Today, we\u2019re used to scanning contracts \u2014 an easy task if your machine can handle multiple pages; a tedious chore if yours requires laying each individual sheet of paper atop the glass \u2014 then firing off a PDF via email. The recipient receives the pages in their full, easy-to-read glory, and you both have a timestamped record of when the PDF was sent.<\/p>\n
Except, when you start sending multi-page contracts back and forth to add an addendum here, strikethrough and initial changes there, it\u2019s a lot to keep up with. The benefits of going digital are quickly subdued by the need to print, sign, scan, and email each time there\u2019s a change. Email chains can get messy and it becomes difficult to tell which attachment is the most recent, let alone determine which message contains the particular document you\u2019re looking for two weeks later. If it\u2019s frustrating for you, just think about how your client feels.<\/p>\n
Fortunately, there\u2019s a better way, which is why we\u2019re going to discuss how to manage your digital file trail and, in turn, make your life \u2014 and those of your clients and colleagues \u2014 much easier.<\/p>\n
But first, a caveat.<\/p>\n Considering that much of our daily lives can now be managed from the palms of our hands, it\u2019s no surprise that real estate is going in the same direction. Buyers of all age brackets are finding homes online<\/a>, and while great photos have always been a listing mainstay, virtual tours<\/a> continue to gain popularity, too.<\/p>\n We\u2019re doing more online than ever before, but there\u2019s no changing the fact that a house is a real, tangible thing that most people need to see, touch, and familiarize themselves with before they buy, which could explain why some folks still prefer putting pen to paper.<\/p>\n That, and the inevitable learning curve of new technology.<\/p>\n \u201cI just had a closing with buyer clients,\u201d shares Mary Stewart<\/a>, a top agent in Sugar Land, Texas. \u201cThe sellers were an elderly couple in their eighties and their agent was complaining that every time we needed an initial on a change to the contract, he had to go to the retirement home they lived in because they just could not master zipLogix<\/a> or DocuSign<\/a>.\u201d<\/p>\n Stewart has been selling real estate for 40 years, so she understands the importance of remaining flexible for her clients. Some folks are willing to try the digital document route, but if a program isn\u2019t intuitive, they can get lost among the clicks to confirm.<\/p>\n \u201cSometimes you just have to get in the car and go to their house and have them sign in person,\u201d says Stewart.<\/p>\n In Seaford, Delaware, top agent Dustin Parker<\/a> reports that most people are happy to sign virtually, but 10% to 15% of his clients still prefer a conventional paper trail.<\/p>\n \u201cParticularly with older clients, they want to come to the office or for us to come to their house and sit down and really review things in person,\u201d says Parker.<\/p>\n So, with the understanding that some clients are simply never going to be impressed with your digital solutions, let\u2019s dig into PDF alternatives and learn how to better navigate the digital file trail for everyone else.<\/p>\n Think about everything that you potentially (or perhaps regularly) attach to emails to clients and other agents. Your list probably looks something like this:<\/p>\n In cases where a signature isn\u2019t required and no modifications will be made, such as when sending a property brochure or a floor plan, just a PDF or JPG may be fine, but this still leaves a trail of disorganized files.<\/p>\n Many real estate documents contain sensitive information. Contact details, negotiation terms, contingencies, purchase and allowance pricing \u2014 particulars that aren\u2019t necessarily meant for public viewing. Some clients and agents may be nervous to send confidential material via basic email, which can contribute to more of those pesky meet-ups to exchange paperwork face-to-face.<\/p>\n Gmail now has security features<\/a> that allow the sending and opening of confidential emails, and services like DocuSign and HelloSign<\/a> have integrated security measures that allow for safe, legal signing of documents. These platforms continue to be great options for secure transmission and signature collection, but they still don\u2019t solve the problem of a digital file trail.<\/p>\n Disclosures.io<\/a>, a real estate agent\u2019s virtual toolkit and a trusted HomeLight company, aims to bridge the gaps between document access, security, and convenience. Serving as a one-stop solution for clients and fellow agents to view listing information and supplemental documents, Disclosures.io displays your listing\u2019s important materials in a professional, easy-to-read format.<\/p>\n No more searching through email attachments, no fussing with printing and scanning, and no feeling nervous about sending private PDFs across the ether. Say goodbye to the digital file trail.<\/p>\n With Disclosures.io, agents can:<\/p>\n Disclosures.io is versatile and highly secure \u2014 there\u2019s no syndication across real estate listing platforms, which means that the sensitive material and exclusive documents you prepare are only made available to the individuals whom you specify.<\/p>\n In short, Disclosures.io<\/a> helps you deliver a consistent experience, which not only serves to streamline your process and help you manage the digital file trail, but also helps to grow your business.<\/p>\n The COVID-19 pandemic<\/a> has already pushed the real estate industry in new directions, and the developments aren\u2019t likely to stop as we bid a hearty farewell to 2020. Agents must continue to adapt<\/a>, and that includes finding new ways to manage paperwork \u2014 even as the term itself starts to sound outdated.<\/p>\n If you, like so many others this time of year, are reflecting on the past 12 months and starting to set goals for the upcoming new year, ask yourself if file management is one of your, shall we say \u2026 areas of opportunity for improvement?<\/p>\n Here\u2019s a quick yes-or-no checklist:<\/p>\n If you\u2019ve answered \u201cyes\u201d to most of these questions, it may be time to gently ease yourself into a more practical application. Using a service that can act as your one-stop shop \u2014 like Disclosures.io<\/a> \u2014 can skyrocket your efficiency, impress your clients, and boost your business.<\/p>\n![\"A](\"https:\/\/www.homelight.com\/blog\/wp-content\/uploads\/2020\/12\/real-estate-digital-paper-trail-666x381.png\")
<\/a>A digital dilemma: Some clients will always prefer paper<\/h2>\n
What are we sending in this digital file trail?<\/h2>\n
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![\"A](\"https:\/\/www.homelight.com\/blog\/wp-content\/uploads\/2020\/12\/real-estate-digital-paper-trail-lock-666x381.png\")
<\/a>Don\u2019t underestimate the importance of security<\/h2>\n
Here\u2019s where and how the digital file trail ends<\/h2>\n
![\"\"](\"https:\/\/www.homelight.com\/blog\/wp-content\/uploads\/2020\/12\/disclosures-pdf-management-666x500.png\")
<\/a><\/p>\n\n
![\"An](\"https:\/\/www.homelight.com\/blog\/wp-content\/uploads\/2020\/12\/real-estate-digital-paper-trail-paper-666x381.png\")
<\/a>It\u2019s time to solve the PDF problem<\/h2>\n
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