05/23/2025 - From Contract to Close: Streamlining the Path to Smooth Closings

On this Live Process Mapping Call, the team walked through the contract-to-close process using a real-world example from Jim’s operations. Key topics included communication best practices, transaction coordinator responsibilities, HUD review accuracy, and strategies for managing seller relationships and post-closing follow-ups.

The session focused on live process mapping, using Jim’s contract-to-close workflow as a guide. Facilitated by David Cowling and Derek Coffey, participants were encouraged to engage actively. Joe Leun emphasized addressing communication gaps that jeopardize contracts, highlighting the importance of tracking due diligence and closing dates.

Key responsibilities for the transaction coordinator (TC) were discussed, including scanning contracts and CRM updates. The CEO’s role in mailing earnest money was also noted. Regular seller communication—especially post-attorney engagement—was stressed to reduce seller anxiety. The group clarified TC and Dispo responsibilities for property access and communication once a buyer is secured.

Issues with HUD review accuracy and the need for better training were highlighted. Joe shared his client review strategy: asking after positive experiences or post-closing, while stressing the importance of timing and gauging satisfaction. He noted the need for improved client resources, particularly for owner-occupants.

Post-closing steps included CRM updates, confirming fund receipt, and sending celebratory messages. Seller urgency, slow responses, and Salesforce inefficiencies were recognized as key pain points. Derek recommended creating simplified resource documents and shared tools for clarity.

The group agreed on building separate process maps for each workflow to improve understanding. Sticky notes were suggested for timeline tracking, and participants were encouraged to request shared resources from the call.