How to Organize Your Real Estate Files Using Google Drive
In the fast-paced world of real estate, staying organized and managing documents efficiently is crucial for success. When I started in real estate, I knew this was the first step I needed to figure out so that I could grow my business and not look back. If you are looking for a simple and well-integrated system, keep reading.
Why Google Drive?
Google Drive offers a multitude of benefits that make it an ideal solution for real estate professionals.
Accessibility: Google Drive is a cloud-based platform, which means you can access your files from any device with an internet connection. Whether you're in the office, on the go, or working from home, your important documents are always just a few clicks away.
Collaboration: Real estate often involves multiple parties working together, such as agents, clients, and attorneys. Google Drive allows seamless collaboration by providing real-time document editing, commenting, and sharing capabilities. You can easily invite others to view or edit specific files without the hassle of sending large attachments via email.
Storage Capacity: Google Drive offers generous storage space to get started and then you can grow from there. This allows you to store a vast number of files, including contracts, property listings, photographs, and more, without worrying about running out of space.
I found a lot of other Google products to help me manage my business such as; Google Sheets, Forms, Keep, Calendar, and, of course, Gmail. Everything is in one spot!
Keeping It Simple
Simplicity is key when organizing your real estate business files. A clean and intuitive folder structure ensures that you can quickly locate and manage your documents. Don’t go overboard with your main folders. Stick with 3 primary folders and then add a folder for each listing & active transaction you have. Utilizing color and purposeful titles help keep it all organized and straightforward. The 3 primary folders are all charcoal so they visually are grouped separately from the rest. Active transaction folders (listings) are green, Incoming listings are light green, Pending transactions are yellow (buyers or sellers), Sold transactions are red (buyers or sellers), and X | Sold are red (where possession has occurred, you are completing post-transaction tasks and you are waiting to receive your commission before closing the file).
As transactions move from one stage to another ex) pending to sold, you will need to edit the name of the folder and change the color. This will keep all your files up to date and grouped together by stage. Plus, it provides a nice visual of all the listing you have, sold & pending transactions.
Before we explore the main admin folder, let’s take a look at the other 2 main folders; Buyers and Sellers. This is where a client file begins.
Buyers Main Folder | Contains all buyer leads & buyers you are working with that have not found a property yet.
When you get a new buyer lead, create a folder with their name and intake date, and pop it into the 2 | Buyers main folder. The buyer’s file will stay in this folder until they are under contract on a property. (see image below)
Once a buyer client is under contract on a property, you can rename their file folder ‘Pending | Property Address | Client Name B’, change the color of the file folder to yellow, and move it to the main page so that it falls in line with the other Pending Transactions. (see image below)
Then, once the property is officially sold, you can rename the file folder ‘Sold | Property Address | Client Name B’, and change the color of the file folder to red.
Then, once possession has occurred, and you are completing post-transaction tasks & waiting to receive your commission you can rename the file folder ‘X | Sold Property Address | Client Name B’.
Sellers Main Folder | Contains all the seller leads that are not under a listing contract yet.
When you get a new seller lead, create a folder with their name and intake date, and pop it into the 3 | Sellers main folder. The seller’s file will stay in this folder until they sign a listing contract and you are prepping their listing. (see image below)
Once a seller client has signed a listing contract and you are in the process of listing their property, you can rename their file folder ‘Incoming | Property Address | Client Name S’, change the color of the file folder to light green, and move it to the main page so that it falls in line with the other Incoming Listings.
Then, once the property is listed and active on MLS, you can rename the file ‘Active | Property Address | Client Name S’, and change the color of the file folder to dark green. It will automatically fall in line with the other Active Listings.
Upon the listing going pending, you can rename their file folder ‘Pending | Property Address | Client Name S’, and change the color of the file folder to yellow.
Then, once the property is officially sold, you can rename the file folder ‘Sold | Property Address | Client Name S’, and change the color of the file folder to red.
Then, once possession has occurred, and you are completing post-transaction tasks & waiting to receive your commission you can rename the file folder ‘X | Sold Property Address | Client Name S’.
By the end of a transaction, each client file will have numerous documents & subfolders. Here is an example of a buyer and seller file at sold.
The Seller File contains; a folder for the CMA, Seller Intake, Listing Paperwork, Listing Measurements, Listing Photos, Listing Marketing, and Sale Documents. It also contains a Google Sheets Showings Tracker and an Open House Google Form.
The Buyer File contains; a folder for the Buyer Intake, Buyer Representation Paperwork, All Offers Made, and Purchase Documents. It also contains a Google Sheets Showings Tracker.
Admin Folder
The admin folder is where all your documents that pertain to your business are stored (not client files... unless they are closed deals, filed under Past Transactions). The folder headings you choose should be broad, no more than 10. If you have more than 10, your headings are not broad enough. More folders do not equal better organization.
Here is an example of the breakdown of suggested folders;
Brokerage | Store any Brokerage Documents, Brokerage Contract…
Education & Learning | Store Training Videos, Notes on Writing Conditions ….
Financials | Create a subfolder for each year. Within each year have a folder for; Bookkeeping Spreadsheet, Receipts, and Tax Records.
Goals & Planning | Subfolders; Business Plan, Goal Setting
Marketing | Subfolders; Blog, Brand Identity, Agent Headshots/Photos, Social Media….
Past Transactions | Create a subfolder for each year. Within each year store all your client file folders.
Referral Program | Store your referral program files and notes here.
Templates | Google Sheets (Financial Template, Task Managers, Showing Trackers…), Google Forms (Intake Form, Open House Form, Review Request Form, Multiple Offers Form…), Google Keep Headers, the original for any template you have can be stored here.
Website | Store all of your website files, backups, and content…
‘The only systems that work are the ones you actually use.’
It is important to organize your drive in a way that works for you. Start by creating the framework, adding files and folders as needed, and adjusting your workflow along the way. By implementing a simple folder structure, you will find you are more organized, more productive, and saving valuable time!
Check out Real Estate Design Co on ETSY to find marketing & organizational tools to elevate your real estate business so that you can work smarter & live more.
