Ensure Compliance with Digital Signature Lawfulness for Business Transaction Management in Australia

How to eSign a document: digital signature lawfulness for Business Transaction Management in Australia

welcome back to transaction care i am your host lillian hernandez and this is the number one real estate show on the market are you subscribed are you a part of this wonderful amazing community if not hit that subscribe button join my newsletter let's do this let's connect together let's go so this is one of my most requested videos um what programs do i use as a real estate transaction coordinator so let's just get straight into it i'm not going to waste any more time so let's go so as soon as i start a transaction obviously i'm going to be using my email so yes i'm going to be breaking it down that simple so i use gmail i think gmail is the best email platform out there i know some people still use yahoo aol outlook that's fine but to me google has really refined their website and just created a space that is just connected to the entire internet so point blank period i use gmail as my email hosting and once i get a signed contract whether it's a listing agreement or a ratified purchase agreement then i move into my next steps which is saving documents into my cloud system so i use onedrive which is via microsoft i it was free with my laptop when i bought it so i just stuck with that there was no rhyme or reason behind it it just it was a part of um a deal i got when i purchased my laptop a while ago so i just stuck with it um any cloud system is going to be fine you know it's preference so i could have used google drive i could have used um dropbox it's all preference so there are other options out there i prefer one drive and i haven't had a problem with it other than space i just after four years i just purchased more space so i think i paid i paid for the annual fee i didn't go monthly so look into that consider that depending on how you operate as a transaction coordinator um a cloud service is going to be in your favor because you can save all of your personal documents in there as well videos pictures whatever the case may be along with your work so gmail cloud system and then i upload everything into whatever platform that brokerage uses so all of my clients are different depending on which brokerage they work for some have their own platforms where they manage their files how's their files meaning for compliance others don't so that's where your cloud system comes into play where you you're having to manage the file yourself and house everything um and then at the very end you send them a copy of the complete file or you use a program like sky slope so i've been using sky slope for over well over a decade i used to use it at my previous employers and now as an independent tc i still use it i personally do not have my own account because it for me it just doesn't make sense for the volume of work i currently have and when a brokerage that i'm working with has an account already i simply just ask the realtor for their login information or to somehow make me an admin uh but for the most part i just use their login and save it into a protected spreadsheet so i can access their login information later the other option like i said is to house the file in your own safe keeping and providing copies as you go or at the end to the brokerage for compliance and payment so we have gmail we have onedrive we have skyslope and what do i use to audit my files this is the big key right here so there are several other platforms i can't name them all because honestly in the 15 plus years almost two decades of being a transaction coordinator this was the first time i ever used a transaction coordinator auditing platform which whatever you want to call it i just started using it this past year 2022 mind you i started doing transaction coordination in 20 2004. these programs may not have existed i don't know but um with a lot of work uh with you know through a lot of struggle and a lot of um time management issues on my part and and a lot of meetings with my coach that's another video i will do the importance of having a coach in your business but through all of that um we had conversations about using certain programs such as tc docs and it was a little rough in the beginning because i i was doing things wrong that was my own fault for not watching every single video they had to offer but once i got the hang of it oh my god tcdoc has been a world of a difference this is a program i'm using today in 2022 things may change i may switch i don't know but for now i highly recommend you using some sort of platform like this in order to keep track of your files because i was how i was doing it before was all manually basically the way tc docs is set up is i had all of that in a word document and when you're using word it could be very tedious and very repetitive and you find yourself doing the same things over and over again just to set up a file versus now that i'm using tc docs everything's already set up i'm just plugging in the new terms i'm not having to redo any of my templates or readjust any of my terms on the on the paper or delete or remove like i have full control within tc docs and their templates that they've built um to coincide with my templates is amazing they also have phases they have it's it's wonderful and my favorite part of it is the agenda so it breaks down it's separate unfortunately it doesn't combine it yet i asked but basically you set up your file and you set up your templates to be assigned certain dates so when you get a new transaction say um you want to audit your file every 7 14 and 21 days so once i select that template for let's say a sale i set up one two three main in the system and i basically add that template into my file of course you can adjust the dates as needed but say it's a 30-day regular sale clean nothing too fancy or nothing too outrageous you basically just take that agenda and check off whatever you've completed on day one you know acceptance date money deposit whatever the case may be it just creates this checklist for you and then all the tasks that you don't get to goes into your agenda so you have this long standing this long form agenda where it breaks it down with do today um i think it's upcoming or um arriving forgive me i don't have it in front of me but it breaks it down to like a look ahead to where if you're ahead of schedule and you want to get things done and when things are due it it combines all of your tasks into one so you know exactly what to look for immediately the next day or ahead of schedule um and that has been my favorite part because a lot oftentimes well previously i was relying so much on this as well as trying to make my google calendars work in that favor um and it just wasn't working i was creating more of a mess for myself and now having one cohesive platform um to house all that to help manage my time has been a world of a difference and such a time saver to be honest and i probably would have quit real estate if i had not started using a platform like tc docs and um that's the only platform i'm familiar with comment below what you use to manage your files because everyone's different i know there are new programs developing as we speak so i'm more than willing to try new options and whatnot but for the most part today i'm using tc docs highly recommended they have a great youtube channel where they break down how to use certain features and then of course once you join their program there's a lot more videos and and instructions and directions on the website to help you through that and their customer service is amazing you do speak with the owners so they help you directly and answer any they're very transparent and answer any questions you may have in the moment so do your research and choose what works for you um obviously you can do free trials for any of these platforms and see what works best for your work style your personality your tech savviness and go from there and let me know in the comments if you have any questions about these specific programs i'm more than willing to answer them or at least direct you in the towards the answer if i don't have it in that moment because i know it could be very overwhelming when you're just starting out or even when you're in it like myself and you introduce these new programs into your system and you just kind of have to pause to make sure that they work great that they work efficiently and that you're not creating more of a mess for yourself so with all of that said i just said take your time you know sacrifice a weekend so you're not as distracted or or um being pulled away answering emails like sacrifice a couple hours maybe a whole day or two to get all this in order especially if you're brand new into this game because this is the foundation that you're going to need in order to be successful you're not going to want to have to think about this part of the job you just want to be in it and do it and just keep going so you can you know increase your business expand or you know spend time with family and these are just a few programs that i use i'm trying to think of anything else that i use that keeps me efficient but for the most part those are what i use to stay organized there's also home wise disclosures io i use disclosures io to house the listing packet so here in the bay area we do everything up front we don't wait until there's a buyer we do everything before so pre-sale meaning before it goes into contract you have all of the information that the sellers provided whether it's disclosures reports inspections hoa documents things like that historical documents it's all provided to you up front and i use disclosures io well it's formerly known as disclosures io and i think now it's called homelite.com so that's another program that i use as well and like i mentioned which connects to pretty much everything i have my own and agents have also given me given me their logins as well or found some way to make me an admin on the back end to access their accounts as well and glide i i sometimes use glide i don't always use it but for the most part it's a seamless way of sending the most important property specific disclosures to your clients i believe you can also send other disclosures as well you just have to i think create templates or somehow upload them and then manually tag them i'm not quite sure [Music] i either use zip forms or whatever platform the brokerage has provided for me to use so i don't use glide exclusively for disclosures if you find glide to be useful in that way let me know maybe i'll consider switching over but for the most part i um only use it as requested not all agents prefer that there are also ways to to use in your favor to create templates um like i said some brokerages have their own platforms where they have it all integrated into their system so i just use that exclusively or zip forms which is a program through car i'm not sure if that's nationwide but in california through the they have a platform where uh agents are also given access to zip forms which houses every california disclosure or whatever county or district you are a paid member and you have access to all of those disclosures and required documents there so those are the that's how i basically access the documents um in that aspect and i think that's it if i come across anything else i'll definitely do a part two i would love to just give as much information to all of you and share my process and how i do things i know i tried to keep it as short as possible so you guys so you all could just absorb what i'm doing but like i said this is what i am doing from my end as a transaction coordinator most tc's operate differently and do things you know maybe they have um they don't use and and i think there's another company dot loop i'm not sure i'm not i'm not um aware of every single real estate transaction company or manage file management service out there but do your research that's all i can really say use this as a guiding a guidance towards learning about these programs or maybe switching if you've been accustomed to one way and you're interested in going in in another direction um this is purely just educational for educational purposes only uh feel free to comment below what you are using and all the programs you are using because i want to use my platform to help others and not so much keep all of this information we're all going to find out one way or another why not just find out all in one place from one person or a group of people within the same community let's help each other out and let's grow together let's connect and like i said comment below what you're using and we can build together and run amazing businesses because why not because why not so i'm rambling i will end it here if you want a part two i can do that and get into maybe more specifics of the nuances in terms of programs i use to order hoa documents or to order certain reports inspections if that is asked of me um but let me know if you do want a part two i'm more than willing to do that and whatever topics you do want me to talk about let me know i would definitely work on all of that i have a lot of videos coming up so please hit that subscribe button or follow button depending on where you are watching or listening i truly truly appreciate it and if we have connected on social media hi i'm on facebook instagram tick tock i love tik tok um twitter not so much i'm on linkedin um but i'm active pretty much across all social media platforms you know whichever one is your whichever one is your favorite add me on there uh either lillian hernandez or transaction care you can find me just search it i'm there and say hi i would love to chat discuss maybe have you on the show and share the wealth so with all of that said thank you for tuning in your time is worth it let's connect see ya you