How do you keep up with all that paperwork"?? Do you find yourself carrying files back and forth from the office to the car to your house"?? And, how do you keep up with all the"?records and"?documentation needed to cover your assets"?? Oh, the challenging world of real estate!"?

No matter how long a real estate agent has been in the business, most share the above mentioned challenges."? Experience may help, but then again, it may not."? Experience teaches you what you should be doing, should be keeping, should be documenting; but, doesn't necessarily mean that the more experienced agent is doing, keeping, and documenting."? Why"?? The answer most agents give to that question is, "I'm too busy."? It is a lack of time."

If you were to check many closed files, you would find various documentation systems - scribbled notes on scraps of paper, notes written on paper sacks"?and even napkins, and lots and lots of yellow sticky notes."? If you have ever tried to rebuild the series of events and happenings in a closed transaction using scraps of paper and sticky notes..... well, need I say more?

So what is the answer"?? How can you"?handle the daily business details and regularly document in a well-organized way"?? The answer is to use a system that works for you.

The hardest part of a system is designing it!"? Once you have it in place, it is easy to duplicate and keep."? When thinking of a system for any area of your business, it is important to keep it simple and usable."? If you make your system too complicated or too hard to work, then you won't do it and you are no better off than before.

One system I have suggested when consulting with brokerage firms and their agents is a daily system that involves a notebook."? Yes, I know it is old-fashioned since it is not designed using technology alone, but it seems to work for most."? It works for those who don't use technology and it works for those who do use it, in conjunction with the technology."? I happen to be a "hybrid" - I use technology such as a contact database, TREO phone, e-mail, etc."? But, I like a paper system for documentation purposes because I am not always at my computer and I don't want to try to put all my notes into my TREO."? But, as I said, a system has to work for you."? It has to be a system that fits your practices and procedures."?

My notebook documentation system was designed to eliminate the need to carry files back and forth from office, to auto, to home."? Almost all of the information an agent needs is included in the forms of the system, therefore no need to carry those files everywhere."? Also, there is room for documentation of conversations."? When the transaction closes, the documentation is pulled from the notebook and included with the closed file along with all other forms of documentation such as e-mails and faxes.'If a system like this one is used,"?the closed file has documentation in an easy to follow format and it is the same method used in all files, which makes a stronger case regarding information recorded."?

For a list of items to be included in the Notebook Manager System, please visit my website, www.RhondaHamilton.com, which has the list."? It is a free download and is available for you to get ideas regarding how you might design your own system."? http://www.rhondahamilton.com/real_estate_forms.htm"? or http://www.rhondahamilton.com/pdf/Organizational%20Notebook%20System%20Instructions.pdf

Using this system along with a trunk file will be very helpful to you in keeping up with the daily details of running your real estate business."? A trunk file keeps copies of forms that you may need when you do not have access to the forms electronically or any other way."? These would be forms such as state agency disclosure forms, one-time showing forms for FSBO showings, or any other forms that you might need on a moment's notice."?

So, here's to the challenging world of real estate!"? Happy Systemizing!

Rhonda Hamilton is a professional speaker, author and consultant. For more information regarding her services or to read other articles written by her, visit her website at www.RhondaHamilton.com.