Yesterday, I had the pleasure of speaking to another agent who reminded me how important it is for a Realtor to have a support staff behind them.

We discussed from the "Point of Sale" the required steps for a good closing! Working by yourself isn't too easy. In may cases processing is a full time job which requires several hours each day to send faxes,emails and follow-up telephone calls. Not many agents can do both.

The sole purpose for a Realtor in a competitive market is to sell. Their entire job is to concentrate on helping the next client. I can't tell you how many times an agent becomes too absorbed in a transaction, they forget to deal with another client. Since most transactions take 30 days or longer to close. It's easier for someone else to handle the work,allowing the agent to continue to do what we do best which is selling!

Here are steps we both felt were important for an agent's success in closing a transaction.

1-The Broker's Job:In many instances a Broker should be able to distribute leads,referrals or walk in's to the agents. A smart Broker, should be willing to pre-set appointments for their Realtors. In our opinion agents with less than two years experience need to learn how to properly use emails, phone,follow-up and contract writing. Don't take for granted what an agent knows or doesn't know. Training is critical.

2- The Offer: Once the client wants to write an offer, it's crucial to make sure the offer is written properly without mistakes. How many times have you received an offer that is incomplete? Prior to sending the offer, the Broker should make sure the agent explains options to the client, especially when it comes to "Low Ball Offers'. There is always a plan B. By explaining the steps to writing an offer to the client,it becomes easier for the client to become of the transaction.

3- Transaction coordinators: Without the proper staff to assist the agent many items can begin to "Fall Through the cracks". A good "Transaction Coordinator" is worth their weight in gold. The main purpose now for the agent is allowing the staff to begin working with all parties involved. Contacting the lender,inspections, appraisal, other agent should become the job of the coordinators.

4- Communicating the entire process to either the Buyer or Seller. In my opinion the agent has done their job, now it's up to the "support staff" to complete it. Having someone contact the client to tell them about inspection reports, appraisals,loan commitments and closing times is a very good idea. The amount of communication to all parties involved is extremely important.

5-Addendum's, Faxes,HOA Doc's, scheduling interviews: Is not the job of the Realtor,it's important that the staff coordinates with the Realtor the above mentioned. If an addendum or fax needs to be added, it's a good idea to have the coordinator execute the addendum in a timely manner. Leaving something for chance isn't an option,nor is doing something the next day.

6- Dealing with Title companies and lenders: We often find the coordinator knows the people who work in the title company and can convey what needs to be done more efficiently,the same goes for dealing with the lenders. Remember the lenders have "processors" as well, so it's easier for both parties too communicate rather than the Realtor.

7- Preliminary HUD-1 statements: Before going to closings we insist our Realtors go over a HUD-1 statement with the client, our coordinators are required to check the HUD-1 and the Broker signs off prior to the agent contacting the client.

Transactions aren't easy as they once were,having a team behind you in order for you to continue selling in between will definitely help you're actual closing ratio!

Joining an office with a support staff behind you is greatly appreciated by the client and in many cases the other Realtor involved.