New builds can be a double-edged sword for transaction coordinators (TCs). On one hand, they’re often seen as “easy” because the builder handles many aspects of the transaction. On the other hand, they come with unique challenges that can throw a wrench in your well-oiled system. If you’ve ever felt frustrated or overwhelmed by new builds, you’re not alone. In this FAQ-style blog, we’ll address common pain points, provide tips for managing new builds more efficiently, and explore whether it’s okay to say no to them. Let’s dive in!
1. Why are new builds so different from regular residential transactions?
New builds come with their own set of rules, deadlines, and processes that differ significantly from resale homes. Here’s why:
- Builder Contracts: Builders often use their own contracts, which can be lengthy, complex, and filled with unique deadlines.
- Customization: Buyers may have customization options, which add layers of decision-making and deadlines.
- Construction Timeline: The transaction timeline is tied to the construction schedule, which can be unpredictable.
- Builder Control: Builders typically control the process, leaving less room for agents and TCs to influence timelines.
These differences mean you can’t rely on your standard checklists and email templates, making new builds more time-consuming to manage.
2. Am I doing something wrong if new builds feel overwhelming?
Not at all! New builds are inherently more complex and require a different approach. If you’re feeling overwhelmed, it’s likely because:
- You’re Adapting on the Fly: Each builder has unique contracts and processes, so you’re essentially starting from scratch every time.
- You’re Committed to Excellence: You’re going above and beyond to track deadlines and provide excellent service, which takes extra effort.
- You’re Still Learning: New builds have a steep learning curve, and it takes time to develop efficient systems for handling them.
The fact that you’re putting in the effort to manage new builds effectively shows that you’re doing your job well—it’s just a challenging part of the role.
3. How can I manage new builds more efficiently?
While new builds will always require extra attention, these tips can help streamline the process:
A. Create a Flexible New Build Checklist
- Develop a master checklist for new builds that includes common tasks and deadlines.
- Leave room to add builder-specific items as you review each contract.
- Use a digital tool like Trello or Asana to create customizable templates.
B. Build a Library of Email Templates
- Create a set of email templates specifically for new builds.
- Include placeholders for builder-specific details (e.g., “Builder Name,” “Customization Deadline”).
- Save these templates in a folder for easy access.
C. Communicate Early and Often
- Schedule a kickoff call with the agent, buyer, and builder to clarify timelines and responsibilities.
- Set up regular check-ins to stay updated on progress.
- Use a shared platform (e.g., Google Drive or Slack) to keep everyone on the same page.
D. Leverage Technology
- Use transaction management software (e.g., Dotloop or SkySlope) to track deadlines and store documents.
- Set up automated reminders for critical dates.
E. Learn from Each Transaction
- After closing, review what worked and what didn’t.
- Update your checklist and templates based on your experience.
4. Does anyone else feel the same way about new builds?
Absolutely! Many TCs share your frustration with new builds. While they’re often marketed as “easy,” the reality is that they require a lot of customization and attention to detail. Common complaints include:
- Time-Consuming Contracts: Reviewing lengthy builder contracts can take hours.
- Unpredictable Timelines: Construction delays can push back closing dates, creating uncertainty.
- Lack of Control: Builders often dictate the process, leaving TCs feeling sidelined.
You’re not alone in feeling that new builds are more work than they’re worth.
5. Can I tell my agents I no longer want to handle new builds?
Yes, you can—but it’s important to approach the conversation tactfully. Here’s how:
A. Be Honest About the Challenges
- Explain that new builds require significantly more time and effort than regular transactions.
- Highlight the impact on your ability to serve other clients effectively.
B. Offer Alternatives
- Suggest that agents handle new builds themselves or hire a TC who specializes in them.
- Recommend tools or resources to help agents manage new builds independently.
C. Set Boundaries
- If you’re open to handling new builds occasionally, set clear boundaries (e.g., limit the number of new builds you take on).
- Charge a higher fee for new builds to reflect the additional work involved.
6. How can I make peace with new builds if I can’t avoid them?
If saying no isn’t an option, here’s how to make new builds more manageable:
- Focus on the Positives: New builds often have fewer surprises than resale homes (e.g., no inspection issues).
- Build Relationships with Builders: Establishing a good rapport with builders can make the process smoother.
- Charge Accordingly: If new builds take more time, ensure you’re compensated fairly for the extra effort.
- Celebrate Small Wins: Acknowledge your progress and successes, even if the process feels tedious.
7. Final Thoughts
New builds may not be your favorite part of the job, but with the right strategies, you can manage them more efficiently and reduce the stress they cause. Whether you choose to embrace the challenge or set boundaries around handling new builds, the key is to find a balance that works for you and your agents.
Remember, it’s okay to feel frustrated—what matters is how you adapt and grow from the experience.