Systems, contracts and admin have a bad reputation, in sourcing and in most other sectors too. But they're rarely what holds a business back. They're what let you take on more deals, earn more and grow without burning out.
In this Mini Compliance Over Coffee, Tina Walsh explained why working without them means every deal starts from scratch. She also shared the simple systems that save the most time, starting with one you might not expect.
Why working without systems isn't sustainable
When you're starting out, systems can feel like a luxury. Cash is tight, there are registrations to sort, and you're busy finding investors and deals. But as Tina puts it, confusion can kill your business.
Tina is known as the queen of compliance, and she's clear it belongs in every deal, with every seller and buyer. Without clear processes, it's easy to get caught out. Early on it can cost you even more, because investors can tell when you're unsure what comes next, and they won't work with you.
The fix doesn't need to be expensive. Tina's advice is to look for systems that are cheap and easy to set up, and that genuinely save you time.
Four simple systems worth setting up
A call booking system
The system that saved Tina's sourcing business the most time was a call booking system. Who'd have thought?
Arranging calls over Facebook or LinkedIn messages means endless back and forth about when you're both free. It keeps you tied to your laptop, and it isn't earning you any money.
A booking link fixes that. Sellers and buyers pick a slot that fits around your busy times, with no more messages needed.
The real value is in the questions you ask before the call is confirmed. Don't ask too many, but do ask some:
Sellers: where's the property, do they need a quick sale, and what's their position?
Buyers: are they experienced, do they already have a portfolio, and what are they looking for?
Those answers tick off part of your KYC and AML due diligence at the point of booking. They also filter out time wasters. If someone can't be bothered to answer a few questions before a call, they're likely to mess you about later.
A simple email funnel
When someone fills in an expression of interest form on your website, what happens next? Will you remember to email them every week with something useful, or will an automated funnel do it for you?
A basic funnel can send:
a short introduction to you and your business
examples of deals you've already found
a link to book a call
useful landlord information for your area
Plenty of email tools can do this, and they're relatively simple to set up. Once it's running, it takes a lot of pressure off your working day.
Templates for the things you do every time
Some templates are essential, such as your AML controls and procedures. But templates help with everyday jobs too, like a data capture form for sellers and another for buyers.
You could gather the details over the phone, but a form they complete themselves is better. They've entered the information, so nobody can later say you misheard or misunderstood. A simple Word document is enough to start.
Build it around the question Tina asks: what information do you actually need? Collecting only what you need matters for data protection too.
FAQ guides
Guides were the second biggest time saver in Tina's sourcing business. Sellers and investors are always asking questions, and many of them are the same ones.
List the key questions every seller asks you, then every buyer, and write your answers once. Share the guide upfront, or send it through your email funnel. Every question it answers is a phone call you don't need to make.
Write down your process for every new enquiry
When a new buyer enquiry comes in, what's the first thing you do? What happens after that? Write each step down, and follow it for every client, seller and buyer.
After a few deals you won't need to read it any more, because you'll know it. That consistency is what gives you the confidence to drive your business forward.
Compliance that lets you sleep at night
Tina never wanted to run a business that operated illegally or caused financial distress to anyone she worked with. Knowing you meet current standards means an inspection simply isn't a worry. That peace of mind is worth its weight in gold.
Discipline, not improvisation
"Fake it until you make it" might once have got people part of the way. Tina never worked like that, and she doesn't think it works any more.
Real flexibility means evenings and weekends off, and the work life balance you're after. What gets you there is discipline and hard work in the short term. The small systems you set up at the very beginning make the biggest difference later on.
Want support putting this in place?
Our Complete Sourcing Programme gives you the process and the paperwork, so you're not building either from scratch. The How to Property Source training covers finding and onboarding investors, sourcing and assessing deals, and packaging them professionally, with compliance built in. Alongside it, you get Data Protection and AML training with CPD certificates, and 20 legally required documents with templates and video training.
You won't be doing it alone, either. Your setup lives on a project board shared with our team, so every step of your training, registrations and review sits in one place. You'll also have direct support from us by call, email and Teams.
Find out more about the Complete Sourcing Programme
In this article
- Why working without systems isn't sustainable
- Four simple systems worth setting up
- A call booking system
- A simple email funnel
- Templates for the things you do every time
- FAQ guides
- Write down your process for every new enquiry
- Compliance that lets you sleep at night
- Discipline, not improvisation
- Want support putting this in place?
