Are You Documenting Your Transactions? Are you documenting correspondence so you still have the ability to 
open files right from your ONE pdf file for each client?
Protecting yourself, your documents, your correspondence is a MUST in our business. It helps to grasp a piece of an email conversation and you can also find an attached document at the click of a mouse if you use Outlook and Adobe Acrobat 9 PRO.
All those conversations that lead to "he said, she said" on that phone log just don't cut it. It's all HERESAY and does not grasp the conversation like the written word. No matter if I have a phone conversation with anyone involved in the transaction I will follow up with an email directly after reiterating our conversation.
Adobe Acrobat 9 Pro is great for just this task!
Organize your clients in to their separate folders (if you have not done so already and right click on the client folder you want to convert to PDF and click on "Convert Client to Adobe PDF" and save to your Client file on your PC. (Picture above)
~~~~~~~~~~~~~~~~~~
It will start the conversion and when finished open up to your PDF file with each email showing on the top ....
~~~~~~~~~~~~~~~~~~
Your emails with the attachments will show and you can highlight it and then open up the attachment from your pdf file.
~~~~~~~~~~~~~~
What a simple, easy and organized way to document, save and have ONE file to refer to all your emails ....AS WELL AS ALL THE ATTACHED FILES...... ready to open at the click of a mouse.
Celeste "Sally" Cheeseman is a Realtor-Associate® and Certified Residential Specialist (CRS) with Century 21 Liberty Homes in Mililani, Hawaii. With a sharp understanding that a listening ear is the key to a client's needs she serves the island of Oahu (Honolulu County) and all Hawaii Military Relocations, Hawaii Retirees, Hawaii Job Transfers and Hawaii Residents, Home Buyers and Sellers.
© 2007-2011 Celeste "Sally" Cheeseman's Hawaii Real Estate and Relocation Blog.
All rights reserved.
Wonder if this works as well with Thunderbird -- we do not use Outlook.
Sally - I will have to take a close look at this. From what you write looks very promising.
Woo Hoo, How are you? Hope all is well with the family. A great point here. Although I use a program for the MAC , the point is the same. We have to document, document and document some more. The easier and more organized we make it for access, all the better.
Have a beautiful Memorial Day ( Happy Memorial Day just doesn't seem appropriate ). I am going to our National Cemetery tomorrow. I am expecting that it will be beautiful with all the flags and the flowers out tomorrow to honor those that have given All!.
Hi Sally - You are one smart cookie!
If I had a nickel for every time in my law practice I tried to drill into my clients' heads to document everything and always send confirming emails after a conversation, I would be able to retire! I do this as a normal practice in my real estate business too, and I always say, "If this is not the way you remember our conversation, please correct me right away."
We always hope none of our transactions will wind up in litigation, but if they do and you have these emails that were never corrected by the other side, they will be deemed as a matter of law to be presumptive evidence that your interpretation was correct.
Sally, Thank you for the great tip about Outlook. I will try it soon.
There is also FOX READIT for pdf files which is just as good as adobe, a WHOLE LOT LESS MONEY and my favorite TAKES UP A WHOLE LOT LESS COMPUTER SPACE!!!
Barb: If you buy all those Fox software programs it would get costly as well. Adobe has all those and more... Maybe it's good for those that don't use all the tools...In any case, the best feature I like is being able to open the file and see all the emails up top...and which ones have attachments. Then I can click on that particular email and open the attachment I'm looking for.
My daughter is currently using Outlook and I'm thinking about it too. Top producer is just not working and keeping the large number of emails we are getting.
Sally -- more greata tips.. I am going to check this one out. Have a great memorial day weekend.