Congratulations on welcoming a new agent to the team! You want to make sure this person has the tools to succeed in your brokerage. If you don’t have an onboarding checklist for your firm, consider creating one. Having a checklist standardizes the onboarding process and lowers the risk of missing a step. Having one can also help you delegate tasks; your firm isn’t relying on you every time someone signs up. Here are some items to consider:
Confirm licensing and training
Make sure your new agent is up to date on licensing and relevant training. Keep a database or file to note when each agent’s credentials expire. If you require the agent to complete any courses, have a system in place to keep track of when the agent has completed them.
Discuss rules and paperwork
Do you have your agent’s emergency contact information? Have you requested proof of car insurance or asked your agents to name you as an additional insured on their car insurance? Does the new agent understand and agree to your technology policies? Records retention policy? Code of conduct? General office rules? Independent contractor agreements? Safety and security policies?
Be sure to discuss all relevant policies and procedures with your agents and to have them sign all relevant paperwork. It may also be helpful to have the agents sign a document outlining the policies and procedures they have been given and documents they’ve been asked to sign to acknowledge their understanding of these documents and receipt of the same.
If using the Texas REALTORS® Independent Contractor Agreement (TXR 2301), require agents and associate brokers to sign a Statement of Understanding (TXR 2302) each year to confirm that they are adhering to rules outlined in such agreement.
Get connected
Ensure your agent can connect to all relevant software and services needed to adequately perform tasks for your clients and customers. This may include making sure that the agent can connect to the customer relationship management software, the applicable multiple listing services, and even the brokerage’s in-house Wi-Fi.
Assign a buddy
An existing agent or office manager with your brokerage can show the new agent around and be available to answer questions. While every brokerage is different, a point of contact will help the new agent learn the culture to onboard smoothly. Be mindful, though, that TREC rules require that when an agent performs any type of real estate brokerage activity for the first three times, the broker must require that agent to receive coaching and assistance from an experienced license holder competent for the particular activity.
Document bonus skills
Every agent brings different abilities and experiences to your team. If you ask your new agent to document any additional qualifications, you’ll know just who to ask if a unique situation arises. It could be helpful to your firm to be aware of foreign languages spoken, expertise in different fields, or specialized certifications.