Client Spotlight

Think you’re too busy to switch software providers? Meet someone who was, but did it anyway.

There’s somewhat of a trend in recent years, where at the beginning of the new year, people pick a ‘word’ that they’ll base their year on. Usually, it’s something upbeat or motivating. For conveyancing in 2024, though, that word has got to be BUSY. Everybody we speak to is busy. Busy with files. Busy being understaffed and overworked. Busy, busy, busy. A good problem to have, yes. But for many, too busy to even think about transitioning to a new software platform. It feels like a daunting, if not downright impossible, process. Yet, amidst all the chaos of managing files, correspondence, and appointments, there is a solution that will streamline your processes, boost your efficiency, and ultimately transform the way you work.

Valerie Bellerose, the licensee of Bellerose Property Conveyancing, knows this struggle all too well. In her own words, she shares her journey of transitioning to Realtime Conveyancer – a decision that initially seemed daunting but ultimately proved to be a game-changer for her business.

“I always knew that there had to be something new and better than the previous program that I was using,” Valerie recalls. “And as a settlement agent, I was very set in my ways and decided that I had to step outside the box if I wanted things to be different.”

For Valerie, stepping outside the box was critical. Like many conveyancers, her boutique business is built on referrals, and she prides herself on offering bespoke, highly personalised service to her clients. Embracing change was not just about improving efficiency for her; it was about maintaining, and even surpassing, the already high standards of service that her clients and referral partners have come to expect.

What caught Valerie’s attention about Realtime Conveyancer was its innovative approach to streamlining processes, especially its Auto Finance tab. This feature, she says, is the most valuable part of the system. “The new system’s ways of receipting, balancing files, payments… The Auto Finance tab is probably the thing that I like most about the system because it saves a lot of time.”

For Valerie, time is of the essence, especially as a self-employed business owner with personal commitments scattered throughout the day. With Realtime Conveyancer, she found the flexibility to manage her workload efficiently, even while attending personal appointments. “Because I work for myself, I need to go to personal appointments during the day. And I use my phone to email clients, check on certain things happening on my files, and it never stops. Using Realtime has made that possible.”

One of the standout features of Realtime Conveyancer for Valerie was its ease of use and the comprehensive support provided by the Realtime team. Despite initial reservations, Valerie found the transition process to be seamless, thanks to the intuitive nature of the platform and the dedicated assistance she received. “Learning the system was really easy. Very seamless because it’s been simplified. The ladies, Katelyn, Nicole, and Alannah were fantastic. They never made me feel like I was silly for asking questions, because I felt they were all relevant to what I was doing.”

Reflecting on her experience, Valerie offers a word of encouragement to fellow conveyancers who may be hesitant to make the switch: “I’d say just do it. There’s never an easy time or the best time. It’s always daunting. Everything’s always daunting. I would just do it and see how it rolls. There’s so much support out there, even from other conveyancers that are using the system.”

Like many conveyancers, Valerie felt too busy to embrace change, even though she knew this was what was needed for her business. But by taking the leap and transitioning to Realtime Conveyancer, she could work at a new level of efficiency and productivity, offering unparalleled support to her buyers and sellers. This is a decision she has never regretted. As she aptly puts it, “The only regret you’ll have is not doing it.”

So, find an hour in your day and take the first step you know that your business needs. Book a demo with us now!

About Realtime

Meet Alannah Dillon, Market Development Executive

In the fast-paced world of conveyancing, access to effective tools and dedicated support can significantly enhance productivity and ease the daily pressures conveyancers face. Alannah Dillon is one of our Market Development Executives based in WA. Since joining us in 2022, Alannah’s days are filled with platform demos, onboarding and training new clients, and generally supporting our users to leverage the Realtime platform to its fullest potential.

Before joining our team, Alannah worked as a conveyancing assistant within a prominent conveyancing firm in Perth’s north-east. This role equipped her with a practical understanding of the conveyancing process, positioning her perfectly to appreciate the nuanced needs of our clients. Her transition to Realtime was driven by a desire to apply this hands-on knowledge to help conveyancers benefit from our world-first technology.

In her current role, Alannah is often the first touchpoint for new and existing users. It’s safe to say that Alannah’s bright and sunny disposition is a welcome site in our user’s offices. “Realtime Conveyancer is a transaction management software used by conveyancers.. to do their start-to-end transactions. It’s cloud-based, which means you can work from any device, anywhere, at any time,” Alannah explains. She takes pride in the flexibility and efficiency Realtime offers, as she knows how valuable this is for conveyancing business owners who are predominantly small business owners balancing the juggles of personal and business responsibilities.  

She has countless stories of clients who’ve managed their conveyancing tasks from remote locations or amidst a busy schedule without skipping a beat. One of her most memorable ones from early in her journey. Alannah recalls, “We had a client who was in Bali and she called us when she got home and said that Realtime was the best decision that she had made. She was sitting by the pool when a settlement came forward earlier than expected, and she was able to do everything she needed to do from Bali using Realtime.”

Alannah’s favourite aspect of her job is interacting with a diverse range of industry professionals – from conveyancers and business owners to support staff and industry partners. This engagement fuels her passion for the industry and reinforces Realtime’s commitment to community and client support.

As Realtime Conveyancer continues to evolve, our customer-facing team members like Alannah are indispensable in our vision to empower conveyancers. These passionate, genuine people are there to support conveyancers like you in continuing to deliver exceptional customer experiences to your buyers and sellers. If you’re ready to work more efficiently with industry-leading security and automation, Alannah and the Realtime team are ready to guide you every step of the way. Book a personalised demo today.

Education

Navigating Client Communications: Balancing Availability with Productivity

Effective client communication sits at the centre of every transaction. It is crucial for building trust, managing expectations, and, ultimately, ensuring successful property settlements. However, for many conveyancing business owners, traditional client communication methods – such as phone calls, emails, and in-person meetings – can be time-consuming and inefficient and often cause stress among team members. Our previous article looked at the financial and non-financial costs (including the toll on mental wellness) of these constant interruptions and work fragmentation that typically plague conveyancers. 

So, on one hand, conveyancers are overwhelmed by communication. But at the same time, consumers are demanding even more transparency and immediacy in the communication around their property settlement. As a business owner who cares not only about your team’s wellbeing but also about your clients and the business’s bottom line, how do we satisfy everyone? 

The answer? Leverage technology. Implement tools to streamline and automate the communication pipeline to enhance client communication while reducing the manual burden on conveyancers. Fortunately, innovative solutions are available that can facilitate communication processes, improve client satisfaction, and alleviate the stress and overwhelm experienced by your team.

Streamlining Communication Processes with Technology

Realtime Conveyancer offers industry-first solutions, such as app-based communication through the Pathway to Settlement consumer app, which automates client updates, reducing the need for constant phone calls and emails. Pathway to Settlement enables you to leverage app-based, automated communication, update your clients, and allow them to track the progress of their transactions 24/7 without the need for constant phone calls or emails. This not only improves the client experience but also frees up valuable time for your team to focus on higher-value tasks.

Other tools conveyancing businesses could consider include automated quoting processes and chatbots to provide clients and potential clients with accurate information and responses in real-time. Web-based instant quote tools provide clients with accurate and timely quotes without requiring manual calculations, lengthy phone calls, or back-and-forth emails. This saves time for your team and ensures consistency and transparency in your pricing.

For those willing to lead the way with communication technology, chatbots can handle basic client enquiries, such as general information about the conveyancing process and documentation requirements. By implementing chatbots on your website, you can provide instant responses to common queries, freeing up your team to focus on more complex tasks and reducing the need for constant interruptions.

Finally, conveyancers can leverage SMS messages to send regular updates to clients, informing them of important milestones and deadlines throughout the conveyancing process. SMS messages can be used to keep your clients in the loop without requiring lengthy phone calls or email exchanges, allowing your team to maintain productivity and focus.

Establishing Processes for Effective Communication

While the modern communication technologies mentioned above offer numerous benefits, it’s crucial to establish processes and boundaries to ensure that convenience does not come at the expense of productivity or client relationships. Encouraging these alternative channels for non-urgent queries can help prevent interruptions and allow your team to focus on their work uninterrupted. This frees them up to have lengthy phone conversations with clients whose transactions are trickier or require more comprehensive support. 

Consider this scenario: You’ve sent your client a large packet of settlement documents to sign and return. Perhaps you post them, or more likely, you email them. When your client receives them, they call you to discuss some questions they have. Then, since they need to complete their ID check anyway, they decide to drop the signed documents back to their conveyancer in your office (without pre-booking a meeting) and chat about what’s next while they’re with you. 

Juxtapose this with the alternative scenario, where your office is leveraging available technology to reduce the impost of client communication whilst simultaneously empowering your client to be informed on the status of their transaction.

You send your client a large packet of settlement documents via Pathway to Settlement. They review them and call you with some questions. They sign the documents and return them to you via the app. At the same time, they action the ID request you sent them via your Virtual ID partner. The conveyancer receives the documents back, straight into their Realtime matter along with the completed ID, and marks off these tasks in their matter’s workflow. The client checks back in the Pathway to Settlement app to see that these milestones have been completed. 

Note that in the second scenario, you haven’t removed client communication. In fact, if anything, it could be argued that your client is even more informed about their transaction, given that they can view all of the pathway steps in their app. Your conveyancer has still been able to foster a positive relationship with their client when they go over the documents on the phone with them. But the time your conveyancer has spent overall is significantly reduced, freeing them to work on more pressing matters.

Supporting Team Wellbeing and Productivity

Implementing tools and strategies to support your team’s wellbeing and productivity is essential for creating a positive work environment and ensuring efficient client communications. As highlighted in our previous blog, the constant interruptions and work fragmentation experienced by conveyancing staff significantly disrupt concentration and elevate stress levels, ultimately impacting productivity, employee morale and client satisfaction.

To address these challenges, consider implementing task management software, such as Realtime Conveyancer, and use time-blocking techniques to help your team manage their workload more effectively. By providing your team with the resources and support they need to stay organised and focused, you can prevent burnout and ensure that client communications enhance productivity rather than detract from it.

Furthermore, fostering a culture of open communication and collaboration within your team can also improve wellbeing and productivity. Encourage team members to share insights, ideas, and best practices and provide professional development and growth opportunities. Research has shown that businesses that invest in their team’s development and create a supportive work environment have greater employee satisfaction, which can lead to superior client experiences.

Balancing Communication, Productivity and Employee Workload in Conveyancing

Finding the balance between accessibility and productivity is essential in business, but never more so than for modern conveyancing businesses. As explored throughout this article, leveraging technology can streamline client communications, offering greater transparency and on-demand information while supporting your team’s wellbeing and productivity.

By embracing innovative solutions such as Realtime Conveyancer’s Pathway to Settlement app, automated quoting processes, chatbots, and SMS updates, conveyancing business owners can streamline communication channels, enhance the client experience, and alleviate the burden on their team. These tools improve efficiency and empower clients to stay informed and engaged throughout the transaction process, fostering trust and satisfaction.

Education

What daily interruptions are costing your team and your business

The conveyancing industry in 2024 is fast-paced and, at times, incredibly stressful. We see many business owners who have yet to fully realise the transformative power of technology to streamline their operations, enhance their team’s efficiency, and, ultimately, improve their business’s bottom line.

Having sat with hundreds of conveyancers, it is apparent that much of the challenge lies in the day-to-day interruptions that conveyancing staff face – phone calls, client walk-ins, urgent emails and software outages. These interruptions significantly disrupt concentration and elevate stress levels among staff members. While seemingly short, research has shown that they are major productivity killers and can lead to increased errors, missed deadlines, and heightened employee burnout.

Let’s consider a typical scenario in a conveyancing office…

A conveyancer is deeply focused on balancing a matter for settlement when an urgent call from a client breaks their concentration and takes their attention to another matter. This disruption not only delays the task at hand but also requires a significant mental effort to regain focus, further exacerbating the employee’s stress and overwhelm.

The cumulative effect of these interruptions throughout the day can be profound. Longer working hours and a stressed workforce impact client satisfaction and the business’s reputation.

What does the research say about interruptions?

A University of California study examining the nature of interruption and fragmented work found that the mental and cognitive burden on employees juggling multiple tasks suggests a need for better tools and strategies to support task management. The authors surmised that technology can help workers maintain continuity in their work and more effectively manage interruptions, resulting in the potential for improved productivity and well-being in the workplace.

In the context of conveyancing, where precision and timely communication are necessities, the cost of interruptions extends beyond just the immediate loss of productivity. They also contribute to a higher error rate, increased operational costs, and, arguably most importantly, a deteriorating workplace culture that can affect employee retention and well-being.

So, what can we do about this issue?

Conveyancing business owners should look to the adoption of technology as a viable solution to these issues. Automation tools and software streamline repetitive tasks and offer their staff a more organised and efficient way to manage client communications and documents. This technological intervention can significantly reduce the need for manual input.

The result? Fewer opportunities for interruptions, allowing staff to concentrate on higher-value tasks that require their expertise and judgment.

When we look at the tools and technology available to conveyancers, modern solutions are equipped to overcome traditional limitations, such as software outages and are conducive to the growing trend towards flexible work arrangements. Cloud-based systems offer the advantage of remote accessibility, enabling team members to work flexibly and balance their personal well-being with professional responsibilities.

What happens when we address work fragmentation and interruptions?

In acknowledging the significant toll that day-to-day interruptions take on your operations and on your team, you can take the first step to improve your business’s bottom line and enhance your team’s wellness.

Integrating technology into conveyancing practices is about embracing a culture change that values efficiency, employee well-being, and client satisfaction. Business owners who recognise the intangible benefits of technology will be better equipped to foster a healthier, more productive work environment for their employees.

Investing in the right technological solutions can reduce disruptions, streamline your processes, and create a more efficient and happier workplace.

Client Spotlight

Client Spotlight on… Talitha King, Conveyancing Southwest

Located in the picturesque southwest city of Busselton in WA, Conveyancing Southwest is a longstanding local business with a fantastic reputation for exceptional property settlement services. Established in 2002 and taken over by current Director & Licensee Talitha King in 2017, Conveyancing Southwest has established itself as a leader in the WA conveyancing industry.

Realtime Conveyancer has been honoured to have been supporting the Conveyancing Southwest team with our breakthrough technology since early 2022. Recently, we spoke to Talitha to get an insight into what sets Conveyancing Southwest apart and how they’re delivering exceptional experiences for their buyers and sellers. 

Can you tell us a bit about your business and what sets you apart in the conveyancing industry?  

I think our adoption and use of technology to better serve our clients sets us apart.  We have always been early adopters of new tech, and we love finding ways to make our clients’ experience more efficient and convenient without compromising (and even improving) on security, trust and the personal touch.

How does your business prioritise customer satisfaction and provide an exceptional experience for homebuyers and sellers?  

We know that no two buyers or sellers are the same; everyone has their own story, and the settlement process is a big deal for them.  If it’s a big deal for them, then it’s a big deal for us.  We want to be on the journey with them, and our commitment to understanding the significance of the change in their life is what allows us to best serve their needs.

Can you share a success story or a memorable experience where your services made a significant impact on a client’s home-buying or selling journey?  

We had a settlement where the orders and requisitions received from the local council showed a formal compliance order over the property but didn’t give any further information.  It would have been easy to miss amongst the information provided, but we made some enquiries with the shire and discovered that the property had been modified and was unapproved.  

Usually, this can be easily resolved by gaining retrospective building approval; however, in this case, it was unable to be approved because the property was in a special character area, and the council did not have the discretion to vary the regulations laid out in the scheme and therefore were unable to provide an approval.

The buyer was still keen to go ahead but was able to enter into negotiations with the seller to ensure that they were compensated for the future risk that they were taking in.  Our expertise in picking up on something that looked a little out of the ordinary meant our buyer could proceed with their purchase with their eyes wide open.

And for a little more insight into Talitha & her team, here is a snippet from the 2023 AICWA State Conference, where Talitha took some time to tell us about her business.

We’re thrilled to be able to support innovative, forward-thinking conveyancers like Talitha and the team at Conveyancing Southwest. Their client-first focus and their commitment to embedding themselves into their client’s personal journeys is something to be truly admired. To learn more about Talitha and Conveyancing Southwest’s ethos, visit their website.

Education

Six Reasons to Upgrade Your Conveyancing Tech Stack

It is easy to stick to the familiar and continue doing things the way we’ve always done them. But as consumer expectations evolve and cyber concerns loom larger than ever, at the back of every conveyancing business owner’s mind is the thought, ‘How do I keep up, keep my business secure and stay competitive?”. Change can be daunting, and the thought of upgrading our tech stack may seem like an overwhelming task. However, upgrading your conveyancing technology is not only beneficial but essential for the growth and success of your business. 

Think of your tech stack as all of the technologies used in your office and how they work together and interact to support you in running your business and delivering your services to your clients. Over time, you might find that you have different accounts and software used for different things but that they don’t really talk to each other, and in fact, some may not even be relevant to you any longer. So, here are our top six reasons why reviewing and upgrading your tech stack is the smartest move you’ll make for your conveyancing business.

1. Efficiency Gains & Time Savings

Efficiency is key in the modern conveyancing process. By upgrading your tech stack, you can streamline operations, reduce manual tasks, and significantly improve efficiency. Advanced technology solutions automate repetitive tasks, such as document generation and data entry, freeing up valuable time for your team to focus on higher-value activities and client interactions. This not only boosts productivity but also enhances job satisfaction among your staff.

In speaking with conveyancers who have harnessed efficiencies in their businesses, it seems they have two choices when it comes to what to do with the extra time they get back in their day. Many use this additional time to achieve a greater work/life balance, freeing them up to work fewer hours and spend time with their families. Others have chosen to take on additional work, increasing their revenue and growing their business whilst still working the same number of hours as they would have previously.

2. Enhanced Client Experience

The modern homeowner expects a seamless, transparent transaction. By upgrading your tech stack, you can meet the expectations of today’s consumers by providing easy access to information and streamlined communication channels. Advances in conveyancing software facilitate smoother transactions, faster response times, and improved communication with clients, enhancing their overall experience. 

In almost all other areas of their lives, consumers can obtain real-time updates from their smartphones. These capabilities are now possible in conveyancing with consumer apps like Pathway to Settlement. These apps empower clients to track the status of their settlement 24/7 and securely exchange documents and bank account details, leading to increased client satisfaction and loyalty.

3. Remote Work Capabilities

The rise of remote work has transformed the conveyancing industry, particularly following the COVID-19 pandemic. Traditional conveyancing software does not allow for the flexibility needed to work remotely with ease, especially if you’re out and about on the road. By upgrading your tech stack with cloud-based software and digital tools, you can empower your team to work from anywhere, increasing flexibility and resilience in your business operations. 

Remote work has also been shown to reduce workplace stress, improve mental well-being, and enhance productivity, creating a more supportive and adaptable work environment for your staff. In fact, according to Randstad’s 2023 Workmonitor Report, 74.6% of Australian workers believe that flexibility in terms of location is important to them.

4. Competitive Advantage

Conveyancing is a highly regulated industry, and as such, there is not much room to differentiate your services in terms of the legal process that must be followed. So instead, conveyancing businesses need to look for alternative ways to stand out from the crowd. One way to do so is by leveraging the latest technology.

Modern tech solutions like Pathway to Settlement enable you to offer innovative services and unique experiences to clients and real estate agents, such as real-time transaction tracking and secure document sharing. By adapting to changing market trends and client expectations of transparency and immediacy, you can position your business as a leader in the industry, attracting new clients and retaining existing ones.

5. Data Security

Cybercrime is a very real threat to the conveyancing industry, with new scams being uncovered all the time, like these recent ones in WA. Given the massive amounts of personal data received from clients over the course of a transaction, protecting this sensitive information is paramount. By upgrading your tech stack with advanced software, you can be confident that you’re operating with the latest, robust security features to minimise the risk of data breaches and cyberattacks. 

Aside from the legal obligation to keep client data secure, implementing stringent security measures also enhances your client’s trust and confidence in your business, fostering long-term relationships and loyalty. Traditional communication methods such as email are no longer secure, and it is important that business owners follow best practices to reduce the risk of falling victim to a property scam to them and their clients.

6. Staff Retention and Wellbeing

We’ve talked a lot about the benefits to clients and the benefits to your business, but investing in technology has also been shown to have a positive impact on your team’s retention and well-being. By providing your staff with the tools and support they need to succeed, you create a supportive and empowering work environment. 

Modern tech facilitates collaboration, even when working remotely or across different branch locations. Easy, open communication, improved efficiency, and reduced manual tasks allow your team to focus on client interactions and higher-value aspects of their job, leading to increased job satisfaction, reduced stress and improved overall well-being.

So, what are you waiting for?

Upgrading your tech stack is essential for modern conveyancing businesses to stay competitive, meet changing client expectations, and support your team’s success. Conveyancers are blessed to have a myriad of tools and solutions available to them to tailor to their unique business needs. However you decide to do it, embracing modern technology will allow you to streamline operations, enhance your client experiences, and ultimately future-proof your business for continued growth and success.

If you’re looking to streamline your conveyancing workflows and leverage industry-leading integrations, to save you time and money, reach out to us today to book a demo of the Realtime Conveyancer platform. 

About Realtime

Meet Nicole King, Customer Success

Conveyancers spend their days juggling competing priorities and deadlines, so having the right tools and support can make all the difference. Nicole King is one of our passionate team members who understands firsthand the challenges faced by conveyancers. Nicole is a licensed conveyancer with a wealth of experience, and she’s here to champion your success.

Before she joined the Realtime Conveyancer, Nicole served as the Licensee of a large WA conveyancing firm in Perth’s north-east. Under her leadership, the agency was not only an early adopter of eConveyancing, embracing digital transformation, but also consistently ranked among the top transactors in Western Australia. 

In her role as a Customer Success expert, Nicole is focused on empowering conveyancers, and she’s committed to ensuring that your experience with Realtime Conveyancer is nothing short of exceptional. In her own words, Nicole shares, “We just want to empower the conveyancers, give them time back in their day and get Realtime to be a really great experience for them.” 

Realtime Conveyancer is designed to streamline your day-to-day tasks and processes, ultimately enabling you to work more efficiently. “It is a really stressful, hard job that conveyancers do,” Nicole acknowledges. “So we want to be able to give them a bit of flexibility, a bit of time back in their day, some time to actually advise their clients and deal with their clients, by using technology as a tool to give them that time back.”

Embracing technology can seem overwhelming, especially given that the conveyancing industry has been subjected to a plethora of changes in recent years. Nicole reassures, “It [change] doesn’t have to be a scary thing. It can actually help you bring efficiencies into your office, and technology, I guess, is the tool to help you bring your business forward.”

With Realtime Conveyancer’s cloud-based technology, conveyancers regain control over their time. Nicole highlights, “With Realtime, the technology gives them those efficiencies back into their day because it is cloud-based. You can use it anywhere, anytime, any device. That’s what people need.”

Nicole’s personal experience as a licensed conveyancer allows her to uniquely connect with the challenges of the modern conveyancer. Her true reward though is seeing the impact of Realtime Conveyancer’s technology on your experience. “I love seeing the excitement on the customer’s face when they learn something new,” she shares. “I guess it’s making a really hard job a little bit more fun and exciting. That’s really good and a really lovely feeling to have.”

At Realtime Conveyancer, we don’t just provide you with a piece of software. We’re here to work with you and support you every step of the way. If you’re ready to embrace technology and transform your conveyancing experience, we invite you to connect with one of our friendly team and discover how Realtime Conveyancer can empower you.

Client Spotlight

Client Spotlight on… Jackie & Marcus Liley, Personalised Settlements

In our first edition for 2024 of our Client Spotlight series, we’d like to introduce you to Jackie and Marcus Liley, the couple behind Personalised Settlements. Jackie and Marcus have been servicing the inner northern suburbs of Perth since Jackie founded the business in 1995. Since then, Marcus has joined her, and together, they have settled thousands of properties for WA home buyers and sellers. Personalised Settlements prides itself on being fiercely independent, with no financial affiliations with real estate agents, banks or finance brokers.

Since coming on board Realtime Conveyancer in 2023, they’ve been reaping the benefits of our innovative, cloud-based solution, implementing digital signing and paperless processes into their BAU. We chatted to Jackie and Marcus recently about business ownership, technology and efficiency in their business…

What inspired you to start your own conveyancing business?

Prior to establishing Personalised Settlements, I (Jackie) was working for one of the larger agencies in Perth. It was owned by a number of real estate agencies, who exerted too much control/influence over the settlement process. I opened my business so I could provide a more personalised service & focus exclusively on the client’s needs (not the agent’s).

What role does technology play in your business, and how does it enhance your service offerings?

Technology has a huge impact on the service we provide to our clients. Years ago, we posted all correspondence/documents to clients & urgent contact was by phone. Realtime’s integration with MS Outlook makes daily communication with all involved parties so much quicker & easier, and clients can respond at their leisure. Realtime also makes it easier for clients to sign documents via DocuSign.

In addition to making life easier for clients, the increased efficiency gives us more time to complete manual tasks. Realtime’s Task List is also a valuable workflow & quality control tool – only the other day, I thought to myself, “I can’t remember the last time we missed something in someone’s settlement.”

Can you share any unique strategies or approaches you’ve implemented to streamline processes and improve efficiency in your business?

We live by the KISS principle. The settlement process is overwhelming for many clients – contract/loan/mortgage documents, forms required by government departments, Duty & Tax implications – the list goes on. We try to simplify the process as much as possible. There is no point in giving clients a 25-page booklet regarding the settlement process – we just provide what they need when they need it.

How has the Realtime Conveyancer platform benefited you and your business?

Realtime gave us the flexibility to attend a wedding in Margaret River last Friday. As long as we can get access to WIFI or can hotspot to a phone, we can log in and settle from any location!

It is an honour to have Jackie and Marcus as part of the Realtime Conveyancer family, especially because we know that they conducted significant due diligence before deciding to make the switch to our software. Their open, collaborative and supportive natures resonate deeply with the core values of Realtime Conveyancer. Their commitment to these principles is evident in the way they generously share their knowledge and insights with industry peers, contributing significantly to the advancement of our entire field.

To learn more about Jackie, Marcus and Personalised Settlements, visit their website.

Media Releases

Realtime Conveyancer – Live in South Australia for Seamless Property Transactions

In case you missed our news? We’re thrilled to announce that Realtime Conveyancer officially went live in South Australia late in 2023! This exciting development marks a significant milestone in our journey to revolutionise the property settlement industry for conveyancers. 

As we embark on this new chapter, we want to take a moment to share what sets us apart as your premier conveyancing software partner and introduce you to our dedicated team (who you quite likely already know) on the ground in SA.

So, what makes Realtime Conveyancer the best choice for South Australian conveyancers?

At Realtime Conveyancer, our mission goes beyond providing cutting-edge conveyancing technology. 

We have a deep connection and genuine care for this industry. 

Every single person on our team is committed to your success. From our founder, Kylie Dillon, to our teams on the ground in SA & WA to our developers. We are all so genuinely passionate about empowering conveyancers just like you with the tools and support they need to thrive in today’s fast-paced property market. 

Our industry-leading features include:

  • Deep integration with PEXA, from opening workspaces and accepting invitations to uploading your financials straight from Realtime to your workspace.
  • Our unique Auto-Finance feature allows conveyancers to balance and re-balance their matters in seconds, making last-minute changes on the morning of settlement simple and stress-free.
  • Workflow automations allow you to spend less time catching up on where a matter is at and more time building relationships with your clients.

But what does this mean for your business?

  • Human-Centric Approach: We understand that conveyancing is not just about transactions; it’s about people. Our human-centric approach means we deeply care about your well-being and success. We’re here to support you every step of the way, making your journey smoother and less stressful.
  • Seamless Technology: Our platform is designed with you in mind, combining intuitive features, automation and market-leading integrations with PEXA, Stewart Title, Movinghub and more. In short, Realtime Conveyancer empowers you to settle more transactions in less time, reducing stress and increasing efficiency.
  • Proven Success: We’ve already seen hundreds of transactions successfully processed in South Australia using our platform (not to mention the tens of thousands of transactions that have also been settled in WA). Our clients tell us that our technology has made them happier, less stressed, and more productive. It’s not just about software; it’s about bringing the joy back into your conveyancing experience.
  • Local Expertise: With our dedicated South Australian team who have extensive hands-on industry experience, you can trust that our platform is finely tuned to meet the specific needs of the SA market. We understand the intricacies of South Australian property transactions and are here to support you every step of the way.

Let’s introduce you to our South Australian team

As part of our commitment to provide exceptional service to the South Australian conveyancing community, our SA team is comprised of Market Development Executives Jess Kolb & Renee Thomas, Chief Technology Officer Sunil Sanganbatte and eight members of our development team. Sunil is looking forward to meeting with Realtime’s users directly to hear their feedback and thoughts on the platform.

Jess Kolb has a wealth of experience, having worked in conveyancing and adjacent industries since 2007. Prior to joining Realtime Conveyancer, Jess held key roles at PEXA & Land Services SA. Jess is known for her exceptional kindness and genuine care for your success. From your first contact with Jess right the way through to your 1000th transaction and beyond, she’ll be there offering tailored support to ensure your transition to Realtime is seamless.

Renee Thomas is a seasoned professional with 18 years of experience in the conveyancing industry. Over the course of her career, Renee has spent 12 years as a Registered Conveyancer, working with various firms across South Australia. Renee’s unwavering dedication and extensive experience in conveyancing reflect her commitment to ensuring your journey with Realtime is marked by personalised service and a seamless transition that caters to the distinct requirements of your firm.

Welcome to the Realtime Conveyancer community, South Australia! We’re excited to be your partner on the journey to building a more efficient, less stressful conveyancing business. To see the platform in action, including amazing features like workflow automation, our unique Auto-Finance feature & integrations with industry-leading partners, you can book a personalised demo with our South Australian team.

For more information, visit our website.

Education

How to Engage Your Team in the Transition to a Paperless Office

The shift toward paperless offices in the conveyancing industry has become a necessity, driven by the need for greater efficiency, security, and sustainability. However, the success of this transition depends heavily on your team’s willingness and ability to adapt to these changes. 

We know that human beings are hardwired to resist change.  So naturally, you might find that you’re up against some opposition when introducing new processes or procedures into your office.

Remember that this resistance does not come from a place of defiance. Instead, it is often fear of the unknown, the ‘comfortableness’ of the norm (no matter how clunky or time-consuming that is) or even anxiety around what these changes might mean for your team’s jobs and workload.

So, if you’re considering taking steps to transition your business to a paperless office, here are some strategies to help bring your team along on that journey:

1. Communicate your vision for a paperless office.

Before introducing any changes, it’s essential to articulate a clear vision of why transitioning to a paperless office is beneficial. Understanding the bigger picture will help your team to recognise why the changes you’re introducing are so important (and also, ‘whats in it for them’).

Highlight how it will streamline workflows, reduce errors, enhance security, and contribute to a more sustainable workplace. Ensure your team understands that this transition isn’t about replacing them with technology but about making their jobs more manageable and more enjoyable. 

2. Involve your team from day one.

Include your team members in the decision-making process right from the beginning. You can do this in various ways, such as asking for their input on what digital tools and software to implement, how to implement certain changes and weighing up the pros and cons for different solutions. 

When your employees feel that they’re being listened to and that their opinions are valued, they’re more likely to embrace the changes wholeheartedly.

It’s important to note that if this collaborative process isn’t something that they’ve been involved in before, they may be apprehensive to contribute at first. Continue to ask for their feedback and encourage them to share their views. It won’t happen overnight, but your persistence will pay off. 

3. Provide adequate training.

Transitioning to a paperless office often means adopting new software and tools. Ensure that your team receives thorough training to build their confidence in using these tools effectively. It is likely that one-off training will not be sufficient, particularly if they’re learning whilst simultaneously managing a portfolio of properties.

Offer ongoing, regular training sessions and resources, including opportunities to provide feedback and ask questions. If you have the resources to do so, you might consider temporarily lightening their workload while they get a handle on the new systems and processes.

4. Highlight the benefits (for the business and them).

Emphasise the advantages of the transition. Paperless offices lead to reduced clutter, faster document retrieval, and improved accessibility to information, allowing your team to work more efficiently. Moreover, going paperless often results in cost savings, which can translate into better job security and potential salary increases.

Ensure your team is aware of both the benefits to the business as well as for themselves. You’ll have a far more difficult time trying to implement a change that only benefits your business compared to implementing one that also benefits your team.

5. Start small. It’s not a race to be a paperless office.

Begin the transition by digitising specific processes rather than overhauling the entire conveyancing process at once. For example, digitise your matter checklist (by using your workflow within Realtime Conveyancer) but retain the paper checklist for a period of time until your team is confident with the digital method. 

This gradual approach allows your team to adapt without feeling overwhelmed. It also offers the opportunity to gather feedback and make necessary changes based on what’s working and what’s not.

6. Foster a learning culture.

Encourage a culture of continuous learning within your organisation. Invest in your team and provide regular opportunities for them to attend workshops, webinars, or conferences. Empower them to seek out professional development opportunities that align with areas they feel they need assistance.

This investment in their professional development can boost their confidence when navigating the transition to a new digital working environment.

7. Offer support and resources.

Not everyone is going to pick things up at the same speed. Recognise that some team members may be more tech-savvy than others. 

Ensure that additional support and resources, such as training and software assistance, are readily available and that they know how to access them to address their concerns and questions promptly.

8. Create digital champions.

Identify those employees who are more ‘tech-savvy’. Empower them to become digital champions within your organisation. Often, you’ll find that your team will be more inclined to turn to each other for support rather than management, and these digital champions can serve as mentors for staff to lean on. 

9. Monitor progress, and don’t forget to celebrate successes!

Regularly assess the progress of the transition using both quantitative and qualitative measures. Consider things like time spent working on matters, employee and client satisfaction and cost reduction. 

It is also just as important (if not more) to celebrate achievements along the way. Acknowledging milestones and recognising the efforts of your team can boost morale and maintain their enthusiasm for the changes.

10. Be patient and genuinely encourage feedback.

Transitioning to a paperless office can be challenging, and it’s essential to be patient with your team as they adapt. They will take longer to complete tasks in the beginning as they get used to the new processes. Give them time to learn and adapt before making any more changes.

Encourage open and honest feedback to address any concerns promptly and make necessary improvements.

11. Lead by example.

As a leader, it’s vital to lead by example. Embrace the changes yourself and show your team that you are committed to the paperless transition. Share your challenges and openly communicate the steps that you take personally to overcome these challenges and embrace the changes.

Your enthusiasm and willingness to learn can inspire your team to follow suit.

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