Empower Your Accounting with Deal Flow Management Software for Accounting

How to create outlook signature

[Music] we've become quite convinced that storing all of your relationship data in one bucket so to speak can end up leading to a dilution of value in a pollution of your your records and so this notion of enquiries was spawned allowing us to go in and create new relationships that might not be mature enough to be warranted into the account and contact roster of your database and so here's an example of let's just go through a use case where we've been approached by someone at you know a networking event that perhaps we've we've struck up a conversation and have come to find out that they are involved in lease decisions for their company don't know them really more than just the first initial conversation and we want to actually jot down that relationship as a lead in our database not as a you know a full account contact record and so in this case we're going to go in and type in masterson consulting lease inquiry or lease profile and so and a Masterson consulting is the name of the company and Hannah Masterson is the contact and we're going to jot down just enough information to be able to touch base with Hannah down the road should we desire to do so and so I'm going to go ahead and put the contact phone number and email and at this point in that conversation with Hannah we were able to that they have you know a lease that somewhere around 21 to 25 thousand square feet not exact but had a sense of it and we wanted to put that into the preference area so that we could leverage that down the road and through some skillful question-and-answer we were able to assess that there is a move-in date or an expiration really for their current lease of around you know the middle of next year and we know that by virtue of their address and where she's located that she's in a Class A office space and at that juncture we hit the Save button and we've completed the profiling of this really early on relationship with Hannah Masterson so let's imagine and that as we continue to have conversations with Hannah it becomes clear to both parties that this relationship is going somewhere and that we want to actually continue to forge a deeper relationship and so no longer is it appropriate for this relationship to be considered a lead or an inquiry but rather a full-blown relationship where I want to track both the account and contact details for Hannah and others that are in her organization so with the quick the convert inquiry facility that was clicked on I just check a series of boxes and at that point I'm able to create three new records in the database and I can access those by going to the connections facility I've got the account the contact and I'm preserving all of those details around Hannah's lease and bringing those forward for future preservation and so here we see Hannah Masterson consulting we've got the contact here Hannah Masterson we also have the preference right here showing the lease and when it's expiring in the square footage currently so as we continue to go on and build out the relationship perhaps we have a few meetings meeting to discuss lease preferences and we do that somewhere down the road and over time we build up this correspondence perhaps jotting down a couple of tasks send over Docs just to build out this relationship tree and we'll say that's completed save and now you can see over time this activity timeline gets populated with various pieces of Correspondence a breadcrumb trail if you will of the relationship at this point we've reached a stage where you know we've gotten quite serious about details around a future release it's clear that Hannah does want to move from where she is and looking at potentially expanding slightly the square footage that they occupy and as such we want to go ahead and start tracking this relationship in a more regimented way and so we go over to the deals area and we can click on this new deal button at which point we're presented with a variety of different types of deals of which we're going to select tenant representation and that we are representing them in their their new lease endeavors so I click on the next button and at this point I'm going to type in a deal name so this is the HMC lease deal and it's still early enough to where I'm going to designate this as a sale stage of project initiation we don't yet have a property identified and as such we don't really have a listing broker or an owner landlord to find but we certainly know that Hannah and her company are the tenant and she is the primary contact in this transaction and down the road as we we get more of the relationship built out we can start jotting down things like the listing broker and the owner landlord at this point we're going to go ahead and define gross deal value and this is all very projecting oriented but based on the square footage that she shared in the rates in that purty geography we deduced that the gross deal value is around two million and we put a gut feel probability of 20% with an estimated closed date that is really close to the date that was jotted down in the preference conversations we had earlier so I'm gonna strive for brevity here in my initial deal I now we've created this deal where we can track this monetary aspect of the relationship and a much more disciplined way and imagining that we've been using syndics re for some time there are a number of deals that we may have created in the system and so we want to go and take a look at our deal flow and by clicking on the open deals view I'm able to view all of those deals regardless of Beal type here at the top you'll see a series of tabs of which we have the tenant representation tab highlighted and if we recall when I first created the Hana masterson consulting lease deal it was in the project initiation stage and you can see that sure enough it's sitting there in this bucket if you will but in conversations with Hana we've kind of advanced the proceedings here and we're no longer in the project initiation phase as a matter of fact we've advanced this to where we've got a nice little short list of properties that we want to take a look at and so I'm going to drag and drop that deal from the project initiation to the shortlist and you may have noticed that the dollars that were associated with that deal have now been migrated over to the shortlist bucket so what we want to do is drill down into that particular deal and we can see a variety of deal points here of which we have a tenant and and the the contact but to reflect where we are in this deal we want to select the prospective properties that we are going to be touring and so I click on the new button and I'm able to go in and select the Preston Park Financial Center property that started this whole process and I'm going to add also a new property here tower to the mix as well now you'll notice that when I've gone in and added new prospective properties those two first properties existed in the database already but there is the ability if you should have a new property that's not yet in the database to add that here without you know losing your process flow so we've added the two properties and again fast-forwarding through this let's imagine that afterwards we've determined that the Preston Park Financial Centre property is the most appropriate fit and so we select that at the Deal level here defining you know the type of property and if in fact there was a single availability we could jot that down scrolling down further we've got the listing broker in this case we'll just select a listing brokerage and the owner of the property is Griff and partners and we've got a bet down so that we can mine the database down the road at that point we hit the Save button and now we've got a really well built out deal that's reflective of where we are in the stage a historical reference of which properties were considered in this deal and certainly the one that we're actually working with right now and the listing broker this concludes the demonstration for today's session here I want to just remind you that you can go to WWE and XCOM for more information of course the products that you've seen here are listed out on the app exchange as well you can reach out to me personally at W snow at ascend XCOM or sales at a syndics calm and and get more information that way and set up a personal demonstration so I appreciate your time and I look forward to meeting you in the future Thanks it