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Forms and Paperwork |
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| " Paperwork " We shudder at the mere
mention of the word. A word that brings to mind hours of tedious, mind
boggling frustration. A frustration that is magnified when you're working
on the largest transaction of your career.... |
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You burst into the resource
room, while your clients wait for you in the lobby. You need to
obtain the one special addendum that will hold your transaction
together. You rush over to the ominous black forms drawers.
Running your fingers down the cold metal rows, you absorb each label
into your subconscious, eliminating it's contents from your quest.
Alas, you locate the desired drawer; the cradle of the document that
insures your success. You glide open the drawer, only to be
catapulted into a paralyzing shock... the drawer is void of any
contents what so-ever! Dazed, you hardly notice the floor coming
up to greet you as your knees give way. Your body coils into a
semi-fetal position,
Small, warm tears flow
quietly.... |
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Ok, So it's not that bad... especially when you have a
forms and paperwork system in place like we do here at the Champlin Park
office! But our "paperwork system" only works if EVERYONE
understands and follows
it!
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Paperwork Island Located in
our central resource room, you will find our 240 drawer "paperwork
island". A multi-functional island, that provides us with more
than just an excellent pot-luck buffet counter. These drawers
are home to an essential array of forms, contracts and marketing
materials.
Marketing materials on the south
(PC) side. Purchase agreements, contracts and disclosures on the
north side. |
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| Drawer
Index On top of the island you will find a 3-ring binder
labeled "Drawer Index". This index an
excellent answer to the question: "What drawer is it in?"
If you have any suggestions as to the naming or
indexing of the drawers, please let Beryl know. |
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Re-File /
Re-Circulate Bin Each year, our
office consumes ten's of thousands of dollars in paperwork and
marketing materials.
We ask that you re-circulate your un-used
materials, by placing them in the wire basket, located on top of the
island. Our staff will then take the time to re-file them back
into circulation. The environment thanks you for your support! |
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"The System" |
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Our system
is very simple and EXTREMELY SMOOTH. If everyone follows this
system, we will NEVER end up with empty paperwork drawers. It's
when someone takes a shortcut, that we end up with empty drawers and
frustrated agents...and staff!
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Within each drawer, you'll find a
healthy supply of its contents.
Life is good! |
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| THE NOTIFICATION SLEEVE
About 20 sheet up from the bottom, there is a plastic sleeve with the
actual form, and a PINK 1/2 sheet of paper.
On this pink sheet is; the drawer number along
with the following verbiage:
"When you've reached this
master copy, please give it to Beryl for reordering."
This is the KEY to our system! |
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If you are the one to reach this
Notification Sleeve: DON'T IGNORE IT! PLEASE REMOVE THIS
PLASTIC SLEEVE AND PUT IT IN BERYL'S MAILBOX! YES there are
more of the forms you desire below this sleeve, however it is
imperative to let Beryl know that the drawer needs to be restocked!
PLEASE DO NOT JUST TAKE ANOTHER FORM FROM BELOW
IT, WITHOUT PASSING THE THE NOTIFICATION SLEEVE ONTO BERYL! |
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| Our system fails when someone does not
follow through. They think that because no one is looking, they
can just take one more form from below the notification sleeve.... they
can't take the extra 5 seconds to walk (sprint) 15 feet and place this reminder
in Beryl's mailbox. |
| Let us know if you have
any questions. ENOUGH SAID.... THANK YOU! |
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SHRED IT CONTAINERS
Located in the main Resource Room
These are for sensitive documents ONLY!
These are NOT for general recycling.
Please do not put whole files, folder and all,
into these bins as we are charged by the pound! Only papers with
confidential information.
Staples, paperclips and computer hard drives are
not a problem. It will all be totally destroyed.
IMPORTANT: The office DOES NOT
have a key to these containers! |
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Once you put something in...
it's gone for good. |