Our Stories: Paperfull to Paperless. The story of how two agents went paperless and practical ways you can do it too.

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Andra Rich
8 years ago
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1 Our Stories: Paperfull to Paperless The story of how two agents went paperless and practical ways you can do it too.

2 Your Presenters Paula M. Zwiren, Esq - Zwiren Title Agency, Inc. - 2 nd generation title - Background is pure title based, with a law degree. Father sold title agency when in law school. Opened and ran a lender owned agency for 9 years in 3 states. Up to 300 closings a month. - Now own agency. - Grew up full of paper everywhere! - Paperless from day 1 with both other agencies. Stephanie Fullerton - Streamline Consulting, LLC - Worked in a title agency - Worked for a software company - Opened Streamline - Agency Support and Training, from - Document creation - System analysis - Workflow improvement - On sight and off sight training - Change leader Nicole Plath - Fortune Title Agency, Inc. - 2 nd generation title - Background is software programming. Came into the business to work on family business infrastructure, but was so successful in implementing change and making improvements, now majority owner of the business. - When started at the company, was lots of paper. Over time, made the change and now paperless.

Stephanie Fullerton - Streamline Consulting, LLC - Worked in a title agency - Worked for a software company - Opened Streamline - Agency Support and Training, from - Document creation - System

3 Your Presentation 3 Segments on the Agenda Getting it Done One File Cabinet Sample Keys to Success Real World Advice about What is Important Working Together Let s Work Through Your Experiences Together

Real World Advice about What is Important Working

4 Benefits to Being Paperless Time Tested Management ability to instantly get a glimpse at the total operation Employees able to instantly know what status a file is in, what has been done and by whom Instant access to documents, particularly when a call comes in with questions on the file Saves money in paper Creates uniform use of the system Remote working during emergency more likely Better for the environment New Pillar 3 Physical Protection of NPI Random on-site inspections by lenders Allows you to better track the policies you certify that the company follows

file Saves money in paper Creates uniform use of the system Remote working during emergency more likely Better for the environment New Pillar

5 Perspective 2 main things to consider The view through your Software Goggles YOUR OFFICE GOGGLES * our focus **

6 The Answer is in Your File Cabinet!

7 About Title Agency File Cabinets Order Entry Waiting for Post-Closing Search Policy Person Search In File Paid Open Policy Issue File Read/Open Pre-Closing Update Closed

8 Piles of Paper and Files Mostly Under Control and Organized Might find this in a corner. Oops.

9 Tasks vs. Departments Department Examples Ordering Examination Closing Policy Task Examples Order Searches Follow up on Survey Searches In Title Commitment (due) Title Endorsement/Amend (due) Order mortgage payoff Scheduling notice to realtors Type policy Follow up on post closing open item

Examples Order Searches Follow up on Survey Searches In Title Commitment

10 One area of file cabinets and several different piles File cabinets main office & individual examiners (which could be determined by looking in the computer) Assumption: County search was in and most other searches & survey was in as well, file was read/examined, title commitment was sent out, no open to-do task, file not yet closed, file not paid To be done after moved from this cabinet post-closing searches, discover open issues, title policy Piles on examiners desk or floor, with mail person, at a secretary s desk File Stage/Dept Pre-closing Read Basic Pre-closing Read Open Item Name in Computer! Tasks/Events Task due: survey reading Task due: amend letter Task due: open title issue Example 1 Examination Department

done after moved from this cabinet post-closing searches, discover open issues, title policy Piles on examiners desk or floor, with mail person, at a secretary s desk File

11 Closing Tasks/Events Order Payoff Payoff In Track? Program? Set # dates back from closing date Set # dates from order payoff Order Tax/Municipal Info Tax/Municipal Info In Procedure regarding where it goes CO/Inspection In Lender Pre-Closing Instructions In Schedule Closer Automatic # date back from closing Maybe once this is done, a note goes in regarding who it is Example 2 Closing Tasks/Events

Tax/Municipal Info In Procedure regarding where it goes CO/Inspection In Lender Pre-Closing

12 Brainstorming Out of the Cabinets and Piles and into your Computer

13 Brainstorming Out of the Cabinets and Piles and into your Computer Get it Into the System Write down all the tasks and relate them to all the departments. Think about why the departments are set up that way. Find out if it s better to separate or combine Evaluate how the data that relates to the goals is organized. Dept vs. Task. Set expectations & think about programming goals into the automated part of the system. Have everyone write down information about the piles on their desk/in their office Set up sticky sheets near the file cabinets to write down everything that is done when the file is in the cabinet, goes in or comes out Set Management Goals

Dept vs. Task. Set expectations & think about programming goals into the automated part of the system.

14 Keys to Success What you need to Get it Done and surprising things you might Discover Along the Way

15 Key 1 Identify Goals and Expectations Identify where you are today Employee morale/flexibility/etc. Management knowledge of transaction status Overstaffing/understaffing dept and/or company How much is tracked in the system Recent changes made Strengths & weaknesses Identify where you are going Culture/Buy-In Transaction management, both senior and mid-level Longer-term goals Change in department structure people Training

tracked in the system Recent changes made Strengths & weaknesses Identify where you are going

16 Key 2 Evaluate the Findings Review all of the findings Locate and understand gaps Identify areas of improvement Consider ALL recommended options (if you don t take the recommendation, are they going to work around it anyway Analyze it from a management standpoint Empathize with the employee perspective

options (if you don t take the recommendation, are they going to work

17 Key 3 Bridge the Gap Identify the key reasons why employees should buyin and how you are going get them on board.

18 Key 3 Bridge the Gap Implement Get the system settings ready Test the settings Verify the changes meet the goals and cover the gap areas

19 Key 3 Bridge the Gap Create a Training Plan System Cross-training Policies Procedures

20 Key 3 Bridge the Gap Roll-Out Set a date to change how the system will be used Get agreement Plan the day Prepare for the day work ahead

21 What you Might Discover Along the Way Utilizing Software Outside the System Hard copied To- Do Lists Manual Processes within the System Work- Around within the System Sitting on Files Redundancy Doing things Without Knowing Why

22 Working Together Getting on Your Way and Through the Roadblocks

25 We can't be afraid of change. You may feel very secure in the pond that you are in, but if you never venture out of it, you will never know that there is such a thing as an ocean, a sea. Holding onto something that is good for you now, may be the very reason why you don't have something better. C. JoyBell C.

26 Nicole Plath Fortune Title Agency, Inc logo Stephanie Fullerton Streamline Consutling, LLC Paula M. Zwiren, Esq. Zwiren Title Agency, Inc

Advance Cabinet Designs CaseStudy 1

Advance Cabinet Designs CaseStudy Cost Savings by Design Custom cabinet manufacturer, Advance Cabinet Designs, is going paperless with DocuWare. Accounting information, job files, even blueprints are instantly