Technology lets us work more, smarter

When I started as a real estate salesperson at Barton & Ludwig back in 1978, things were fairly primitive by today’s standards. Yes, we were able to communicate, but no, it wasn’t always easy.

We did not have cellphones, so we often stopped the car to use a pay phone. I did get my first pocket pager around this time, so at least I knew when someone was trying to reach me. My broker had 20 offices scattered all over metro Atlanta, and one of the advantages of being licensed there was that I could stop in and use the phone in any office free of charge.

We did not have a computerized multiple listing service when I started. I was there when the first “acoustic coupler” was installed to communicate with the new MLS computer. It was very exciting. You had to dial the prescribed number, wait for a high-pitched squeal, then quickly push the phone into the foam cups and hope the thing would work.

We did not have fax machines. If a seller countered an offer, I had to drive to the buyer’s house, get them to initial the changes, and then deliver signed copies back to the seller, regardless of what time it was. It wasn’t considered safe to wait until the next day, because the contract did not become valid until signed and delivered to all parties.

When it comes to communications, things have changed for the better. Here are four programs that successful salespeople use every day to help their business run more efficiently:

1. PrimoPDF is a free software package that installs itself as a Windows printer, then allows you to convert any printable document into a PDF document. The great advantage of a PDF document is that it can then be e-mailed to a buyer or seller in any part of the world. The delivery occurs almost instantly. And then the recipient can open and print the document exactly as you sent it, all in a matter of seconds, at little or no cost.

The download is available free at PrimoPDF.com. If I need to send a signed contract to someone, I just scan the document to a PDF file, and it creates a perfect copy ready to attach to the next e-mail.

I knew technology had arrived several years ago when the Georgia Association of Realtors standard sales agreement included faxing and e-mail as an option for sending and receiving contract notices.

2. Skype is an Internet-based phone service that is owned by the folks at eBay. It can be found at skype.com. Skype allows anyone who registers to make Internet phone calls from computer to computer anywhere in the world for free. And it works remarkably well.

If the person you want to call doesn’t have a computer, or you would rather just call their phone, you can do that also, for a small fee. Calls within the United States and Canada are just over two cents per minute, and are usually very clear.

Skype has made it easier to stay in touch by phone, and also allows free chat and free file transfers. Just another miracle of the Internet age.

3. RingCentral is another Internet telephone service, but it can do some remarkable things that are very valuable to a real estate professional who wants to stay in touch. The Web site is RingCentral.com.

For example, subscribers can obtain a local Atlanta telephone number. When a call is received by that number, it can be forwarded immediately to ring your office, your home and your cellphone. Whichever one you answer first, that is the line that gets the call.

Also, this service can offer incoming callers a menu of options, then route the call to the appropriate person or department. In addition, you can set an important client’s phone number to follow you to a remote phone, so you never miss that person’s calls.

Calls can be screened, allowing you to decide if you want to accept the call. If not, the call goes to voice mail. And as a bonus, all accounts come with the ability to accept incoming faxes, allowing you to drop your dedicated fax line and perhaps avoid the need for a stand-alone scanner. All this can be done for as little as $10 a month.

4. Gmail is the final Internet service I will mention. It has literally taken over my life. I use it now for my e-mail service, my personal and business calendar, and it also maintains my contacts and personal address book.

I know there are other great software Web sites that are helpful to those of us in the real estate industry. If you would share your favorites with me by e-mail, I will reprint the best here. My address is InsideAdvice@gmail.com.

John Adams is a broker and investor. For more real estate information or to make a comment, visit Money 99. Find previous articles by John Adams and more home buying advice on the ajchomefinder mortgage center.