Build your team and run the during process.
The structure, boards, checklists, and client touches that keep every loan moving and every client wowed, from application to closing and beyond.
When to add staff
A team brings structure and accountability to your workflow. As a rule of thumb, add one assistant for every 8 closings a month, based on your quarterly average.
A team starts with a system, so set up your boards and checklists first, then hire into them. For more, listen to the coaching podcasts.
Team boards
Copy these Trello boards to run your partners and your pipeline the same way every time.
Live Loan Board
A systematic flow for milestones, the client wow process, and the touchpoints that drive growth.
Open in TrelloClient touches during the loan
Staying in front of the client during and after the process is a huge part of running a team. Your team sends these at each milestone. Watch the samples, then grab the scripts to record your own.
- Every Tuesday by noonIn-process updateA weekly status update to clients and agents.
Status Gram - Two weeks inCheck-in videoA quick personal video from the team leader.
- At approvalCongratulations videoCelebrate the approval with the client.
- After closingThank-you videoThank the client and set up the relationship for life.
Building the team: Doctor/Nurse
The loan officer is the doctor, and the team is the nurse. Each eBook comes with the weekly checklist for that role.
- PDFDoctor/Nurse 101The foundation: structuring your team around the loan officer as doctor and the assistant as nurse. Pairs with the Loan Partner I checklist.
- XLSLoan Partner II weekly checklistThe weekly checklist for your second loan partner.
- PDFDoctor/Nurse 103Delivering world-class service as a team.
- PDFTeam building advancedScaling up, including the database liaison role.
Business plan flowchart
Define the key responsibilities for each team member so everyone knows who owns what.
Open the flowchartDaily team meeting log
Strong teams meet daily to assign marketing projects, manage the pipeline, record project details, delegate tasks, and set accountability for the next meeting.
Download the log (Word)After closing
Prepare for the annual review, and use these extras to wow clients and partners along the way.
Annual review prep
- PDFAnnual review checklistUse on the annual review call with past clients.
- PDFCompleted client annual reviewAn example of a finished annual review to send the client.
Element extras
A branded drink menu for your office lobby, so every visit feels first class. Tap to view full size.
- OrderSendOutCardsAfter meeting a referral source, send a quick personal card or gift.
- OrderGourmet gift basketsGift baskets for clients and partners.
- OrderWicked Good CupcakesCupcakes in a jar, shipped to clients and partners.
- ClientHomebuyer privilegesA client discount program after closing from Enact (formerly Genworth). Contact your Enact representative for your user ID and password.
Cross-selling promo packets
Send to deal contacts, agents, and employers. These are samples; customize one with your own details.
- PDFPromo packetFor preapprovals, listing agents, financial planners, CPAs, insurance agents, and trust attorneys.
- PDFSeller packetSend to active listings your agents are working, or use for FSBO marketing.
- PDFEmployer packetSend to each employer on the transaction and follow up to become their company lender of choice.
eBooks and guides
Share these with buyers, agents, and partners, or use them to sharpen your own business.
Relocation guides
- FlipbookPassport to the CarolinasRelocation guide for buyers moving to the Carolinas.
- FlipbookPassport to GeorgiaRelocation guide for buyers moving to Georgia.
- FlipbookPassport to TennesseeRelocation guide for buyers moving to Tennessee.
- FlipbookPassport to FloridaRelocation guide for buyers moving to Florida.
- FlipbookPassport to HoustonRelocation guide for buyers moving to Houston.
Workbooks and guides
- FlipbookFirst-time homebuyer workbookWalk first-time buyers through the process.
- FlipbookMastering investment propertyA guide for investor clients.
- FlipbookRealtor buydown guideExplain buydowns to your agents.
- FlipbookRealtor production workbookHelp agents plan and grow their production.
- PDFKnow your deal: first 120 daysThe 120-day kickstart guide.
- PDFHabits of highly effective loan originatorsThe daily habits behind top production.
- BookMortgage StormBrad Roche’s book on making and mastering the mortgage craft.
Questions about building your team? Email ElementMarketplace@elementhl.com.