How To Build A Completely Paperless Real Estate Brokerage In The Cloud

Cloud computing is being used by many top real estate brokers as its uses in the brokerage far outweigh the negatives. Whether it's for a small brokerage with a few agents or a large brokerage with many agents, the cloud can be used to manage all aspects of listings and transactions while cutting costs on many ends.

Benefits of migrating to the cloud

  • Utilize the latest technology in order to more efficiently serve clients
  • Cost reduction by using Bring Your own Device (BYOD) for agents to remotely operate
  • Marketing enhancement, increase in leads and increased profitability
  • Less dependence on an on-premise office staff

How to setup the paperless real estate office

The migration to the cloud can seem like an extremely complicated and time-consuming task, but it's really only as complicated as you make it. Basically, all information that flows through the real estate brokerage will be sent to the cloud and must be directed to various locations. Access permissions must be set as some data may be fine for all agents and staff to access while other data may only need to be seen by certain workers or agents.

Faxes will be sent as emails or online PDF files. Online access for clients to access their documents should be available as well. Digital signatures can be obtained through a service such as Docusign. Communication with clients, realtors, vendors and other sources can be securely set up online along with the ability to collaborate with multiple users.

Agents and other office staff will need to be trained on the best ways to operate remotely. By utilizing BYOD, agents can operate from wherever they are without the need for a physical office or physical storage space for files.

Google Apps is a great place to start. Google offers an entire suite of useful apps that can be used for the brokerage to run more efficiently in the cloud. Some of the apps include Gmail, Google Calendar and Google Drive. Google Drive includes the entire Google Docs suite which is similar to Microsoft Office with powerful document creation and editing tools, spreadsheets, presentations, word processing and more. There is also a complete business suite called Google Apps for Business which is more aimed at businesses and corporations.

Online storage and backup solutions

Once you setup an intranet and complete online office through Google Apps or another similar program, you can decide what other apps will be needed. Dropbox or Box can be used for additional online storage, collaboration and sharing while Basecamp can be used to cover all aspects of project management. Evernote is perfect for creating notes and documents, snagging web articles and photos, and creating audio files.

As much of the data that is used in the brokerage is important and sometimes confidential, it is imperative that a secure backup plan is in place to protect data from accidental deletion or other mishaps. The best solution is to use one of the top cloud backup services such as cloudHQ. CloudHQ offers a continuous replication of all data to a backup cloud account which provides a secondary copy of all data. In case an agent or other staff member accidentally deletes or misplaces a file, it can be instantly restored from the backup account. The best part about cloudHQ is that it syncs data between a wide variety of cloud services including Google Apps, Dropbox, Evernote, SkyDrive, SugarSync, Box and more. Any changes to data is instantaneous so if a realtor working remotely edits a file, the changes are instantly replicated to all other devices that have that cloud account installed.

9/16/2013 08:53:36 pm

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