Starting out as a Transaction Coordinator (TC) can feel overwhelming, especially when juggling multiple properties and tasks. Should you organize by task or property? What’s the best way to track completed work? Here’s a breakdown of practical strategies to help you find a workflow that works.
1. Should I organize my day by task or property?
Ashley Brennan addresses this : It depends on your workflow, but many TCs find batching tasks by type to be more efficient. This way, you stay focused on similar actions instead of constantly shifting between different types of work.
2. How should I structure my day?
Ashley Brennan adds: A structured routine helps maintain efficiency and prevents things from slipping through the cracks. Here’s an example schedule:
First Hour – Get Organized
- Create a to-do list
- Review, file, and batch emails (start from the bottom of the inbox)
- Leave emails that require action open for follow-up
Batch Important Tasks (No Emails for One Hour!)
- Process new contracts
- Manage closings
- Handle option periods (Texas)
- Work on contingencies
- Conduct one- and two-week updates
- Ensure compliance
- Draft documents
After this, check emails at scheduled intervals and repeat the list as needed.
3. What’s the best way to track completed tasks?
A combination of tools works best:
✅ Checklists – Ensure nothing gets missed and track daily progress
📅 Calendars – Set reminders for deadlines and follow-ups
🗂 Email Folders – Organize tasks and quickly find important communication
4. Any additional tips for finding a rhythm?
- Stick to a schedule and minimize distractions
- Avoid constantly checking emails—set dedicated times instead
- Adjust your workflow as needed to fit your workload and priorities
Final Thoughts
Finding a good rhythm takes time, but batching tasks, using checklists, and scheduling focused work periods can make a huge difference. Experiment with different methods to see what works best for you!