This YouTube video presents a conversational guide to creating simple systems and checklists in a business to improve workflow and reduce stress for team owners. The speaker describes committing to a single tool (even a spreadsheet), building timeline-based checklists that specify what the client, agent, and company must do, using triggers so one task starts the next, and including tracking/dashboard components so the owner gains visibility and reduced day-to-day stress.
So before everybody goes like all nuts, like, well, what kind of checklist or where do you put it or what do you do? Honestly, it doesn't even matter. I can tell you what I did. I used top producer forever, and people hated top producer and I didn't love it either, but I just went deep and committed to it. So commit to whatever you're using, whatever you're using, even if it's a spreadsheet, I promise you can make this work. So everything was written out in a checklist in timeline. So like, you know, prior to offer being accepted, offer accepted, and even included in that was what had to happen for the client, what had to happen for the agent, what had to happen for our team as a company. So I'll refer to our team as the company because I didn't own a brokerage or anything. So those three elements. So the checklist was broken down into timeline and who it was for and who it had to be completed by. So for instance, let's just say it was title insurance. Okay, so title insurance is like the big header. And then the agent has to be notified that title insurance was ordered. We have to check with the lender. Did you order it or do we need to. Then the admin makes sure we have a copy of it, sends it to the client, gets a client notification. Client, did you read it or not? Don't care if you do, but you know, we checked it over. Agent, did you check it over? Then boom. That then triggers the next. So I'm big on triggers. Like it's got to trigger the next thing and tagging whoever has to be, you know, a part of it. So each system that I create generally involves those same things. It's going to trigger something else. It involves a person that has like a deadline for that and it involves the actual task and then who else.
Needs to be involved in it and what did. So the journey from it sounds like 100 to 150, 150 to 220 to 300. What did that do for you personally as the team owner? Like having a backstage that systems driven. What does it do for the team owner?
It gives me complete, like a complete view into what's happening. So I know at all times without having to go, hey, is this closing working? Hey, agent, is this happening? Hey, how many things are we actually going to do? Like, there's always, with every system, there's some type of tracking component so we know if it's working or not, or a dashboard or whatever it might be. And that allowed me as a team owner, for that stress to go from 100 of all these balls in the air to now just. No, I'm just over here making sure everything's rolling from afar because everything. Everybody knows what their job is. They know when it has to be done. They know what the expectations are. Everybody's got a great communication flow because of a system.
