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Executive Protocol

Client Listing Preparation Protocol

A streamlined, automated workflow designed specifically for Paula, our CEO. Built to ensure flawless execution and total team alignment before every critical client listing meeting.

Aragone & Associates

Interactive Workspace

Visualize your SOP, edit in real-time or create custom checklists.

Workflow Definition

Build your SOP step by step.

33 nodes

Stage: 72 HOURS BEFORE THE MEETING
Task: Send intake reminder to the agent to confirm property address, seller name(s), proposed listing price, and commission terms.
Task: Pull county records to verify property details such as owner name(s), year built, property description, and HOA status.
Task: Verify HOA information if applicable such as association name and fees.
Task: Verify property tax information.
Task: Begin drafting the Exclusive Right of Sale Listing Agreement using the terms provided by Paula.
Task: Prepare Seller Property Disclosure, Lead-Based Paint Disclosure if the property was built before 1978, HOA or Condo Disclosure if applicable, and Broker Relationship Disclosure.
Task: Request before-and-after listing photos, marketing visuals, and neighborhood highlights from the digital editor in Argentina for the listing presentation.
Task: Check vendor availability for photography, video, drone services, or staging consultation that may be scheduled once the listing agreement is signed.
Task: Compile the Comparative Market Analysis (CMA) and verify that pricing data reflects current market conditions and comparable sales.

Stage: 48 HOURS BEFORE THE MEETING
Task: Review and finalize the Listing Agreement and disclosure documents.
Task: Upload all drafted documents to the client record in Follow Up Boss (CRM).
Task: Organize the Listing Agreement, disclosure documents, CMA report, presentation materials, and marketing assets in the shared meeting folder.
Task: Send drafted documents to Paula for internal review and approval.
Task: Prepare or update the listing presentation deck with property overview, CMA data, neighborhood insights, marketing strategy, and Aragone & Associates team introduction.
Task: Ensure the listing presentation follows Aragone & Associates branding and formatting standards.
Task: Follow up with the digital editor to confirm visual assets have been delivered.
Task: Upload visual assets to the shared folder and verify files are clearly labeled and organized.
Task: Update the task tracker in Asana or the shared tracker with the progress of meeting preparation.
Task: Draft a short pre-meeting summary for Paula with key property details and seller background.

Stage: 24 HOURS BEFORE THE MEETING
Task: Confirm all listing documents and disclosures are prepared and ready for signature.
Task: Verify that the meeting folder contains the Listing Agreement, disclosure documents, CMA report, listing presentation, and visual assets.
Task: Test all shared links and document access permissions in Google Drive and Follow Up Boss.
Task: Send Paula a meeting brief with seller name, property address, meeting time, meeting location or Zoom link, key talking points, and the link to the meeting folder.
Task: Send a confirmation email to the seller with the meeting date, time, location or virtual meeting link, and a brief overview of the meeting purpose.
Task: Ensure the listing presentation is finalized and shareable as a Google Slides link or PDF.
Task: Confirm all visual assets are correctly embedded in the presentation deck.
Task: Prepare digital or printed backup copies of the listing documents and presentation in case of technical issues.

Stage: DAY OF THE MEETING
Task: Send Paula a short morning summary with the property address, meeting time, seller name, and quick access to all documents and presentation materials.
Task: Confirm meeting logistics such as calendar entry, meeting location details, or Zoom link functionality.
Task: Remain available via Slack or WhatsApp for any last-minute document requests or information needed during the meeting.
Task: After the meeting confirm the outcome with Paula and gather any notes regarding the seller’s decision or next steps.
Task: Update Follow Up Boss (CRM) with meeting notes, listing status, and next actions.
Task: If the listing agreement is signed initiate the listing coordination process for marketing preparation, MLS entry, and photography scheduling.

Syntax Guide

Add Phases/StagesStage: Title

Add StepsStep: Label

Add Checklist TaskTask: Label

Add DecisionsDecision: Question?

Logic Paths (Indented)Yes: Action / No: Action

Example:
Decision: built before 1978?
Yes: Prepare Disclosure
No: Continue

Next Generation

AI Workflow Assistant

Soon you'll be able to generate complete SOPs and checklists with simple natural language instructions.

Coming Soon

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Checklist Ready

Use Phase: Title in the editor to group steps into a checklist.

Strategic Analysis

How This Workflow Saves Time & Keeps the Team Aligned

The strategic value behind our automated protocol.

Strategic Impact

English

This workflow organizes listing meeting preparation into a structured 72-hour timeline to ensure every task is completed in advance and nothing is left to the last minute. By breaking the process into clear stages, the Virtual Assistant can prepare documents, coordinate with team members, and gather marketing assets in a logical sequence that reduces errors and avoids unnecessary urgency.

The workflow also improves team alignment by clearly defining responsibilities and deadlines. For example, the digital editor in Argentina receives asset requests early, ensuring time zone differences do not delay the preparation of presentation materials. At the same time, Paula receives organized updates and meeting briefs rather than multiple scattered requests, allowing her to focus on client relationships and strategic conversations.

Using tools such as Follow Up Boss and Asana ensures that tasks, documents, and communication remain centralized and transparent. Team members can easily track progress, access files, and understand their responsibilities without constant follow-ups.

As a result, Paula enters each listing meeting fully prepared with drafted agreements, organized disclosures, updated market data, and a complete presentation. This structured approach reduces last-minute stress, improves collaboration across the team, and helps maintain a consistent and professional experience for every potential listing client.

Impacto Estratégico

Español

Este workflow organiza la preparación de una reunión de listado en una línea de tiempo estructurada de 72 horas para asegurar que cada tarea se complete con anticipación y que nada quede para el último momento. Al dividir el proceso en etapas claras, el asistente virtual puede preparar documentos, coordinar con el equipo y recopilar activos de marketing en una secuencia lógica que reduce errores y evita urgencias innecesarias.

El workflow también mejora la alineación del equipo al definir responsabilidades y plazos de forma clara. Por ejemplo, el editor digital en Argentina recibe las solicitudes de activos visuales con suficiente anticipación, lo que evita que las diferencias de horario retrasen la preparación de la presentación. Al mismo tiempo, Paula recibe resúmenes organizados y actualizaciones clave en lugar de múltiples solicitudes dispersas, lo que le permite enfocarse en las relaciones con clientes y en decisiones estratégicas.

El uso de herramientas como Follow Up Boss y Asana permite que las tareas, documentos y comunicaciones se mantengan centralizados y visibles para todo el equipo. Esto facilita el seguimiento del progreso, el acceso a archivos y la claridad sobre las responsabilidades de cada miembro.

Como resultado, Paula llega a cada reunión de listado completamente preparada, con contratos listos para firma, datos de mercado actualizados y una presentación profesional organizada. Este enfoque estructurado reduce el estrés de último momento, mejora la colaboración del equipo y asegura una experiencia profesional y consistente para cada posible cliente.