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Organizational Tip: How to Create a “Electronic Filing System” for Contract to Close
By Carl Martens | April 16, 2008
Here’s something I brought to the RKiHomes Team it is a simple organizational tip for your contract to close electronic files.
When I first joined the RKiHomes Team our electronic files were a mess. Unless you were the person that saved the file, there was no way you’d be able to locate that file later through the midst of a myriad of file folders. At the time I was managing our contract to close process and each client’s folder contained different folders…there was no correlation amongst client folders which made it difficult to locate saved files. This led me to develop an organized electronic filing system for the contract to close process:
- Open up “My Computer” and open the drive/folder where you save all of your client files
- Create a new folder called, “0. Client Copy Folder” (the “.0″ will bring this folder to the top of the window)
- Create a new folder within the 0. Client Copy Folder titled, “Last Name, First Name(s)”
- Within the Last Name, First Name(s) folder create the following folders, “Showings”, “Research”, “~Property Address” (the “~” is again to bring the folder to the top), “CMA’s”, and “Previous Offers”
- Open the ~Property Address folder and create the following folders, “Turn in Docs - First Atlanta”, “Contracts”, “Faxes”, “Financing”, “Flyers and marketing”, “Images”, “Inspection”, “Pre-Listing Docs”
- If you take your own pictures you may want to create additional folders within the Images folder. We have the following folders setup, “Final Images” and “Raw Images”
Now that you have done this, any time that you have a new “contract to close” you simply open the “0. Client Copy Folder” and copy the “Last Name, First Name(s)” folder into wherever you keep your current clients, such as a “2008 Clients” folder. Now all of your client contract to close folders will have the same folders making it very easy to identify the common path to locate files from one client to the next.
I realize that this post might be difficult to follow and understand and as such I will ask the Tech Committee if this is something I can present at the next team meeting.
You can use this organizational tip for all folders on your harddrive…it works great…this is something I do for my business, it not only saves time, but a LOT of frustration!
Topics: Administrative |
