If you’re a brand new real estate agent who is preparing to take on your very first clients, you’re probably simultaneously excited and nervous about the journey ahead of you. The Institute of Real Estate Education can help you deepen your industry knowledge so that you can better serve your clients.

Soon enough, you’ll be balancing multiple clients at a time – which means you’ll be handling lots of crucial documents relating to different transactions. Here’s how to effectively manage documents pertaining to numerous clients and properties, including understanding your clients’ must-have files, establishing a physical filing system, and choosing the right formatting for digital documents.

Essential Documents

 As a real estate agent, it’s important to familiarize yourself with the documents that buyers and sellers will need to participate in key transactions. For example, home sellers will need to provide documents including information about the deed to their property, home maintenance and tax records, and certificates of compliance if they completed any renovations that required a permit. On the other hand, Farm Bureau Financial Services states that home buyers will have to collect documents such as their pay stubs, proof of employment, tax documents and bank statements, information about any debts and assets, and earnest money sources.

 Physical Filing System

 You’ll be dealing with lots of digital and physical documents, so it’s best to have structured organization systems for both formats. For instance, you can set up filing cabinets in your office to keep track of physical documents. Make sure to color code your files so that you can quickly and easily access the information you need.

 Tools for Digital Document Organization

 When it comes to organizing digital documents, you’ll want to use the right tools! For example, if you have to share files, give this a try – utilize a PDF conversion tool in order to turn Microsoft Word, Excel, and PowerPoint documents into a format that will be preserved across different mediums. To use a tool like this, all you need to do is drag and drop the files you intend to convert.

You might also want to invest in document management software or an app that allows for digital document signing. This can simplify the process of transferring documents back and forth between your clients.

 Outsource Tasks for Simplicity

 Over time, your real estate business will grow, and you’ll need help tackling all of the tasks on your to-do list. In order to save time, you can outsource tasks, including certain responsibilities related to document management. Wing Assistant recommends delegating tasks like preparing lists of incoming bids and referrals, organizing your databases, and managing appraisal data.

 Managing Client Communications

When you’re helping people sell their homes and buy their dream properties, you’ll need to ensure that you’re always up to date on communications. Of course, if your clients are sending you documents, you’ll need to communicate over email. However, it’s important to settle on a preferred mode of communication with your clients. This could be texting, phone calls, or email. No matter what you choose, try to stick to this communication channel so that you and your clients don’t miss each other’s messages.

As a real estate agent, sometimes you’ll feel like you’re handling stacks of documents at any given time. With systems in place, you’ll have no trouble managing all of your clients’ documents. By implementing some of these strategies, you can maintain a basic filing system, format your digital documents as you wish, and learn the ins and outs of crucial home buying and selling documents.

Want to further your education to enhance your real estate business? Turn to the Institute of Real Estate Education! Call us today at 801-797-9870 to learn more about our resources.

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