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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. Integrator Description
          1. Integrator Weekly Schedule
        2. OPS and Finance Seat Description
          1. OPS and Finance Weekly Schedule
        3. Marketing Assistant
        4. Summary of Marketing vs. Marketing Assistant
        5. 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. 2.7.1 Monthly Market Update Process
        2. 2.7.2 Realtor In Your Pocket: Podcast Process
          1. Podcast: Thank you Email
        3. 2.7.3 Listing Video Scripting and Preparation Process
        4. 2.7.4 Weekly Content Roundup (WCR) - Process
        5. 2.7.5 Weekly E-Newsletter - Process
        6. 2.7.6 Shor.by Process
        7. 2.7.7 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
        5. Tutorial: Home Equity Updates
      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. 5.1.1Creating a New Client Folder for Buyer or Seller
      2. 5.2 Google Chat Communication
        1. 5.2.1 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. Preparing Documents for Electronic Signing
        2. Listing Processes
          1. Pre-Listing Processes
          2. Listing Processes
          3. Editing Listings
        3. ShowingTime
          1. Setting up ShowingTime for a New Listing
          2. ShowingTime Feedback Process
        4. Open Houses
          1. Scheduling Open Houses
          2. Open House Feedback
        5. Monthly Financial Update
        6. Weekly Market Update
        7. When Listings go Conditional/Firm
          1. When Listings go Conditional
          2. When Listings go Firm
        8. Weekly/Monthly Card Processes
          1. Client Birthday Card Standards
          2. 1-Year Home Anniversary Card Standards
          3. Referral Gift Cards Standards
          4. *Monthly* Lawyer/Lender Cards
        9. Commission and EFT Documents
        10. Google Reviews
      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 Mortage Professionals
      6. 8.6 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
When Listings go Firm {{ currentPage ? currentPage.title : "" }}

If a listing wasn’t conditional, ensure to carry out same steps as the conditional stage. If conditions were met and or waived and the transaction is now firm, we want to re-check all the documents for presence, completeness, and accuracy before flipping a conditional sale to firm.

Reaching out to Clients/Lawyer

  • As mentioned above, if the listing sold firm right away, carry out the steps listed in “When listings go Conditional” to provide clients with information about our extended team of lawyers/lenders and obtain the information of a lawyer they have selected to work with for the transaction.

  • If the listing has moved from conditional to firm, ensure the documents are complete in NEXONE and reach out to the retained lawyer to inquire if they need anything else from you

NEXONE

Check NEXONE for all document inclusion and completeness

  • When a listing goes firm, check that all the documents required for the transaction to proceed are uploaded, correct, and completed in NEXONE

  • Navigate to the correct listing in NEXONE that has gone firm

  • Check the documents for the listing and ensure all required documents are uploaded, complete, and signed

  • If all the required documents are there and match the listing details in the NEXONE listing (no changes have been made to the agreement), you can edit the listing to flip it over to Firm

    • Ensure that the listing in the Listing AND Transaction section of FUB have both been flipped to Firm

  • Double check that the Lawyer, Client, and Agent information are all correct and in the NEXONE transaction

REALM/MLS

Changing the listing status on MLS

  • Next, we can move forward to flipping the listing over to firm on MLS in REALM

  • Navigate to the add/edit listing and find the listing that went firm

  • Click the three dots button beside the listing and select change status

  • Once prompted, change the status to firm

Follow up Boss (FUB)

Moving deal card in FUB

  • Once the above steps have been completed and document completeness has been verified, find the deal card for the specific property in FUB

  • Drag the deal card from the Conditionally Sold Listing stage to Firm and Pending Listing stage

  • Ensure the closing date has remained the same (if not, update closing date in FUB client file)

  • Double check the reminder to email lawyer a week before closing

  • This helps show what stage each listing is currently in and triggers automations in FUB for each property listing

Monday

Monday helps keep track of financials and our listings and their stages

  • Once a listing has been moved in FUB, go to Monday and under the Sales and Service workspace navigate to the 20XX scorecard for the given year

  • In the currently listed section, find the property that has gone conditional and in the status column, flip the status to firm

  • Use NEXONE information to make sure it is up to date in case of any changes to the transaction

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