administrative Playbooks
        1. Referral Gift Cards Standards
        2. 1-Year Home Anniversary Card Standards
        3. Client Birthday Card Standards
        4. Setting up ShowingTime for a New Listing
        5. Preparing Documents for Electronic Signing
      6. 5.6 Common Troubleshooting
    6. 6. Finance
      1. 6.1 Compensation and Splits
      2. 6.2 Payroll Overview
        1. How to Submit a TimeSheet
      3. 6.3 Budgeting and Profit Margins
      4. 6.4 EOS Finance Tools
      5. 6.5 Financial Transparency
    7. 7. Tools and Software
      1. 7.1 Follow Up Boss (CRM)
        1. [Playbook: Adding Deals and Checklists]
        2. Follow-up Boss Sources, Stages and Tags
        3. Creating a Client Profile and Tagging
        4. FUB Smart Lists Criteria
        5. FUB - Using the Dialer
        6. Convert leads into Prospects - "7 Days of Life" 7x7 Touch Program
      2. 7.2 Google Workspace
        1. 7.2.5 [Playbook: Intake Forms and Internal Checklists]
        2. Team Forms
        3. Google Tag Manager
      3. 7.3 EOS One
      4. 7.4 Faltour/Nexone
        1. Faltour - Transaction Data Entry Standards
        2. Creating a new Client, Listing, or Transaction
        3. How to Mark Up a Counter-Offer for E-Signatures
        4. How to Create and Upload FINTRAC Forms
        5. Finalizing in Nexone
        6. How to Check Through Listings and Transactions
        7. File Naming Conventions When Uploading
      5. Prop T/X
      6. 7.5 Monday.com
      7. 7.6 Marketing Tools (Digital)
        1. Bombomb
          1. Bombomb and Youtube: Transfer Videos
          2. Bombomb E-Blast
        2. Canva
        3. Twitter
        4. Fiverr
        5. Prezi
        6. Instagram
        7. Shorby
        8. Vistacreate
        9. Youtube
          1. YouTube Best Practices
      8. 7.7 Physical Tools
        1. Team's Recording Equipment
      9. 7.8 Other Key Platforms
        1. Agent Resources
        2. Showingtime
        3. Webforms
    8. 8. Resources
      1. 8.1 Scripts and Templates (Internal)
        1. Our Team's Most Requested Resources
      2. 8.2 Guides (Client-Facing)
      3. 8.3 Checklists
        1. Open House Standards
        2. Karim's Social Media
      4. 8.4 Training Materials (Internal)
        1. The Ideal Realtor Work Week
        2. Nick's Training Courses
          1. Building a Lead Generation System
            1. Framing My Lead Source
            2. Example Lead Source
            3. Lead Source: Downsizing Seniors
          2. ChatGPT and AI for Realtors
          3. Ten Key Systems (2022)
            1. CRM System
            2. E-Mail Service Provider
            3. Social Media Management
            4. Lead Generation Systems
            5. Meeting System
            6. Tracking and Measuring
            7. Conversion
            8. Transaction Management
            9. Note-Taking Systems
            10. Project Management
        3. Tom Storey Seminar Notes - 24% Return on Database
        4. YouTube Lessons
        5. Further Learning
        6. Standard OREA Forms
          1. Filling Out Forms
          2. Agreement of Purchase and Sale (Course with Kerri McGee)
        7. How to Send a Referral to a Realtor in another Market
        8. Ottawa Neighborhoods - Districts
        9. Condo Amenities' Locations
        10. Working with a Buyer
          1. Winning / Nurturing the Opportunity
            1. Buyer Leads
            2. Buyer Presentation
            3. Karim - Lead and Buyer Scripts
            4. Getting The Buyer Rep and Pre-Approval
          2. Active Buyer Client
            1. Karim - How to Write an Offer
            2. Forms You Will Need
            3. Karim - Scripts
          3. 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 Lawyer and Mortgage Broker
          4. Firm (Pending Offer)
        11. Listing a Property for Sale
          1. Winning the Listing
          2. Pre-Listing Phase
          3. Exclusive Listing Phase
          4. Forms You Will Need
          5. How to Cancel a Listing
        12. 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. Commissions - Entering team commissions in NexOne (2023)
          12. Contests - How to Export from KingSumo to Bombbomb
          13. Courier - How to Courier an Item or Document
          14. CRM - Client Record Audit
          15. COVID-19 - Special Procedures
          16. Drive - How to Organize Google Drive
          17. Final Walkthrough - How to Schedule a Final Walkthrough with a Client
          18. Firm Sale - Sales Assistant Commission
          19. Firm Sale - Sales Assistant Invoice (OLD PROCESS)
          20. Forms - Sales Assistant (SA) Invoice (2021) Procedure
          21. Leads - How to write a calendar invitation to a lead
          22. Leads - How to write a postcard to a new lead.
          23. Leads - How to Introduce Yourself to a New Lead
          24. Listings - Gathering Listing Activity Feedback (2023)
          25. Meetings - Daily Check-ins
          26. Meetings - How to Run a "Same Page" Meeting
          27. People - Accounting and Bookkeeping
          28. Showing Time - Setting Up
          29. How to create a YouTube Thumbnail
          30. Follow Up Boss - How to send a batch email to just your own clients.
          31. Organization - Marketing Administrator Calendar Reoccurring Items
            1. Communication Channels Check Communication Channels Check + Last Minute Tasks
            2. Daily Check-In
            3. 3pm Check-In
            4. Filling Out The Scorecard
            5. Social Media Statistics
            6. Ongoing Listing Client Weekly Market Reports
          32. Prospecting - Power Hours 2024
          33. How to Record and Publish a Client How-To
          34. How To - Referral Form
          35. How to hold an Open House
      5. 8.5 Glossary of Terms
        1. Lead Sources and Transaction Types - Definitions (2023)
        2. Terms and Definitions
    9. 9. Appendices
      1. 9.1 Policies and Compliance
        1. The Compliance Copywriting Course - UDEMY
        2. CREA Logo Usage Rules - 2022
      2. 9.2 HR and Team Policies
        1. 2025 Team Game Plan
      3. 9.3 Retired Processes
        1. 2024 Game Plan
          1. 2024 AP - Set a clear budget (incomplete)
          2. 2024 AP - Prioritize re-marketing and lookalike audiences (incomplete)
          3. 2024 AP - Block time for reverse prospecting
          4. 2024 AP - Create Consistency in Seller Follow-up
          5. 2024 AP - Create Standards for the Closing Process (Incomplete)
          6. 2024 AP - Clarify what we're measuring
          7. 2024 AP - Hold each other accountable for the actions that we're taking (Incomplete)
          8. 2024 AP - Keep FUB Tight and Well-organized
          9. 2024 AP - Run new ad campaigns
          10. 2024 AP - Refuse Overpriced Listings
          11. 2024 AP - Improve the listing process to be more intentional
          12. 2024 AP - Improve the Buyer Process to be more intentional
          13. 2024 AP - Hire three new Buyer Specialists in 2023. Keep 2
          14. 2024 AP - Revise Marketing Spend for Listings
          15. 2024 AP - Bring 3D Photography In-House
          16. 2024 AP - Launch Weekly Email
          17. 2024 AP - Launch Quarterly Print Newsletter
          18. 2024 AP - Activate Drip Campaign for ALL Leads
          19. 2024 AP - Print Materials for Listing Launch and Closing Baskets
          20. 2024 AP Set standards for sending referrals to team members
          21. 2024 AP - Relaunch Ourbeaconhill.ca (incomplete)
          22. 2024 AP - "Hire" Volunteers for ourbeaconhill.ca (incomplete)
          23. 2024 AP - Display our team and individual goals clearly in the office.
        2. Team Overview (2023)
          1. Our Current Team (2023)
          2. Organizational Structure and Role Descriptions
          3. 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
              15. TC 1.7 Coordinate moving/possession schedules.
              16. TC1.8 Schedule, coordinate & attend closing process.
            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 - Associate Realtor - "Paper Agent"
            11. Job Description - Runner
            12. Job Description - Sales Manager
            13. Job Description - Showing Assistant
            14. Showing Assistant 2022
            15. Compensation Model
          4. CEO Tasks
          5. COO Tasks
          6. CFO Tasks
        3. Market in a Minute
        4. Karim's Lead Source - Chloe
          1. Outline & Analysis
        5. In-House Listing Videos
        6. Marketing Overview (2023)
      4. 9.4 Archived Documents
        1. Content - Home Stuff You Should Know (2022)
        2. Content - New Build Experience (2022)
        3. Content - Ottawa this Week (2022)
        4. Fundamentals of Digital Marketing
        5. Getting a Business Online
        6. Sales Assistant Invoice
        7. Listing Procedures (Old Procedures for Reference)
        8. Content Marketing Hub and Spoke
        9. Giveaway Contests (Social)
        10. Lead Magnets - How To Create a Lead Magnet
        11. Old Client Event Procedures
      5. 9.5 Historical References
Realtor In Your Pocket: Podcast Process {{ currentPage ? currentPage.title : "" }}

Podcast Production & Publishing Process

The Realtor in Your Pocket Podcast is produced to provide helpful, practical insights about real estate, the Ottawa market, and related topics through conversations with industry professionals and community experts.

Episodes are filmed in batches and released monthly to ensure a consistent backlog of content. Once published, the podcast is distributed across YouTube, SimpleCast, and the website, and promoted primarily through weekly e-newsletters and social media channels.

The process below outlines the full workflow from guest planning and filming to publishing and promotion.

Filming

1. Plan Guests and Schedule Recording

At least six weeks before filming, determine potential podcast guests and begin outreach to confirm interest and availability.

Coordinate schedules between Nick and confirmed guests and book studio time at PopUp Podcasting.

Podcast recording sessions are conducted two episodes at a time, requiring approximately two hours of studio time.

2. Prepare Interview Questions

At least one week before filming, Nick prepares a list of questions, notes, and conversation prompts to guide the conversation.

These questions should be shared with guests in advance so they can prepare.

The Marketing Team is responsible for ensuring this step is completed on time and should follow up with Nick if necessary.

3. Record Podcast Episodes

Podcasts are recorded at PopUp Podcasting.

During filming, Nick must identify and note the timestamp for the cold open clip that will be used at the beginning of the episode.

PopUp Podcasting’s producers will incorporate this cold open during the editing process.

4. Receive Finished Episode

The edited podcast episode will be delivered by PopUp Podcasting via Gmail within 1–2 weeks of filming.

Once the finished episode is received, the Marketing Team assumes full control of the publishing and distribution process.

Publishing

5. Generate Transcript and Subtitles

Upload the podcast video to HappyScribe and generate a machine transcript.

Review the transcript carefully for accuracy, paying particular attention to:

  • Guest names

  • Proper names

  • Real estate terminology

Download the finalized subtitle file as an .srt file.

6. Create Episode Thumbnail

Using the Canva podcast thumbnail template, generate a YouTube thumbnail.

The thumbnail should include:

  • Images of all guests

  • The episode title

  • Podcast branding

7. Generate Episode Content

Using the transcript and an AI tool (Gemini or ChatGPT), generate:

  • YouTube description

  • SimpleCast episode description

  • Blog post content

All generated content should be reviewed and edited for clarity, accuracy, and tone.

8. Create Audio-Only File

Using a video editor or an audio extraction tool, create an audio-only version of the podcast (.mp4) for podcast platform distribution.

9. Organize Final Assets

Before publishing, ensure all final assets are uploaded to Google Drive.

Required assets include:

  • Final video file

  • Audio-only file

  • Thumbnail

  • Transcript

  • .srt subtitle file

  • Episode descriptions and blog content

10. Publish Episode to SimpleCast

Upload the audio-only version of the podcast to SimpleCast.

Add:

  • Episode title

  • Episode description

  • Thumbnail

  • Tags and additional episode details

Confirm the episode is published and not saved as a draft.

11. Publish Episode to YouTube

Upload the video version of the podcast to YouTube.

Add:

  • Episode title

  • Description

  • Tags

  • Cards where applicable

  • .srt subtitle file

  • Thumbnail

Ensure the video is added to the “Realtor in Your Pocket” playlist before publishing.

12. Publish Blog Post

Create a new blog post on nickfundytus.ca.

Embed the YouTube video and add the episode title and description.

Where relevant, include internal backlinks to related blog posts, listings, or other website pages.

Promoting

13. Newsletter Promotion

Include the podcast episode in:

  • The Weekly Content Roundup

  • The Weekly email newsletter

This is positioned as Nick’s weekly content contribution.

14. Social Media Promotion

Create short-form promotional clips from the podcast and publish them as Reels on Facebook and Instagram.

15. LinkedIn Promotion

Publish the podcast video on LinkedIn with a more professional tone highlighting key insights or takeaways from the episode.

16. Guest Follow-Up

Nick should thank all podcast guests for participating and provide them with a link to the final YouTube episode so they can share it with their networks.

The Marketing Team is responsible for ensuring this step is completed.

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