thepower!of!checklists! · 2019. 2. 21. · collect the daily & weekend checklist(s), staple, &...

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The Power of Checklists

A Webinar with Larry Kendall 1. The Goal of Ninja Selling is to increase your income per hour so you can have a life. 2. Checklists will:

§ _______________________________________________________________

§ _______________________________________________________________

§ _______________________________________________________________

§ _______________________________________________________________ 3. Paul Schnaitter ([email protected]) Paul puts his checklists on Goggle Docs. 4. The Checklist Manifesto by Atul Gawande

§ Scott Nordby, Innovative Real Estate ([email protected])

§ Pilots

§ Hotel Maids

§ Venture Capitalists

§ Surgery Teams

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5. Good Checklists:

§ ________________________________________________________________

§ ________________________________________________________________

§ ________________________________________________________________

§ ________________________________________________________________ 6. Checklists cannot:

§ _______________________________________________________________

§ _______________________________________________________________

§ _______________________________________________________________ 7. Why don’t we follow checklists?

§ _______________________________________________________________

§ _______________________________________________________________

§ _______________________________________________________________ Results: ________________________________________________________ 8. Our Favorite Checklists:

§ Environmental

§ Staff Support

§ Sales

§ Managers – Scorecard

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9. Environmental Checklists: Goal: “Create an environment that encourages everyone to maximize their potential.” We are “Keepers of the Space.”

§ ________________________________________________

§ ________________________________________________

§ ________________________________________________

10. Staff Goals:

§ 3 Basic Rules: 1.____________________________________________________ 2.____________________________________________________ 3.____________________________________________________

§ Bring order to the chaos

§ Be a “Step-‐down Transformer 11. Staff Checklists:

§ “Opening the Store”

§ “Newbie” Check-‐in

§ Listing Process – Realtor Completion Checklist

§ Marketing Listings

§ Under Contract Process – Under Contract Completion Sheet

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12. Sales Checklists:

§ Listings: o Listing Checklist o Realtor Completion Checklist o Marketing Checklist o Listing Under Contract Checklist

§ Buyers: o Buyer Checklist o Under Contract Completion Sheet

§ Additional Sales Checklists:

o Important Contract Dates o Open House Checklist o Out of Town Checklist o After Closing Checklist o Hot List and Warm List o FLOW Calendar

13. One of our primary roles: ___________________________________________________________. 14. One of our customer’s primary expectations: ___________________________________________. 15. Our Goal:________________________________________________________________________. 16. Debbie Maier, The end Result: “You cannot build a ‘Wow’ experience until you first have a process. 17. With a process and a checklist: You will deliver predictable “Wow!” results, on-‐purpose, with less drama, and with more referrals.

18. Professionalism defined by Atul Gawande:

§ Expectation of ______________________________________________. § Expectation of ______________________________________________. § Expectation of ______________________________________________. § Expectation of ______________________________________________.

19. Discipline bu Atul Gawande: “Autonomy is the enemy of discipline.” “Discipline is hard. We are not built for discipline. We are built for novelty, autonomy, and excitement, not of careful attention to detail. Discipline is something we have to work at.”

Floor: 8-11:30 _________________ Floor: 11:30-3 __________________ Floor: 3-6 __________________ ______________ __________________ __________________

Daily Checklist: Monday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start Coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes __ Check Weekend Log (Receptionist Folder / Weekend Ladies /

Weekend Log) Daily __ Print, Fold, & Distribute Hopper by 9 a.m. (for whole office) __ AM News __ Order any needed items from Marketing to

[email protected] by 2 p.m. __ Sam’s order to [email protected] by 4 p.m. __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add Changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher – include water

pitcher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in bin __ Put phones on Night Ring: IN/OUT button,

no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!

Extra things to do:

Copier Reset tomorrow!


Daily Checklist: Tuesday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Office Max order __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out Coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in the lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!

Extra things to do:

Copier Reset

What’cha need?


Daily Checklist: Wednesday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Stock office supplies upstairs and downstairs __ Put away Office Max order __ File any unused documents from list/buy packets __ Go through Pick-‐up Bin __ Check copy room cubby stats that all are current __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out Coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in the lobby __ Lock Mr. DeWitt’s door Please! __ Turn OFF Fireplace if needed!

Extra things to do:

We got’cha stuff!


Daily Checklist: Thursday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ File any unused documents from list/buy packets __ Make copies for listing and buyer packets __ Order PDS ink __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Put Sam’s order away __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor the following day __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post Mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please! __ Turn OFF Fireplace if needed!

Extra things to do:

Zip a dee do da, zip a dee yea,

my oh my, tomorrow’s

Friday!


Daily Checklist: Friday Opening __ Unlock doors, bring in paper and turn on lights __ Check overnight drop box and distribute items. Leave V.M. __ Start coffee and put away dishes __ Take phones off Night Ring: IN/OUT button, red light on __ Check voicemail __ Save Inventory to file __ Delete old Inventories __ Call 377-‐6053 with Weekly Showing Count & l/m for Susan __ Check ALL 4 sinks for dirty dishes Daily __ AM News __ Call offices for Relo Packets needed __ Prepare weekend checklist __ File any unused documents from list/buy packets __ Distribute the run __ Distribute the mail __ Send Hot Sheet __ Check Coffee Supply __ Print Conference Room Schedule / Closing Sheet __ Leave messages for partners on floor Sat/Sun/Mon __ Stock fridge with water __ Stock copiers with paper (all drawers), check ink __ Stock 2nd floor workstation with paper __ Post mail and take to Post Office Closing __ Add changes to AM News spreadsheet on W Drive __ Change Welcome Board __ Collect dirty mugs and glasses from ALL 4 sinks __ Rinse out Tami’s Coffee pot and pump __ Dump out coffee __ Load and start dishwasher __ Change the sign-‐in sheet for the next day __ Recycle Newspaper in Bin __ Put phones on Night Ring: IN/OUT button, no red light __ Lock front door __ Turn off all lights in lobby area __ Lock Mr. DeWitt’s Door Please __ Turn OFF Fireplace if needed!

Extra things to do:

We made it! Bring on the weekend!

Weekend Floor Tracking: Saturday Floor: 8-11:00 _______________________ Floor: 11-2 _______________________ Floor: 2-5 ____________________________ _______________________ _______________________ ____________________________ Sunday Floor: 9-12:30 _______________________ Floor: 12-4 _______________________ _______________________ _______________________

Sat / Sun (Please check off or initial once item has been completed) ___ ___ Turn lights on around main areas ___ ___ Check Voicemail ___ ___ Unload dishwasher, check for faxes on the copier. ___ ___ **NEW** Check Weekend Log (Receptionist Folder / Weekend Ladies/ Weekend Log) ___ ___ Put Coloradoan and Reporter Herald in lobby (may be dropped off at back door)

• SATURDAY: Remove “REAL ESTATE WEEKLY” & “REAL ESTATE SOURCE” inserts from paper and add to wall display next to the fireplace. Use the bottom 2 sections that have the Plexiglas supports.

___ Sunday morning: empty coffee pots of cleaner, rinse, and replace in coffee stations. ___ ___ Make coffee and prepare water pitcher with ice. ___ ___ Stock downstairs fridge with water (back stock in basement on shelves with napkins, paper plates, etc) ___ ___ Stock front desk supplies (staples, sticky notes), closing room with pens, and check up and down stairs

for office supplies.**Especially manila envelopes 1st floor & 2nd floor, back stock in cabinet under the mailboxes or more in the basement. Leave us a note if there are less than 2 boxes of each size in the basement.**

___ ___ Stock 1st & 2nd Floor Copiers FULL of paper (8.5x11, 8.5x14) and dry ink. Stock 2nd floor work station

printer with paper. Stock 2nd floor work counter drawer with at least 2” tabloid paper (back stock in 1st floor copy room base cabinet under the paper cutter).

___ ___ Stock coffee station(s) supplies, fill Jet Dry in dishwasher (Refer to “Wonderful Weekend Ladies”

information page in the Weekend binder, Weekend Calendar section) ___ ___ Empty Shredder if needed. ___ ___ Create new sign in/out sheets for the week (make sure to include date on top, highlight names on floor

& type times) Receptionist Folder / Receptionist Manual / Sign In Sheet Change ___ ___ Make Pre-Listing, Listing, & Buyer Packets (If needed, should have @ least 15 for the week) ___ ___ Make Relo Packets, put in inner office run baskets ___ ___ Restock Relo Drawers, Inventory is in the basement. Please leave a note if we open a last box. ___ ___ File any unused documents from Pre-List / List / Buy packets (make sure forms are current!) ___ ___ Copy stats back in cubbies from originals, across from copy machine. (2 copies of each in addition to

the Master in the page protector. Make sure that all forms are current!!!). ___ Put mail away ___ ___ Check copier for faxes throughout the day, leave message for Partner on cell. ___ ___ Prepare Welcome Board for Monday (If needed for closings)

___ NEW!! Collect the daily & weekend checklist(s), staple, & leave for Courtney. Set up new daily checklist(s). (In Reception Folder/Reception Manual/Daily Checklist)

___ ___ Check for coffee cups/glasses in ALL 4 sinks, and put in dishwasher (Morning and Evening) ___ ___ Empty and Rinse out coffee pots, put filter and spouts in dishwasher **Including Tami’s Pot (make sure

to rinse out her pot & pump if it looks as though it has been used)** ___ Saturday close, collect all pots. Fill with cleaner (under kitchen sink or in cabinet left of the fridge). Allow to sit over night. ___ ___ Start dishwasher before leaving. ___ ___ Put Newspaper & the day’s sign-in sheet in Recycling. ___ ___ Turn off all lights, put phones on night ring, lock front door and check exterior back door. DO NOT THROW THIS CHECKLIST AWAY!-Thank you J Updated 8/8/13

Relo Packets: Horsetooth – Harmony – Mulberry – Centerra – 29th – Emily – Need more of the following items: Additional To Do items:

Receptionist Binder has been updated with lots of

great information. It’s now in the drawer with the

Welcome Board letters. Check i t out!

We’re so grateful for your help!!!

It makes our week so much smoother.

So, if you need help finding something or have a

question on how to do

something: Call us!!!

We’re happy to help!!

Weekend Checklist

New Brokers Name:________________________ Initials:______ (check spelling)

Phone System:

____ Verify Name, office location ____________________, extension _______, cell # __________

____ Give Susan: Welcome Guide, Horsetooth phone list, and TGI phone list

____ Give Extension to Susan.

____ Make sure new phone & email jacks work correctly.

____ Get Voice Mail preference.

____ Set up phone. If new extension is needed: Call Joel (NCG 484-5000).

____ Update DID extensions page.

____ Add Name button to Front Desk Phones (both).

____ “Newbie” sets up their voicemail.

Identification:

____ Order MAIL BOX plate from Ordered:____ Delivered:____

Rocky Mtn Engravers, Sue: 221-4622

Request that the item be mailed.

____ Order DOOR plate from All Sports Trophies 484-2171: Ordered:____ Delivered:____

Request that the item be mailed.

Miscellaneous:

____ Add agent to postage machine, postage departments and postage master list.

____ Add email address to BOTH Xerox copiers.

____ Check that email and SS# both work on copier.

____ Add name to Horsetooth phone list.

____ Replace all lists around office, email to Horsetooth, print for staff.

____ Add name to sign-in sheet at front desk.

____ Add mail box to wall.

____ Insiders—ask their preference for labeling: Disabled or themselves (circle one)

____ Insiders—ask who will print their labels: Front Desk, Assistant, themselves (circle one)

____ Centralized Showing Code:_______ Add to List. Or Agent calls (970)663-7469 to set-up.

____ Explain “Richard” page to them and how to pick up call.

____ Collect business cards for front desk (when delivered).

____ Other:_________________________________________________________________________

______________________________________________________________________________

Receptionist Services

Checklist for New Broker

Choose

One

Your Phone— How to set up your voicemail:

Front desk will need your voice mail preference. Voice Mail to desk only

Voice Mail to email only

Voice Mail to both desk & email

Voice Mail to cell only

Front desk will program your phone based upon your above

preference.

Once complete you may set up your voicemail. Please refer to the

back side of this page for the instructions.

Make sure to go through ALL steps (1-20).

Retrieving Voice Mail from outside the office

Call 377-6079

Immediately Press: #

Dial your extension

Dial your password

Follow prompts

Horsetooth Front Desk

Welcome Guide for Newbies

Information we need from you:

Insiders: Label your own or send to Disabled 6¢ a label?

Centralized Showing Code: to set up call: 663-7469

Business Cards: When you get them please give us 10

General information:

Floor sign up: 2nd Thursday of every month.

You will receive a reminder e-mail. Early

birds write their name on a sticky at the front

desk, first come first serve. We’ll call you

when its your turn.

Richard: We page for “Richard” when we

have a floor call and no one is on floor.

Conference Room Reservations: Front Desk

schedules same day room reservations. Gena

(ex. 6031) schedules future dates.

Dial 0 to reach the front desk

Wi-Fi: Agent: tgiwireless5

Business card

size for cut out

easy reference

Mailbox Setup Write your preferred script below, and then follow ALL the prompts:

To make set up faster: the instructions are written to be followed without having to wait for

options. You can press the digits regardless of the prompts being heard.

LIFT THE HANDSET, FOLLOW ALL THE INSTRUCTIONS BELOW

1. Press VM

2. Password (0000 default)

3. Press the following: 0 5 1 2

4. Read above script, then press 2

5. Choose: 1 to review, 3 to retry, # to save

6. Press 1

7. Press the following: 0 # 7 1 2

8. Enter NEW password (at least 4 digits), then #

9. 1 to accept

10. Press the following: 0 # 7 2

11. Say FIRST, then LAST name

12. Press 2

13. Choose: 1 to review, 3 to retry, # to save

14. Press the following: 0 # 7 3

15. Press 2

16. Type 4 letters of LAST name, then #

17. Press 1

18. Type 4 letters of FIRST name, then #

19. Press 1

20. Hang up, you’re done!!

Phone Facts: DND Feature:

Voice Mail to cell option—Line on DND:

Samsung sends call to cell.

Voice mail to desk option—Line on DND:

Call goes directly to voice mail.

Voice mail to desk option—Line not on DND:

Call goes to desk & cell.

Retrieving deleted voice mail:

Log into your v.m. / Option 6 / Option 3

Leaving an alternate voice mail message:

Log into your v.m. / Option 5 / Option 1 for no

answer greeting / 2 to edit / 2 for new greet-

ing / record message / 2 to stop recording / #

to save / 1 to assign.

When you need to switch it back you will do

the first few steps again.

LEAPFROG

you’re officialMeet with Helen Gray and the Marketing Team for the following items:

Color Business portrait with Clayton Jenkins, 970-372-5611 1002 Drake Road, Suite 104, Fort Collins, CO 80526 Have at least one photo taken in professional business attire; other shots can be business casual.

Announcement Cards/Introduction Letter, Quantity needed ________ The Group will pay to print and mail up to 500 announcement cards. Mail cards in an envelope and include your business card.

Business Cards

“Why I Joined TGI”, worksheet

Name tags (silver or brass)

Personal Brochure, worksheet

Personal Website-Amy Hoback, 377-6055, Marketing Department, Horsetooth Office

Web Presence

Insider and other flow systems

Advertising Options

Marketing Services

Press Release

Property Brochures

Virtual Tours

Pre-listing Binder-will need marketing plan and resume to complete.

GroupGives

marketing department servicesWhat do I need? Who to call?

App Question AmyBanner AnneBoomerang Question AshleyBuilder Ad AnneBuilder Logo AnneBuilder Materials AnneBusiness Cards AmyDomain Name AmyGroupWear AmyHomes and Land AshleyInsider Question AshleyJust Listed Card AshleyJust Sold Card AshleyNeighborhood Stat Card AshleyNosy Neighbor Card AshleyNosy Neighbor Sign AshleyPersonal Brochure AmyPersonal Website AmyProperty Brochure AshleyPre-listing Binder AnneSign for Neighborhood AnneSource Ad AshleySponsorship Ads AnneTechnology Question AmyWebsite Questions Amy

Helen GrayMarketing [email protected]

Amy HobackTechnology and [email protected]

Ashley GriselMarketing [email protected]

Anne VetterGraphic [email protected]

LEAPFROG

The Group, Inc. brandingThe Group logo was developed as part of the overall company branding. The following guidelines were developed to ensure the integrity of the logo and its usage.

When using the logo these guidelines must be adhered to. Provide these guidelines to any vendor who may be using the logo. Improper use of the logo by a venfor may result in non-payment.

The Marketing Department will answer questions about proper use of The Group’s logo and can provide your vendor electronic files.

LEAPFROG

logo usage guidelines Examples of correct and incorrect usage

COLORIncorrect:Correct:

There are three acceptable color treatments for The Group, Inc. signature.a. Three-color trademark with blue logotype. The correct colors for the three-color trademark are Pantone 293 (blue) for the upper left portion; Pantone Green

for the lower left portion and Pantone 266 (purple) for the entire right side of the trademark. The “G” portion of the trademark remains white. The three color trademark can be used on a white paper stock or a LIGHT, neutral gray.

b. The signature may be reproduced in all black.c. The signature may appear in all PMS 293 (blue). When using a colored paper stock, the entire signature must appear in black, or in all Pantone 293 (blue). Do not reproduce the signature in any single color

other than black or Pantone 293 (blue). The signature must appear in all three-colors, in all black, or all blue. There is no acceptable two-color signature.

SIGNATUREIncorrect:Correct:

The combination of the logo and logotype creates the corporate signature. There are three acceptable signature arrangements that have been developed for The Group, Inc. Each arrangement has been carefully designed and artwork for each arrangement is available from The Group. The signatures can be enlarged or reduced photo mechanically. DO NOT separate the logo from the logotype, rearrange the logo-to-logotype arrangement, or recreate the signature relationship. Incorrect use of The Group, Inc. signature may be cause for withholding or refusing payment.

REVERSE/NEGATIVEIncorrect:Correct:

Correct Black & White Usage: Incorrect Black & White Usage:

Separate artwork has been developed for reproducing the logo or signature in reverse form. Artwork for the reverse signature application is also available from The Group. DO NOT reverse the signature that has been developed for positive application. All logos provided are transparent. A box should never be around or behind the logo, unless it is a design treatment.

MINIMUM SIZEIncorrect:Correct:

The The Group, Inc. signature, REALTOR® logo and Equal Housing Opportunity logo may not appear smaller than the minimum size shown here, except on certain merchandising items such as pens where the print area is very small. Always check the logo while it is being printed for quality and legibility.

1”.70” .375”

LEAPFROG

Enr iching Lives In Nor ther n Colorado

The GroupGives Mission

We bel i e ve e ve r y pe rs on should have a p lace to cal l home.

GroupGives suppor t s organiz at ion s and

prog ram s that promote thi s bel i e f .

The Partners at The Group Real Estate have been generous community supporters since the company was founded in 1976. GroupGives, a fund of the Community Foundation of Northern Colorado, was created to:

• Combine and focus the collective generosity of our Partners for greater effectiveness and visibility in the community

• Include our family members and our customers in our efforts to help assure that Northern Colorado is an amazing place to live for ALL of its residents

• Ensure that The Group’s legacy of giving continues; that all Group Partners, present and future, participate in charitable giving and active volunteerism

As Realtors we want to help people achieve their definition of ‘home.’

www.groupgivesback.org

www.NoCoFoundation.org

GroupGives is a fund of the

Listing Checklist

Listing Address: Date:

Seller: Seller:

Phone: Email:

Notes:

MLS Input Date: Tour: oYes oNo Date: MLS #:

Tasks Date Completed

o Pre-Listing Interview (phone call)

o Date for walk-through/signing appointment

o Print Public Records

o Order an O and E with your assistant

o Prepare CMA (pull comps for assistant if she prepares)

o Request Listing Packet from your assistant providing public records, info, etc.

o Prepare WOW packet, present Pre-Listing Binder, any info about you/company

o Receive all paperwork signed/filled out by seller(s)

o Have listing agreement signed and in hand before ordering anything

o Order prior to handing in listing to assistant

o Pictures o Measurements o Staging o Pre-Inspection

o MLS Sheet completely filled out o Tour Date o SFD filled in with square footage

o Realtor Completion Checklist completely filled out o HOA request form

o Loan Information request form o Lead Based Paint (if applicable)

o Submit listing to assistant

o Pitch the property at a Sales Meeting/Tour

o Send any neighborhood announcements/property info to neighbors

o Schedule an Open House

o Make sure seller’s contact info is in your database (Outlook, cell phone, etc)

o Send Thank You card to seller for listing their property

REALTOR COMPLETION CHECKLIST

SELLER INFORMATION Names to be used on correspondence: (If different than contract)

Mailing Address: City State Zip Phone Numbers: Email: INSIDER LIST: Already on? Add? Do Not Add? SOURCE OF BUSINESS: HAVE THE FOLLOWING BEEN PROVIDED TO SELLER:

PRE-LISTING PACKET-YES NO WRITTEN CMA: YES NO MARKET STATISTICS- YES NO MARKETING PLAN: YES NO

REFERRAL INFORMATION (If applicable) Referring Company: Referring Broker: Address: City State Zip Code Phone Number: Referral amount: $ OR % TITLE COMPANY FOR THIS TRANSACTION (please circle one) Has O&E been ordered? YES_____NO_____ Do you want it ordered YES_____NO_______ Chicago Empire Heritage Land Lawyers North American Fidelity Stewart Transnation The Group Guaranteed Title Other______________________ HOA: YES_________NO_______ MGMT CO: _______LOGIN: __________ LOAN: YES________NO_______

SHOWING INSTRUCTIONS: (This information must be provided) Property is: OCCUPIED/VACANT By: OWNER/TENANT Occupant Name(s): Phone Number(s): Showing Instructions: Prefer Text: yes/no if yes, number Service Provider? Pets on Property: YES/NO Pet Instructions: Directions to Property: MARKETING INFORMATION: Tour Date: Enter into MLS/Install sign on: Lockbox date for install: Price Rider: Yes/No Lockbox: Yes/No Combo/Elec Combo: Make 2nd key: Yes/No Brochure Box: Yes/No Realtor Install/Courier Install ASSISTANT TO ORDER: (please check all that apply) Standard: ________ Set up automatic e-mail on circle pix, Trulia Brochure - From: Inspection- Type: ________ Photos - From: Staging Provider: Measurements: Septic/Well Check: _________ Homebook - From: __ _____ Radon Test: _______ Postcards- From_______________ __________ ________TBD/Pre-title- From_________________________ IPW –Automatic with every listing ILC - Order From: ________ Homes and Land: Roofer: Open House - Date: Furnace/AC: Visual Tour - From ________ Handy Man:

ASSISTANT CHECKLIST DATE RECEIVED:__________Starship#___________Circle Pix Tour#________MLS#_________ Order O& E Copy of CMA in file File Label Sign & Lockbox Request Brochure Box Make 2nd Key Proof Listing Contract Closing Instructions Property Disclosure Signed Source of Water Addendum Measurement Disclosure Signed Lead-Based Paint Disclosure Signed Fort Collins Occupancy Disclosure _______Affiliated Business Disclosure _______Sure Close _____ Add MLS# ______Link to SS____ _______Upload Documents to Sure Close _______Input on Source Spreadsheet Input in MLS Only w/ photos # ______________ Input in Metrolist Only w/ photos #___________ Enter into Starship Add to tour Record in Assistant Tickler ______Add Reminder to Outlook- For marketing _______QR Code

Lender Request _______Send HOA Request Call/Fax Utility Request Check Floodplain Prepare Counter Display Scan/Upload disclosures in IRES Write new listing information on scoreboard MLS sheet to: Broker_____In file______ New Listing Letter to Broker Circle Pix ____Craigslist _____Youtube _____Facebook

Set up e-mail weekly to clients______ _______Set up e-mail on Trulia Enhance listing on Realtor.com _______ Brochure Ordered/ Prepared _______Order photos from________________ _______Order Measurements _______Order just listed/sold card order labels _______Order Home book _______Order TBD/Pre-title Upload-Contractwriting,floorplan,disclosures-sureclos _______Source _______Homes and Land ad

Matt Van AlsburgHighlight

Marketing and Advertising OpportunitiesRevised Feb. 14, 2011

page 1 of 1

Sales Partner:______________________________ Property Address:__________________________________

INT

ER

NE

T Individual Property Website (IPW) ......................................................................IncludedIndividual URL (1234mainst.thegroupinc.com) Sign Rider and Installation For IPW ...................................................................$25*

Virtual Tour ............................................................................................................Included

Virtual Tour On YouTube ......................................................................................Included

Virtual Tour On Your Facebook Page .................................................................Included

Ad on Craigslist ....................................................................................................Included

Featured Ad on www.thegroupinc.com .............................................................$25/week/listing

Emailable Post Card.............................................................................................Included

Mobile Virtual Tour Application ...........................................................................Included

Sign Rider and Installation for Mobile Tour .......................................................$25*

Realtor.com Enchanced Listing (not optional) ..................................................$25Enhanced Listings Include: Virtual Tour Posted, Multiple Photos, TGI and REALTOR® Branding, Detailed Property Description, Scrolling Headline

*Price May Vary Depending On Property Location

Open House Ad .....................................................................................................IncludedSaturday’s Newspaper

The Source Quarter Page ..................................................................................................$350 Twelfth Page ...................................................................................................$200 Cover ...............................................................................................................$750 New Listing ....................................................................................................Included

Homes and Land - Larimer and Weld Individual Property Ad on TGI’s Page (Larimer Only) ................................$40/listing Full Page .........................................................................................................$595c/$335b Half Page ........................................................................................................$360c/$200b Quarter Page ..................................................................................................$225c/$130b Cover ...............................................................................................................$600

Just Listed Post Card Regular (5.5” x 4.25”) .......................................................................................See Price Sheet Jumbo (8.5” x 5.5”) ...........................................................................................See Price Sheet

Just Sold Post Card Regular (5.5” x 4.25”) .......................................................................................See Price Sheet Jumbo (8.5” x 5.5”) ...........................................................................................See Price Sheet

Brochures Letter .................................................................................................................See Price Sheet Tabloid ...............................................................................................................See Price Sheet

PR

INT

Listing Under Contract

Listing Address: Date:

Seller: Seller:

Phone: Email:

Buyer: Buyer:

OB: Phone: Office:

Lender: Phone: Fax:

Email:

Title Company: Email: Phone:

Notes:


o Fill out Realtor Contract Completion sheet and hand in/email with all documents

o Input important contract dates in calendar

o Email contract, counter, disclosures and other misc. to Lender and Title

o Email seller(s) important dates they need to respond to/action taken

o Remind seller(s) of transferring utilities, insurance, etc.

o Provide appraiser with supporting comparables. Any conditions?

o Call Lender on loan conditions

o Email to remind seller(s) of closing date, time, location

o Order closing gift

After Closing

o Update client’s info in Outlook, Insider list, etc.

o Put Anniversary date in calendar

o Put copies of settlement statements in your file

o Send final Thank You note/card

Buyer Checklist

Date:

Buyer: Buyer:

Phone: Email:

Current Address:

Lender: Phone:

Notes:

Hot Buttons/Wish List:


o Add to “Insider” list and database

o Set up “My Home Search” in Ires/TGI Website

o Send Thank You card

o Verify Lender/pre-qualification. Get copy of letter

o Drop off a Buyer Packet for Buyers to look through

o Pull properties for showings

o Set showing appointment(s)

Writing an offer

o Buyer(s) sign ALL documentation

o Obtain Earnest Money o TB Disclosure o Affiliated Business Disc. o Copy of Lender Letter

o Turn in complete packet to Escrow w/Completion sheet fully filled out

o Send copies of documents to Buyer(s)

o Send copy of contract to Lender

o Send copy of contract to Title company

o Cancel any home search accounts

o Input dates to contract in calendar

o Put Broker/Lender/Title contact info in database (Outlook, cell phone)

4 Days Before Closing

o Order Closing Gift

o Make sure all parties are aware of closing

o Just Sold post card

o Schedule Walk-through

Day Before Closing

o Review file/closing packet from escrow

o Make sure all parties have figures

Day of Closing

o Change address on Insider list/database

o Add B-Days, Anniversary dates in Outlook

o Copy client file onto a C.D.

o Put follow-up dates into Outlook

o 2-Days after closing- any surprises

o 5-Days after closing- referral letter

o 2 Weeks- have you met your neighbors, everything going well?

o 3 Months - How is the house working for you?

o 6 Months – Neighborhood CMA “Recurring”

o 1 Year – Yearly card and market review

o Proof and send Just Sold post cards

o Save all emails and other correspondences into a client folder

o Send Thank You card to Buyers, Lender, Title, OB, etc.

o Send Referral letter 5 Days after close

UNDER CONTRACT COMPLETION SHEETContract Address: ___________________________________________________________________________________________Projected closing date if not on, or different from contract: ____________________________________________________Title Company: ______________________________________ Closer: _____________________________________________

Listing Office: _______________________________________ Selling Office: _______________________________________Realtor: _____________________________________________ Realtor: ____________________________________________Commission List: ______________________% Commission Sale: ___________________ % List Referral: __________________________% Sale Referral: _______________________ % To Whom: __________________________________________ To Whom: __________________________________________Company: _________________________________________ Company: _________________________________________

Seller’s Name: _______________________________________________________________________________________________Present Address: _________________________________________ City: ________________ State: ________Zip: _________Phone Home: ____________________________ Work: ____________________________ Cell: ___________________________ Work 2: __________________________ Cell 2: __________________________Email: ______________________________________________ Send Sureclose Invitation:________Y ________NEmail 2: ____________________________________________Source of Business: _________________________________________________________________________________________Seller Attending Closing?: ___________________________ Seller Power of Attorney?: __________________________

Buyer’s Name:______________________________________________________________Birthdate(s):_____________________Present Address: _________________________________________ City: ________________ State: ________Zip: _________Phone Home: ____________________________ Work: ____________________________ Cell: ___________________________ Work 2: __________________________ Cell 2: __________________________Email: ______________________________________________ Send Sureclose Invitation: Yes:_______ No:________Email 2: ____________________________________________Source of Business: _________________________________ Title Work & HOA Docs: Email:________ Mail:________Buyer Attending Closing?: __________________________ Buyer Power of Attorney?: __________________________Ok for Allstate to Contact: Yes:___ No:____

New Lender: _______________________________________ Originator: _________________________________________Phone: ____________________________________________ Email: _____________________________________________

Home Warranty: Yes:___ No:____; Escrow to Order: ______; Company: ____________________; Who’s Paying: _______

Liaison to Complete This Section Complete RequestedCopy Earnest Money _________ __________Earnest Money Receipt _________ __________Loan Pre-Qual _________ __________Affiliated Business Disclosure _________ __________Copy Ires Form _________ __________Changes Status On MLS _________ __________Seller’s Property Disclosure _________ __________Measurement Disclosure _________ __________Lead-Paint Disclosure _________ __________Occupancy Form _________ __________Water Addendum _________ __________Brokerage Disclosure _________ __________

Complete RequestedClosing Instructions _________ __________Good Funds Clause _________ __________Radon Clause _________ __________HOA Docs-Docs In _________ ___________________________________________________________CMA _________ __________ 1031 Exchange Addendum _________ __________Short Sale Addendum _________ __________Well Permit/Info _________ __________Septic Inspection _________ __________Soils Receipt _________ __________*Please note if you have prepared and given to partner or assistant.

Notes to HUB: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

E S C R O W

6/10/13 Important Contract Dates

https://docs.google.com/spreadsheet/viewform?formkey=dFY5N0toUzJFckpPbHRyR3ZRQmlsRlE6MQ#gid=0 1/2

Important Contract Dates* Required

Address *

Earnest Money Deadline *

Buyer drops off a personal check to the title company so they can deposit it

in the 3rd party escrow account.

Title Deadline *

Buyer to read and review title commitment.

Inspection Objection Deadline *

Buyer hires inspector to provide a written report on the condition of the

home. Based on that report, buyer "objects" to any items that they would

like to have repaired and/or any monetary credit for items.

Inspection Resolution Deadline *

Buyer and seller come to a mutual agreement on what will be repaired

and/or credited.

ILC/Survey Deadline *

Buyer to conduct Improvement Location Certificate and/or survey on

property.

Appraisal Deadline *

Buyer's lender hires Appraisal Management Company to contract with an

appraiser to provide a value of the subject property based on recent

comparable sales.

Loan Conditions Deadline *

Buyer and buyer's lender review and approve conditions of loan.

6/10/13 Important Contract Dates

https://docs.google.com/spreadsheet/viewform?formkey=dFY5N0toUzJFckpPbHRyR3ZRQmlsRlE6MQ#gid=0 2/2

Util ities should be transferred out of Seller' s name *

Please let me know if you have any questions about this.

Closing! *

Time and location to be determined. Typically they are held mid-day at the

title company.

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6/10/13 Open House Checklist

https://docs.google.com/spreadsheet/viewform?formkey=dEpLUjY1cTNseHdPeERrd2FfLU95cGc6MA#gid=0 1/3

Open House Checklist

* Required

Address *

T our Date

Open House Sign Up

Property Info Packet

One page, map, scatter, data and lender page

Relocation Packets with biz card *

Seller packets with card stapled

Buy er packets with biz cards in them



Appreciation/Depreciation graphs with card stapled

Ina advertise open house on Craigslist

Why are they selling?

Booties

Insiders

Lender contact info one pager

T GI App postcards with biz card stapled

Active properties m ap

ENROLL- How are y ou today ?

ACKNOWLEDGE- T hank y ou for com ing in.



WHO I AM- My nam e is Paul Schnaitter

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Repor t A bu se - Ter m s of Ser v ice - A ddit ion a l Ter m s

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6/10/13 Out of Town Checklist

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Out of Town Checklist

* Required

Date s *

W ho is cove ring your bus ine s s ? *

Se t up cove ring age nt to m im ic m e

Em ail to clie nts , le nde rs , e s crow, as s is tant and OBs with contact info for who is

cove ring for m e

Em ail cove ring age nt contact inform ation and s um m ary of e ach active clie nt

Se t up e m ail auto re s pons e with cove ring age nt's contact inform ation

Have a phone conve rs ation with OB's of any unde r contract prope rtie s

Sche dule che ck in e m ails to cove ring age nt

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6/10/13 After Closing Checklist

https://docs.google.com/spreadsheet/viewform?formkey=dFMwZDFhX1ZSeUxMRzJSQjZ2eGNXbHc6MQ#gid=0 1/1

After Closing Checklist

* Required

Addre s s *

Thank you le tte r to clie nts

Add MySite activity s e arch for the ne ighborhood *

Thank you le tte r to t it le re p

Thank you le tte r to le nde r

Thank you le tte r to OB

Update contact inform ation in Gm ail

Add s e lle r che ck -in/follow up date to cale ndar

Add s e lle r s top-by in pe rs on date to cale ndar

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MONTH ACTIVITY NUMBER BUDGET DATE COMMENTSJANUARY

FEBRUARY

MARCH

APRIL

MAY

JUNE

FLOW CALENDAR

MONTH ACTIVITY NUMBER BUDGET DATE COMMENTSJULY

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

COMPLETE ?

FLOW CALENDAR

COMPLETE ?

Webinar - The Power of ChecklistsChecklist - Front Desk - Daily ChecklistChecklist - Weekend+checklistMarketing Checklist for NewbieChecklist - ListingChecklist - Realtor Completion - ListingChecklist - Marketing-Advertising+Opps[1]Checklist - Listing Under ContractChecklist - BuyerChecklist - Under Contract+Completion+Sheet-RevisedImportant Contract Dates Checklist - Paul SchnaitterOpen House Checklist - Paul SchnaitterOut of Town Checklist - Paul SchnaitterAfter Closing Checklist - Paul SchnaitterFlow Calendar

Contract Address: Projected closing date if not on or different from contract: Title Company: Closer: Listing Office: Selling Office: Realtor: Realtor_2: Commission List: Commission Sale: List Referral: Sale Referral: To Whom: To Whom_2: Company: Company_2: Sellers Name: Present Address: City: State: Zip: Phone Home: Work: Cell: Work 2: Cell 2: Email: Send Sureclose Invitation: Y: Email 2: Source of Business: Seller Attending Closing: Seller Power of Attorney: Buyers Name: Birthdates: Present Address_2: City_2: State_2: Zip_2: Phone Home_2: Work_2: Cell_2: Work 2_2: Cell 2_2: Email_2: Send Sureclose Invitation Yes: No: Email 2_2: Source of Business_2: Title Work HOA Docs Email: Mail: Check Box6: OffBuyer Attending Closing: Buyer Power of Attorney: Check Box3: OffNew Lender: Originator: Phone: Email_3: Check Box7: OffCheck Box8: OffEscrow to Order: Company_3: Whos Paying: Earnest Money Receipt: Affiliated Business Disclosure: Complete 1: Complete 2: Complete 3: CMA: Changes Status On MLS: Sellers Property Disclosure 1: Sellers Property Disclosure 2: Sellers Property Disclosure 3: Measurement Disclosure 1: Measurement Disclosure 2: Measurement Disclosure 3: Requested 1: Requested 2: Requested 3: Requested 4: Requested 5: Requested 6: Requested 7: Requested 8: Requested 9: Requested 10: Requested 11: Requested 12: Complete 1_2: Complete 2_2: Complete 3_2: Complete 4: Requested 1_2: Requested 2_2: Requested 3_2: Requested 4_2: 1031 Exchange Addendum 1: 1031 Exchange Addendum 2: 1: 2: 3: 1_2: 2_2: 3_2: 4: 5: 6: Please note if you have prepared and given to partner or assistant: Notes to HUB 1: Notes to HUB 2: Notes to HUB 3: