Hello again!
Let's talk about write ups!
What is a write up?
A write up is a step by step instruction manual of a specific function of your post. There may be several write-ups you should do for some of the different functions of your post.
Why are write ups important?
1. They better establish our organization when each of us has a hat and write ups
2. They provide clear instructions that can be referred to ensure the right steps are done to meet the expectations of the post
3. When you are absent from post - on vacation (PTO), unexpected absence or whatever - whoever is handling your post has explicit directions that they can refer to, to ensure they are doing different functions correctly.
4. They familiarize each other with one another's duties
Many of us are familiar with the org board, why it exists and what is contained within it. We also know our post functions- the things we do day in and day out. We all have a fast start hat for our main post. Some of us on the org board are named as responsible for other posts in our area. for example:
Chris is the Acquisitions Manager- his fast start hat is here. He is also "holding from above" the posts of Markets Research IC (in charge) and Home Inspections IC.
In a multiply hatted situation as this, these additional hats would require another Fast Start Hat created by Chris, and as appropriate, Post Write-ups on functions of that post. (Article on how to write an FSH is here.)
Yes, this sounds as a lot of work, but do it gradually over time, while reviewing and updating existing ones periodically. Think about it. Overtime, this organization will continue to expand and these additional posts will be single-hatted with a new person. (in August 2018, a sixth person was added to the E&H staff. expansion has been rapid, since.) As more new people come on, if these posts have a Fast Start Hat and Post Write-ups of the functions done, the new person will quickly be able to be competent. One new posted person could quite possibly be asked to pick up two of these positions from someone else, becoming double-hatted themselves.
Now, let's look at a Post Write-up.
For example, Chris is Markets Research IC. Look through this not from the viewpoint of you personally doing the actions laid out in the near future, but see how it is constructed. Look at the detail and completeness of each step and the cautions against chances for error. Below is the write up:
Step #1: Go into Scrapestorm and select a website from the list on the right and start a scrape.* This is done by right clicking on a Site task on the left hand side and selecting start, make sure “data duplication” is on, then select “no'' when the second pop up asks you to clear all the collected data. After the initial scrape is finished, you will have to value-ize the properties collected from Scrapestorm. The ARV value-izer is a software that can be found in google drive that collects extra data on the property like local information, tax history and past sales to determine how much the property is worth. You value-ize by taking the first column of the excel sheet from the first initial scrape in Scrapestorm, which will give the addresses, then copying them into the value-izer. It is important to note that when putting properties into the value-izer, they must be formatted in one of two ways. The value-izer requires the Street Address, the City, the State and the Zip Code. It will not accept a property unless 1) each section of the address is separated by a comma with no other punctuation being used, or 2) without using any punctuation at all in entering the full address. Other incorrect data in the value-izer would be extra data. If you try to input a property list with extra data like county or MLS number it will generate a sheet, but there will be a significant amount of data missing, which results in an incorrect value of the property.
Example: Correct Format: 600 Cleveland St, Clearwater, Florida, 33756
Correct Format: 600 Cleveland St Clearwater Florida 33756
Incorrect Format: 600 Cleveland St, Clearwater, Florida 33756
Incorrect Format: 600 Cleveland St., Clearwater, Florida, 33756
Incorrect Format: 600 Cleveland St Clearwater, Florida 33756
Step #2: Once the ARV value-izer is finished, it will ask you to generate a new excel spreadsheet by pressing “ click here”. It may automatically generate a sheet in a pop up, be sure on the right of the property list that the “ pop-up results” box is unchecked. Once you have generated the new spreadsheet briefly look it over and make sure that all the columns are filled with data, if not then your properties may be formatted incorrectly. After you have verified your new spreadsheet and made sure that all columns are filled, you will combine the new spreadsheet with the initial spreadsheet from Scrapestorm. This is done simply by copying the new valueizer spreadsheet and pasting it next to the scrapestorm spreadsheet, be sure to include the first row, containing the city and state etc. Be sure to save the new combined spreadsheet into your downloads.
Step #3: Go to the Acquisitions software and select “import”. Select the first CSV file in your downloads. When the spreadsheet opens in the Odoo software, press the test button to check all columns of any errors. If it is clean then click “Import” again and the properties should appear in the “new” drop down under “New Qualified Properties”. If it denies your import, there will be a red X over some of the columns, be sure to not import those columns by selecting the drop down and pressing “ Don’t Import”.
Step #4: Now, in the “New” drop down under “New Qualified property” Choose the first property and click on the first zillow link. This will take you to the property listing website.
Step #5: Quickly look over the photos and any property report information. If you do not find any information about the home or the realtor's contact information, look up the address on google and see if the property is listed on realtor.com, this website usually has the information needed to contact the realtor.
Step #6: Now, you will call the realtor. Be sure you understand what questions you need answered from the Realtor. For example, if you see a note in the listing that says plumbing did not pass the pressure test, see if the Realtor can tell you if there is any ripped, damaged or missing plumbing. You should know that in our past experience Realtors are defensive and will tell you that they are not inspectors and can not provide you with more data. It is your duty to work around this and get what you can out of them even if you need to use more general or observational questions. Make sure to sound kind and not imposing or bossy and that you get answers. For example if you ask a Realtor if there are roof issues and they say that they are not roofers then you can ask them if there are any obvious areas of damage and if they still wont answer this you can ask them if there are holes in the ceiling or if there is obvious water flowing into the house from the roof/ceiling etc. If for some reason they still won’t answer then you can ask them if there is actively water on the floors inside the house, etc. You get the idea? Go from specific to broad to at least get more information than what you started with and again make sure to be kind and happy in your communication so that they actually answer and not just blow you off. Repeat this action for all the links that you see. Something to be sure of when calling the realtors, be sure to get as much information on the roof, the foundation, the electric, and the plumbing, if any of these are in bad condition, the home is not acceptable.
Step # 7: Start by saying your name and that you are a cash buyer. You don’t need to mention E&H at this time unless specifically asked about it.
Step # 8: Ask them if the property is owned by a bank or a person and then follow your phone script to the end. **
Step # 9: Now qualify the home as either
- Bad Condition
- Bad Other
- Too Expensive
- Needs Qual Approval
If the property falls under “Needs Qual Approval” be sure to Chat or email the VP Qual that there is a property approval request to Qual. Prior to sending the property for Qual approval ensure all possible information is entered into the property in the Acq software. Such as verification method, offer amount, update pricing variables, and upload any inspections/forms. These will be used to evaluate whether it will be passed by qual. and not including this information will cause significant delays and wasted time.
Step #10: After the property has been sent to qual, it will either be approved or disapproved by the VP qual. If it is disapproved then look at the VP Qual notes and correct what has been noted by the VP Qual. If it is Approved, be sure to let the Acquisitions manager that the home is ready to be bid on.
Step #11: Now that the home has been bid on by and won by the acquisitions manager, we now have to get the home inspected. This is usually done two ways. First is by using our “Homes Purchasing Map”. In the Home Purchasing Map, on the left side there will be an option for “Handy Humans” . Simply find a vendor in the area of the property that needs inspecting, and call asking if they're willing to do an inspection on our behalf. We will pay no more than $50 for their services. The second way we get inspections is through Facebook, please see the Instant Hat Inspections IC (in Google Drive as “Messages for getting facebook inspections”) to learn how to complete Facebook inspections. To review results be sure to send the vendor our link for inspections and tell them to email any pictures they have taken to your email. After an inspection has been completed log on to Formsite.com and click results and review the report.
Step #12: All photos received via email must be put into our Central Properties Folder. The Central Properties Folder can be found in your files. To create a new file in the CPF, copy the file title “0 MASTER” and paste it into the folder, rename the folder titled “0 MASTER COPY” to the full address of the property. Open the new file for the inspected property and open the inspection filed folder. To import inspection photos into the folder you can simply click and drag the photos from your email into the inspection photos folder.
Step #13: After you have fully reviewed the inspection report be sure to back into the acquisitions software and open the property that has been inspected. In the “acquisitions notes” section note that the photos have been imported into the Central Properties Folder and click the ‘Inspected” button.
Angelica Gomez
E&H ESTO
11/2/2020
Revised by,
Chris Little
Acquisitions Assistant
4/27/2021
* Login credentials to ScrapeStorm missing for article purposes but present in the hat pack
** Step #8- there is a phone script for Acquisitions to use that is missing for article purposes but present in the hat pack.
When creating a write up of your own, it is vital to be as thorough as possible. Information should be easily duplicated without much assistance from a senior. Links to accounts or software should be available, as well as their credentials; visuals are a big plus like in this link click here (which also happens to pertain to Joan's post as Trust Prep Manager).
Another thing to keep in mind- the write up can be created in Google Docs or Word and uploaded into the Drive, but it is very important that you upload it into the KB- the reason being that we can link your write up directly to your Post depicted in the Org Board. I would also title your write up exactly what it correlates to on the Org Board.