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As director of career development for one of the largest real estate firms in the Northeast, Gail Sweetman has a lot of agents to look after. And one of the biggest components of that task is providing the right technology—technology that allows agents to operate more efficiently and more effectively.

Sweetman has played various roles in the real estate industry for more than 20 years, and joined William Raveis Real Estate, Mortgage and Insurance 10 years ago. Heading up special projects for Raveis, she signed on with zipLogix to provide zipForm® to the firm’s more than 3,600 agents, located in 108 offices throughout the Northeastern states. Seven years later, the decision continues to be a good one.

“We are a forward-thinking company that loves being on the cutting-edge of technology,” says Sweetman. “We wanted to give our agents a tool to streamline the paperwork process and bring it to the 21st Century. We have used zipForm® since 2008 and have added in zipForm® Plus with zipVault®. Some agents use zipForm® Mobile with Touchsign® and zipLogix Digital Ink®.”

Through its online library, zipForm® allows agents to have quick access to many of the necessary forms from select REALTOR® boards and associations. Sweetman has customized the library by also adding in the specific forms Raveis agents use on a regular basis, such as Exclusive Right to Sell, Exclusive Right to Represent, Agency Disclosures, and many more.

According to Sweetman, zipForm® allows agents to be more efficient, and thereby, conduct more business. “The product is easy to use and saves the agents time by reducing the redundancy of paperwork,” she explains. “They simply have to fill in the information once and they’re done. Clean and clear paperwork makes for easy reading and less work. All the paperwork is conveniently located and accessible in one spot.”

Using zipForm® paves the way for increased business by allowing agents to conduct business on-the-go. As Sweetman explains, agents no longer have to make a special trip to the office to pick up forms or carry burdensome paperwork with them. Forms can be completed online, then simply emailed or faxed directly from a computer or mobile device.

“The mobility of the program allows agents to work anywhere they have Internet access,” Sweetman continues. “It truly makes the agents more mobile and cuts the timing down significantly. The re-entry of data is eliminated. The guess-work of ‘Have I filled out that form?’ is eliminated. It helps the agents stay more organized.”

Sweetman shares one of many examples: An agent was on vacation when she heard from a buyer she had been working with who was finally ready to make an offer. While her husband manned the wheel on their road trip, the agent used her mobile device and zipForm® to create the offer and send it to the buyers for their signature, who then sent it back signed and ready to go. The agent then promptly presented it to the seller’s agent, and was able to put the entire deal together while she was in the car.

“No one even knew she wasn’t in the office,” says Sweetman. “She didn’t miss a beat and everyone was happy. She got the deal done.”

Raveis took things a step further and conducted a survey among their agents to gather feedback on zipForm® and its related products. Some of the many comments included:

• “I am blown away by this simple tool provided to agents. I now sit and wonder how I ever got by without it!”

• “zipForm® is the most significant improvement in my day-to-day workflow to come along in years.”

• “I have been saving my forms and templates on my PC for years, and now it’s all in one place. Accessing a client’s documents has never been easier. And I can do it from anywhere!”

• “The zipForm® program has made my life as a REALTOR® easier—and it makes me look so professional. No more messy, handwritten contracts.”

According to Sweetman, the success of zipForm® and its related products is a reflection of modern consumers. “Today is a fast-paced world. People want and expect things instantly,” she says. “zipForm® enables our agents to keep up with consumer demands.”

Perhaps most importantly, zipForm® gives Raveis agents an advantage in the marketplace. “The ease of use and mobility of the product helps our agents stay ahead of the curve in competitive situations. It’s also helpful with international and out-of-state clients. You can instantly email the documents to them for their signature. No matter where the agent is, they can prepare the documents to get the deal done.”

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