Multilink's Smart Office
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Multilink's Smart Office |
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ENGAGING WITH AGENCY STAFF Support Staff |
| * Remember you can change any of the procedures below and replace them with your own Recurring Office Tasks that reoccur on a Daily, Weekly and Monthly and Yearly basis. Multilink's 'Smart Office' will then automatically do those tasks for you. |
| Suggested procedures for managing Recurring Tasks and how Multilink's 'Smart Office' automates them |
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General 'Recurring Tasks |
| What is the Task | When is it done? | Who does it? | Where in Multilink's 'Smart Office' is this task found? | Type of Activity - who co-ordinates? | How is it done? (Video) |
| Send Enquiries to Sales People | Daily | PA | Admin | R0001 | |
| Record 'Internal Sales' made on the previous day | Daily | PA | Admin | R001 | |
| Set-up 'After Exchange Tasks' for those sales made on the previous day | Daily | PA | Scheduler | Admin | R002 |
| Print out 'Process Control' sheets for all sales made on the previous day | Daily | PA | Scheduler | Admin | R003 |
| Remove New Purchasers' records from the Buyer's Register | Daily | PA | Scheduler | Admin | |
| Add 'New Listings' from previous day | Daily | PA | Admin | R004 | |
| Set-up 'Pre Sale Tasks' for those New Listings | Daily | PA | Scheduler | Admin | R005 |
| Update Proplink from the 'Sales Activity Notebook' | Daily | PA | Admin | see MLS Stationery Cabinet | |
| Update Advertising Notice-boards for Local Papers and Company | Daily | PA | Master Templates | Promotional | see MLS Stationery Cabinet |
| When results of the Buyer Qualifying Process are received from the VPA, upgrade Contacts List from 'Unqualified Buyer' to 'Buyer' and if required also tag them as 'Potential Sellers', 'Potential Mortgages', and 'Potential Referrals'. | Daily | PA | Promotional | R035 | |
| Match all these New Buyers with properties currently available for sale and inform them of those matching properties via SMS Text Message and/or e-BROCHURE | Daily | PA | Promotional | R006 | |
| Refer 'Potential Mortgages' to company Bankers by email | Daily | PA | Promotional | R036 | |
| Refer 'Potential Sellers' who are out of area (PVOOA) to Strategic Alliances. | Daily | PA | Research | Promotional | R007 |
| Send out 'Welcome email' to all newly registered Buyers. | Daily | PA | Promotional | R008 | |
| Send out 'Congratulations email' to any Buyer who just purchased from an External Agent. To view a sample 'Congratulations' email click here | Daily | PA | Promotional | R009 | |
| Print out 'Call Sheets' and give them to the appropriate sales people to follow up | Daily | PA | Promotional | R010 | |
| Insert 'Leads (Not Qualified)' received in the previous 24 Hours and assign them to a sales person. | Daily | Sales Person | B001 | ||
| Upgrade 'Lead (Not Qualified)' to Buyer - after they have been qualified | Daily | Sales Person | B003 | ||
| Create ‘Unqualified’ contacts list and send to VPA | Daily | PA | Promotional | B002 | |
| VPA qualifies all 'Unqualified' Buyers and returns list to PA. | Daily | VPA | Excel | Promotional | R035a |
| Go into 'Today's Tasks' and activate all of the 'Pre-Sale' - 'After-Exchange' - 'After-Settlement' tasks that are scheduled to be done today. Whilst you are in 'Today's Tasks' also activate all of the 'Recurring Tasks' that fall on this day. On completion of each 'Daily Task' either mark it as 'Done' or if the task re-occurs again tomorrow, next week, next month etc. then re-schedule it so that it re-occurs on the appropriate day or date. | Daily | PA | Welcome Page | Admin | R011 |
| Input 'Auction Results' from the weekend into Sales History. | Monday | PA | Promotional | R012 | |
| Update all Advertising Schedules with the Actual Sizes and Costs of advertisements from the weekend | Monday | PA | Advertising Manager | Admin | R013 |
| Approve payments for invoices received in the previous week. If you have received invoices for either 'Media' or 'Other' advertising expenditures and you agree with those invoices then change the status of these expenditures in Advertising Manager from 'Unapproved' to 'Approved'. | Monday | PA | Advertising Manager | Admin | R014 |
| Issue any Advertising Invoices to vendors if required. | Monday | PA | Advertising Manager | Admin | R015 |
| Send 'Passed-in' letters if required. | Monday | PA | Promotional | ps010 | |
| Prepare the next week's advertising & allocate costs. | Tuesday | PA | Advertising Manager | Admin | R019 |
| Chair Managers Meeting and present all of the various activities for the previous week such as Advertising Expenditures (Advertising Manager), KPIs (Research), New Listing Report (Research), Internal Sold Properties Report (Research), Process Control Sheets (Scheduler) , External Sold Properties Catalogue, Weekly Activity Reports (Proplink), Call Sheets, Banker's Report, Referral Report (Research), OFI Schedule for Next Week, Property Run (Research). | Tuesday | PA | As highlighted in the red text opposite | Admin |
R017
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| Prepare weekly 'Property Activity Reports' for All vendors, have each one of them signed off by Sales Manager and send them to Current Sellers either via email or surface mail. | Tuesday | PA | Promotional | ps011 | |
| Print out this week's Auction Invitations and give to sales persons to distribute | Tuesday | PA | Promotional | ps008 | |
| Send 'Local Paper' advertising for next week's local paper. | Tuesday | PA | Admin | R040 | |
| Cut and Paste today's Advertisements | Wednesday | PA | Stationery Cabinet | see MLS Stationery Cabinet | |
| Sales Meeting - print Stock Sheet for each sales person, Report on Advertising Budgets Vs Actual Expenditures (Advertising Manager), KPIs (Research), Property Activity Reports, New Listings (Research), Call Sheets, Banker's Report, External Agent Sales, Referral Reports (Research), OFI Schedule, Property Run (Research). | Wednesday | PA | As highlighted in Red text | Admin | R021 |
| Input this weekend's External Auctions from the Internet. | Thursday | PA | Promotional | Phone Multilink about this procedure | |
| Print ‘Property Run’ | Thursday | PA | Research | Promotional | R022 |
| Prepare next week's Local Paper Advertisements from Master Sheets | Thursday | PA | Advertising Manager | Admin | R023 |
| Cut and Paste this week's local paper advertising then Insert this week's 'Actual' Local Paper expenditures per property. | Thursday | PA | Advertising Manager | Admin | R024 |
| In the Trust Account - Draw 'Commissions' and 'Advertising Reimbursements' for 'Settled Properties' in the last week | Thursday | PA | Money | Admin | R025 |
| Print an OFI Report for the weekend and notify vendors | Thursday | PA | Promotional | R026 | |
| Update and Personalise this week's 'Property Report' and distribute it to all Buyers in the database | Thursday | PA | Promotional | R041 | |
| Download all Auctions scheduled for the weekend in your Trading Areas. | Thursday | PA | Promotional | - | |
| Distribute "Best Wishes" letters for Internal Auctions | Friday | Listing Manager | ps009 | ||
| Check that all ads appeared as ordered, cut and paste them. | Saturday | PA | Stationery Cabinet | Admin |
see MLS Stationery Cabinet |
| Update the intro editorial for 'Home-link Newsletter' and Bulk eMail or Print to everyone in your database (Potential Listings, Past Sellers, Past Purchasers and all 'Contact Categories' | Monthly | PA | Promotional | R041b | |
| Email 'Buyers' to verify if they are still in the market or have changed their buying criteria. | Monthly | PA |
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Promotional | R030 |
| Email 'Hot Property Catalogue' to Accountants | Monthly | PA | Promotional | R031 | |
| Pay all of the 'Approved' invoices | Monthly | PA | Advertising Manager | Admin | R032 |
| Balance the Sales Trust Account | Monthly | PA | Money | Admin | R038 |
| Download Sales Info from Valuer General | Monthly | PA | CMA | Promotional | HOME |