Task Mastery

Many agents and admin overlook the power of the “task lists” in dotloop.  Everyone has a list of items that need to be done to list a house or close a transaction, even if it is only currently in your head.  Now is the time to make those lists work for you!

First sign into your dotloop account.  There are two ways to create a task list and I recommend creating it in a loop because you can rearrange the order of the tasks, where currently in the templates section, you can not.  Create a loop called “Task List Loop” or use a sample loop you already have.  At the bottom of the loop, click “Add Task” and a new list will be started.  Start typing the items you want on your list.  Drag and drop them to the order you want them.  I also suggest that you keep all of your task lists in the same loop incase you accidentally delete it, you have a place you can load it from again.  

Rename the task list to what it is, for example: “My Listing Checklist” or “My Contract Checklist”, etc.  To do this, click on the down arrow next to the folder name and select “rename”.  This is also where you will see the option to “Create Template”.  Once you have clicked on the “Create Template”, it will ask you to name the new template and create template.

The most unused portion of this feature is that you can add live links to the task lists and when you do it becomes a live link that the client can click on and go to your website or other webpage you have linked to.  The most common use for this would be using your website as a reference with a page that has the local utility companies or local inspectors listed so they can easily access the information.  This also creates SEO (Search Engine Optimization) for your website (if you are running the link to your website).  

Think of having a task list for your client to complete items for a transaction!  You can also “share” or “hide” the task lists from clients.  The admins for your office also have the option to “lock” the task list from the agents.  This is used for compliance because let’s face it, agents sometimes think they have completed something correctly, and the office thinks differently.  🙂  The task lists are directly connected to the loop percentage so if you have 4 tasks and you complete 2 of them, you have 2 left which gives you a percentage of completion of 50%.

As a quick reminder, “Urgent Tasks” are automatically added to a loop when there is a from that requires your signature or initials.  They are also automatically checked when you sign or initial where needed and document name is a “link” that takes you into the document if you click on the name.

Once the task lists are created and you want to load them into a new loop, click on the “Load Template” on the bottom right of the loop and select the template decided for that loop.  Reuse them as many times as you want because you are now a task master!

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

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Who do you Trust?

As a REALTOR®, we know many service providers.  The question is “Who do you trust to provide a great service to your clients?”  A great way to include those providers into your transactions as a Trusted Service Provider or TSP.  If you work with the same title representative, closing coordinator, or lender you can add them as your TSP so it is easier to “connect” to them, so here is how it works.

Once logged into your dotloop account, click on the “People” section and the top one on the list to the left says “Trusted Service Providers” right above the “Contacts”.  If you do not see TSP’s then you are not a premium dotloop user and this is necessary for this feature.  If you have no TSP’s added it will show a button at the bottom that says “Get Started for Free”, click on that button and it will pop up a window that asks the field the TSP is in, for example: Mortgage, Escrow/Title, Attorney, Home Warranty, etc.  Then you will enter the Name and email of the TSP.  More than one TSP can be added at a time.  They will not display in the loops until the TSP becomes a premium user.

The cool thing about the TSP becoming a premium user is that it is not just for 1 agent or office.  If trusted service provider is a premium user that allows them to be seen as a TSP for any agent or office, on all of their loops and there is no limit!  Adding TSP’s do not automatically share any documents or people with the TSP.  They only know that they have been added to a loop so you will still need to share any information that you want them to seas with any other person you add to the loop.

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Templates for Everything!

There is a template for everything! With the recent update to dotloop, you can now use any document and create a “template” to overlay onto another document. For example, if you receive a disclosure that is already completed and signed by a seller and you only need the buyer’s initials and/or signature you can load that document and save the fields that you have overlaid as a “template” to use again. Another use for this would be states that do not have documents in dotloop and this allows an agent or office to create an “overlay” template to allow the agents or clients to complete and sign them. Let me show you how to do it.

There are two ways this can be done, and I’m going to tell you about creating it from your “templates”.  First sign-into dotloop and go to “Templates”.  Once there, click on your documents and the folder (or create a new folder, for example: Form Templates).  Then click “Add Document” at the top right and select your document from your computer.  For this example I’m using a property disclosure.  With your document added, click on the document to edit it.  Using your menu options at the top, drag and drop the field that you want on the document for example: Initials and Signatures.  It also helps to assign the “roles” of who should be signing there.  Once you have the document the way you want it, click “Save” at the top right.  It will take you back to your templates and now your form template is ready for use.

In order to apply the template, go into any loop.  Add the document that is part signed by the other side, in this case a disclosure.  Open the document and click on “more” at the top and then select “Apply Template”.  You will notice that you can also create a template from any form as well, but please note that specific document will then be stored in your templates.  Select the correct template and voila! The boxes could be a little off based on if the new document was scanned straight or is the same size as the original, but even if you need to make a few adjustments, this still saves you time!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

It’s Worth a Merge

Merging loops has been a common request and now it is here! There are a few things to know before performing this action. First, this action can not be undone. Second you may have an issue with merging two loops when you have documents that are waiting to be signed. That being said, this can be very useful when you are the listing agent and a selling agent creates a new loop and shares documents to the listing side. The listing side will end out with 2 loops. This is when you want to merge loops together. Another use for this is if you are trying to clean things up and want to put all of your “test” loops or “unaccepted” offers together. From an office perspective this can be used to combine loops on the admin side when you have two agents in the same office working together so you can have all of the “office” or “admin” files in the same loop. Compliance people are usually very excited about this so they are not looking in more than one place for forms and documents needed.

So here is how you do it! Go into the loop that is the “secondary” or loop that has the name that you do not want to keep. Once in the loop, click on “Edit Details” under the loop name. Scroll all the way down to the bottom left corner where you see the “Merge” button. Click on the “Merge” and it will open a window and ask you which loop you want to merge it with. The loop you choose and the click “Merge” will then be the loop name when they are combined. That’s it!

One thing to note is that the folders in each loop will remain and if there isa folder in one and not in the other, the system will add the new folder. For Example if one of your loops has a folder named “Buyer Forms” and the other loop has a folder named “Contract Documents”, then the combined loop will now have 2 folders: “Buyer Forms” and “Contract Documents”.

Now you have a new larger loop combined into ONE.  Hope you learned something from “It’s Worth a Merge”.  Come back for more tips and tricks later.

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Creating New Loops

With the new DotLoop out there are some changes in the way the system works.  This is great news because it gives you more freedom to manage your business the way YOU want to!  Let’s get started on Creating New Loops!  Log into your dotloop.com account.  You can access it through your mykw.kw.com login and then click on the myTransactions in your eEdge dashboard.  Once on your DotLoop/myTransactions home page click on the big plus button to create a loop.

Once you have created a new loop, you have several options on where to start and I’m going to take you through the “best practice” method.

1. Start with the “Edit Details” under the loop name.  When you complete the information listed in that section it will auto populate to your contracts and forms if that information is listed in the details.  I would much rather enter something once as opposed to entering it multiple times on multiple documents.

2. Add your People next.  You will also want to assign them a “role” so that the loop knows who they are to the transaction.  This will also save you time as you add documents and forms.

3. Next add your documents.  There are several ways to do this: a. Drag the file from another place on your computer and drop it in the box, b. “Select from your computer” and find the document on your computer and select it, or c. “Select from your Templates” is the best option because it allows you to use the interactive forms loaded into DotLoop.  These “templates” are your state or office forms that have been loaded and they can be grouped in folders by your office or yourself for organization and easy access.

4. The last section is for “Tasks”.  We truly did save the best for last because this is where you can manage your file.  This section allows you to create lists of things to do, calls to make, or things not to forget.  The system will automatically add an “Urgent Tasks” when you forget or chose not to sign a form.  This reminds you to go back into a document to complete it.  Once you have created your list, you can also “Create a Template” of that list so that you don’t have to retype it each time you want to use the same list.  Next time you will just select “Load Template” and you are good to go.

If you would prefer to watch a video, click here to go to DotLoop’s training videos.

Well, that’s it for the basics of creating a new loop.  Just remember, you can’t break it, so it’s ok to create a sample loop and try things out!  Happy Looping!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

eEdge on the GO!

What is eEdge on the Go?  Put simply it is our myKW eEdge section optimized for your mobile device.  Does not matter if you are using an iPhone or Android or any other smart phone, it will WORK!! Since I’m an iPhone user, these directions and pictures are going to be for an iPhone, and other than the app you use to surf the web, they will be the same.

Start by going into your web search app, like Safari, then in the address bar, type mykw.kw.com and “go”.  This will take you to the login screen and enter your myKW login and password and type “login”.

Quick iPhone/iPad Tip: Once logged in, before you click on anything else, tap on the square with the arrow button and you will see a middle button showing “kw e” and below it says “Add to Home Screen”.  Once you tap on it, it will create an icon on your phone that all you need to do is tap on the button to get into your eEdge on the Go.

 

Now that you are logged in, you will see 6 squares.  If you scroll your screen up to see the bottom, that is where you can switch market centers if you need to or click on the “myKW Full Site” if you don’t want the mobile version.

myLeads: This icon shows your number of leads in the top left corner.  When you tap on it, it will take you into another screen with New Contacts, New Messages (your eEdge messages), Search Contacts and Reminders.  Below that also lists eEdge on the Go! (back to the home screen), Add Contact or Go to Full Version.  This article is not about how to use each part of the system, so we are just going over the buttons.

myContacts: This button takes you to Search Contacts.  Enter the name, status, type, group, phone number or email and then tap the “search” at the bottom right.  To go back click on the top left corner.

Contact Messages: Straight into your eEdge messages!!  No more need to log into the system on a computer to check your eEdge mail!  Just tap on one of the messages and you will have the option for “file” or “reply”.

myActionPlans Tasks: This icon will open in a new window.  It looks like the myActionPlans in your myKW, but it is also mobile optimized.  In order to go back to eEdge on the Go, you will need to tap on the bottom right button with a number in it (number of windows open). Then scroll to the left (or right) to find the window with eEdge on the Go on it.

Market Center Intranet:  If you are in a business center, you will need to switch to your main market center for this to work.  It will show you all the features of the intranet, just in a scaled down and simple version.  The pictures will not display on posts however you can tap on the link or title and it will expand.  You can not create a post from the mobile version, but you can most certainly make a comment on an existing post.  The cool part is the calendar shows at the top under the menu and are easy to read.  This one also opens in a new window, so you will have to go back to the previous to get to the main menu.

myTransactions Tasks:  Coming Soon!  When the new myTransactions 2.0 comes out, you will be able to access your myTransactions/DotLoop Account, can’t wait!!!

There you have it, eEdge on the GO!  A new tool to use for your business so try it out today!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

I have a New Lead in myContacts, now what?

Our Keller Williams eEdge websites are designed to be lead capturing websites.  In case you are wondering lead capturing means that it is set up so that when a customer goes to your website and clicks on properties, they can view the details of 1 property and then when they go to the 2nd property, it prompts the customer need to enter their first name, last name and email address.  This “captures” the customer’s information and adds into your database (myContacts).  One of the best things about eEdge is that each piece of this real estate pie is connected so when a customer registers on your website, they are also added to your database.

Ok, so the customer has registered on your website and is now in your myContacts so that you can market to them and with cultivation, also into a transaction.  With your new lead, when you click on their name from your “New Lead” link on your myKW home  screen.  This takes you to the dashboard and shows the names of the new leads that have come in.  Before clicking on the lead, you will see some icons below the name.The House with the arrow indicates that the customer has set up a search for homes (listing alert).  If you hold your curser over the icons it will give you a description.  The Green dollar sign means that the customer needs to get mortgage approved.  In other words, send their information to a lender to get approved and/or send them a few lenders to contact.  The Picture of the cell phone indicates that the customer has given you their number, which means you NEED TO CALL them!!  Last and certainly not one you want is the envelope with the red X which indicates the email address is invalid (not working).

Choose a new lead by clicking on their name.  This will open up the contact details and show you their average price, number of houses they have viewed and saved along with a few other things.  By scrolling down tot he bottom and looking at the emails the system has sent the customer on your behalf.  This also shows the welcome email with the customer’s password.  If you do not have pro, this is a way to log into your own website as the customer and see the listings that they have viewed and saved.

If you call them or send an email that is from your person email address, you can add a comment about your conversation or note you sent them.  This is a great way to keep track of your communication with your customers.

Now it’s time to try it… Sign into your myKW and start working your leads!!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Keller Williams Agent eEdge Tips

As a Keller Williams broker and trainer I have found a need for some quick tips and tricks to help associates run their business more efficiently and smoother. I have been a Keller Williams agent since 1998 and a broker since 2004 and I believe this gives me a unique view of the real estate side of our tools. It’s not just about having the technology, you need to know how to use it!

Agents let technology be a crutch sometimes and use it as an excuse to play victim and not do what they need to do to grow their real estate business. I’m not here to distract you, but to empower you with small tips and tricks that you can use on an daily basis to make more sales happen and get more listings!

Let’s start with the absolute basics: Take baby steps. If you are not very experienced in technology, don’t try to become a “techy” over night! This is a marathon, not a sprint. Take for example, I have an agent that I have been coaching for almost a year. When he first came to me, he barely knew how to turn on his computer and certainly not have an iPad, iPhone or feel knowledgable in technology. By the way, this has nothing to do with age if you were thinking that. After small weekly sessions, he is now very technology confident and even helping others!

Focus on learning 1 piece at a time. You don’t lose 50 pounds over night (without surgical help) and so don’t sit at a computer for 10 hours strait and expect to know it all. Because I’m a Keller Williams agent, this blog is going to be focused mostly toward Keller Williams tools. If you start reading and discover that you want more information about Keller Williams, I would be happy to share. You can also find me on the web at www.SearchTulsaHouses.com, carolynt@kw.com or by phone or text at 918-951-9020. If you have ideas or subjects that you would like me to write about, please let me know!