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Tech Tuesdays  - March 03

VIEW RECORDING - 57 mins (No highlights)

Meeting Purpose

Review the "New Deal Form" process to ensure smooth deal handoffs.

Key Takeaways

• Mandatory Handoff: The "New Deal Form" is the mandatory handoff from Acquisitions (Acq) to Transaction Coordination (TC). It triggers all post-contract automations, including creating the TC's deal card.
• Detailed Data is Critical: Acq must provide complete property and seller details in the form. This eliminates follow-ups and allows Acq to focus on new deals while enabling TC and Dispositions (Dispo) to work efficiently.
• System Bug Identified: A bug prevents the Acquisitions Contract Date from auto-populating. This hides deals from Acq performance dashboards. Connor will fix it; users must manually add the date as a workaround.
• New Feature Approved: A new "soft follow-up" feature will be built to replace informal appointments. This will streamline lead management for high-volume users like AP.

Topics

The "New Deal Form" Handoff

• Problem: Acq performance dashboards were empty despite high contract volume (e.g., Anthony's team had 5 deals in Feb). This was caused by a system bug and inconsistent form usage.
• Solution: The "New Deal Form" is the single source of truth for deal handoffs.
  • Trigger: Setting a contact's status to "Under Contract" sends a text/email with a link to the form.
  • Function: Filling out the form creates the TC's deal card and triggers all subsequent automations.
  • Workaround: If the link fails, users can access the form via the "internal site" link in the left-hand menu.

Required Form Details for Efficiency

• The form requires detailed information to prevent follow-ups and ensure smooth operations.
• Property Info:
  • Purchase Price, ARV, Projected Revenue
  • Inspection Period & Close Dates (use a business day calculator for accuracy)
  • Detailed condition notes (HVAC, roof, electrical, finishes)
• Acquisitions Notes:
  • Seller personality, communication style, and known triggers.
  • This sets the TC up for success and prevents Acq from being pulled back into the deal.
• Comps & Underwriting:
  • Include all comps and underwriting calculations.
  • Rationale: This justifies the purchase price and allows Dispo to quickly validate the deal post-inspection.

System Enhancements

• "Soft Follow-up" Feature:
  • Problem: Using formal appointments for quick, informal follow-ups clutters calendars and slows down high-volume users.
  • Solution: A new "When to follow-up" field will be built.
    • User-Assigned: The lead remains with the Acq agent → appears on their personal task list.
    • "Cloud" User: The lead is assigned to the "cloud" user → enters a general follow-up queue for the lead manager.
  • Testing: AP will be the first tester.
• Future "Offer Made" Form:
  • A future form will capture offer details (MAO, offer price).
  • Rationale: This will enable automations to aggressively pursue leads where the MAO is higher than the seller's asking price.

Next Steps

• Connor:
  • Fix the Acquisitions Contract Date auto-population bug.
  • Build and test the "soft follow-up" feature with AP.
  • Add seller name to the "New Deal Form" text notification.
• AP:
  • Retroactively fill out "New Deal Forms" for all recent contracts to update performance dashboards.
• All Acq:
  • Fill out the "New Deal Form" immediately after getting a property under contract.
  • Use live transfers to the TC whenever possible to schedule photos directly with the seller.

Action Items

• Update Under Contract text to include seller name; set reminder loop to ~3h - WATCH (5 secs)
• Build/test soft follow-up filter for AP; then push to all - WATCH (5 secs)
• Coordinate w/ Ariel: get 30-day contracts; send dates; ensure Closer/Acquisitions Contract Date set - WATCH (5 secs)
• Replace Closer 3 w/ Bryan Jean-Pierre in system - WATCH (5 secs)
• Fix automation bug: auto-populate Acquisitions Contract Date - WATCH (5 secs)
• Send calendar invite for Mar 4 8–9 am ET follow-up w/ Anthony & Tyler - WATCH (5 secs)