Celea McInerny's e-Portfolio
Systems
Project Description:
Working with systems is one of the main advantages Keller Williams has over its competitors. Systems are used to organize, simplify, coordinate, and track information that the office uses. It was my responsibility to modify old systems and create new systems to track agent data. Systems are in place to digitize information and make it easier for employees to send, receive, and complete tasks. The advantages of using these systems include: accessing information from any location, going paperless, and expediting processes.
Project Objectives:
-Create interactive versions of paperwork
-Create and manage retention campaigns
-Create campaigns for company events
-Manage systems that use video campaigns
-Utilize systems that display agent performance data
-Create systems that can assign tasks to
staff and monitor progress
Project Process:
The process to create systems can range from easy to difficult. Managing systems takes a lot of attention to detail. Creating new systems involves patience, innovation, and the ability to learn and teach the ways of these systems. Each system I used had different purposes for creating a more comprehensive and advanced design for work. Whether the work be communication, data analysis, or project management, these systems need constant modification and improvement to be beneficial. In a real estate agency, professionalism and following up is one of the main activities of the core management team. As part of the team leadership group, recruitment, retention, and follow up appointments are critical for our office to grow. I will discuss the following systems and their purpose below.
Dot Loop is a system I was tasked to create. I used this platform to digitize the on-boarding paperwork for new and transferring agents at the Burlington and Bellingham locations. In order to complete this project I converted the paperwork into PDF format, uploaded the files to the Dotloop system, and then created sign pads that will allow new agents to quickly complete the documents. I created four separate packets that will speed up the process of joining Keller Williams as well as make the process more enjoyable. Our goal is to recruit agents and use this system to quickly onboard new agents. My supervisor sees this system as a benefit to the agent because instead of hours of filling out paperwork, a new agent can efficiently complete the documents online in the office, as well as complete the paperwork on their own time-in one comprehensive and trackable system. In order to implement this system into the market center, I created a list of instructions for the staff to refer to that will optimize their learning experience. You can view a screen shot of this system in appendix 1.1.
Brivity is another system I manipulated in order to list and track the progress of onboarding and removing agents from our market center. Brivity is a proprietary system designed for agents to communicate with clients. My supervisor tasked me with developing this system to assist with new and exiting agents. With a lengthy list of tasks to be completed by multiple market center employees, we saw the need to create this online system to assign and track tasks. This system works simultaneously with Dotloop because it complements new agents. The Dotloop system organizes the onboarding paperwork and the Brivity system lays out the steps that need to be taken to input the agent into the market center. Some example tasks in Brivity include creating business cards, issue keys, and activating eEdge. I also created a set of instructions for the office to understand how to use this system. You can view a screenshot of this system in appendix 1.2.
Bullsai is the most widely used system at our office because we can create email campaigns, drip systems, and set appointments. The process to use Bullsai includes entering different contacts into the system. Our contacts include agents from multiple offices, classes, and campaigns. We are capable of selecting individuals or certain groups to send information to. Managing these contacts from the official roster is a task that must be completed often in order to hold the most up to date information. In order to make campaigns effective, we only send the campaigns to a few agents a day. This allows us to monitor the agents closely and avoid sending out information that could be perceived as unimportant.
Trendgraphix is the system we use to view statistical information on the real estate market, our agents, market center, and competition. Trendgraphix uses information from MLS's to inform agents and brokers of trends. By creating and running reports through this system we can gain information on agents we want to recruit, measure performance, and gain insight on expansion. I specifically used Trendgraphix to overlook top performing agents and schedule appointments for my supervisor. Because recruitment is a key activity for market center growth, I applied the data and coordinated phone calls in our Bullsai system. Trendgraphix also supplies us with valuable information on how we are outpacing the market. You can refer to Appendix 2.3 for documents that relate to my work on outpacing material. The information from Trendgraphix is accurate which allows it to be a professional source of information. In order to understand outpacing data, calculations need to be performed correctly to ensure validity. You can view my mathematical work in appendix 2.3.
Bomb Bomb is a new system in which I added and deleted agents. This system is a valuable and innovative tool in communication. Unlike email campaigns, this system is used to send video emails. With our new green screen room, using video platforms is an important form of communication that will capture our audience's attention. The process for this system was to narrow down the contacts to our two locations, Burlington and Bellingham. Having close attention to detail is an important skill for this system.
Project Outcomes:
Managing and creating these systems has created valuable benefits to our market center. Sending retention emails is important to maintain the attention of our agents. Using different platforms of communication has been proven to capture the attention of our audience. Digitizing paperwork for onboarding agents is a valued process for both our staff and new agents. The Dotloop and Brivity systems took extensive communication with staff in order to be effective. The feeling of accomplishment when creating these systems assured me of the reasoning to be tech-savvy and innovative. Going paperless has been a proven trend and by creating a system that will decrease the amount of time spent and increase the experience of the user is valuable for our market center. I have experienced the positive outcomes from the staff that are now using these systems. Staff members have commented on the ease and clarity of the systems in centralizing online documents.