Monthly Archives: November 2010

Any busy office that’s tried to make better use of time uses document templates for various processes and client communication. And you’re probably the same.

A challenge that can arise is when multiple staff are using the same set of documents and changes need to be made. There can be a tendency to forget to use the new document, or it’s forgotten where the new one’s are stored – the list goes on… we’ve seen it all! So we ask you – do you have document version control effectively implemented in your workplace? Is it a guaranteed process or simply handled by an email broadcast to all staff?

We found an opportunity to address this issue while adding the extra convenience of embedding it within the iDashboard real estate and contacts management software. Dubbed the Document Library, it’s a unified location for your office to store important, day to day document templates that can be updated and managed accordingly.

It’s so much more than just that though… having an integral document library in iDashboard means you can place relevant documents to use within a Contact or within a Property. When you select the document from either location – the dates, contact, agent and/or property information is automatically inserted into the document – ready for you to print out or email… without typing a thing! We include an editor so you can tailor a document exactly to your needs, but we keep the tedious data entry to a minimum.

Here’s a quick run down of the features and benefits:

• Upload and edit office documents
• Create prospecting letters, post sale letters, appraisal follow up letters and more.
• Select documents from within a Contact
• Select documents from within a Property
• Automatically fill the document with contacts agent details, property listing details and more.
• Standardise on documents in the workplace.
• Save time on labourious document editing.
• Reduce errors or use of incorrect documents

The Document Library is yet another service that you can subscribe to available within iDashboard – please give us a call on (03) 9328 5455 if you’d like us to show you a demo!

Every office needs good processes. How do you manage yours?

Action Plans, sometimes known as trails, are effectively automated to-do lists that are triggered by events in your office. Action plans help you stay on top of day-to-day tasks and maintain a unified work effort amongst your team – ensuring no tasks or to-dos are forgotten along the way.

Integrated as a service in iDashboard, Action Plans can be setup every time a new listing or prospect comes into the picture and provide an automated check lis complete with reminders. You can set up Action Plans for every single step of the real estate sales cycle – set up unlimited, customised action plans for customers or properties, customise trigger what triggers them and more. In iDashboard, your action plans are completely customisable to suit your personal needs.

Why do I need Action Plans?

• Impress clients, be proactive
• Boost productivity & profit
• Make work easier & enjoyable
• Create Unlimited plans / to-dos for any scenario
• Make plans for customers
• Make plans for listings
• Customisable triggers
• Plans can include unlimited steps for any conceivable process in your workplace

So I already use iDashboard, how do I set up Action Plans?

First of all, you’ll need to check with your Agency principal that your office is subscribed to this service. If so, you can create a new Action Plan by going to Admin > Action Plans.

Then enter the name and description of the plan that you are creating, and select whether this applies to Property or to Contact, and how the plan should be started. Once you have entered these details, click on the Add button.

You can then add the Activities, or tasks, that relate to the plan that you are creating. You can select the type of task (eg call, mail, meeting), give it a descriptive name, and select who should carry out the task, and when it needs to be done. A new task is added by pressing the plus icon , and a task can be deleted by pressing the minus icon . Once you have all of your tasks added and assigned click on the Update button.

Working with Action Plans

An action plan is started from the Action Plan tab in a property or contact record in iDashboard.

To start a new action plan, all you need to do is click on the start link to the right of the plan.

Once you have started the plan the tasks will be moved into the Upcoming tab, and you will be able to see the due date for each of the tasks. Once a task has been completed simply tick the checkbox and the task will be moved into the Completed tab.

Your tasks are also displayed in the ‘My Tasks’ section of your today tab, and are separated into Overdue, Upcoming and Completed tabs. Tasks can be completed through the ‘My Tasks’ section by ticking the checkbox to the right of the task.

You can also see your tasks by going into your calendar in the today tab, and checking your tasks in the ‘All Day’ section at the top of the day’s tasks and clicking on the link for tasks due today, or tasks completed today.

Do you like the sound of the real estate software iProperty makes? You can read more about what we do at our products website. Or if you’d like a demonstration of our property management software, iDashboard, and how you can use Action Plans – call iProperty today on (03) 9328 5455.