Title Examiner Workflow Map

In this article, we’ve created a starter Title Examiner Workflow Map that you can use to start planning out your product/service delivery and we’ve outlined a few examples of experiments that you can run in your Title Examiner role.

Ready to get started? Download the Workflow Map template or get in touch to discuss how a workflow coach could help you fast-track your business improvement.

Systems & Processes for Title Examiner

The path towards better systems and processes in your Title Examiner role starts with mapping out your most important business processes. Being able to see your business processes laid out visually helps you to collaborate with your team on how to improve and grow. By repeating this collaboration process, you’ll develop a culture of continuous improvement that leads to a growing business and streamlined systems and processes that increase customer & staff experience.

To help you start mapping out your processes, we’ve developed a sample flow for a Title Examiner Workflow Map that you can use with your team to start clarifying your processes and then run Business Experiments so you can build a better business.

Workflow Map For A Title Examiner

1. Initial client request: The first stage involves receiving a client request to examine a property title for a real estate transaction. This can be through various channels such as email, phone call, or online form submission.

2. Gathering property information: The title examiner collects all relevant information about the property, including its address, legal description, and any additional details provided by the client.

3. Research and document retrieval: In this stage, the title examiner conducts thorough research to retrieve all necessary documents related to the property, such as deeds, mortgages, liens, and easements. This may involve accessing public records, online databases, or contacting relevant parties.

4. Examination and analysis: The title examiner carefully examines the retrieved documents to identify any potential issues or discrepancies that may affect the property’s title. This includes verifying ownership, identifying encumbrances, and assessing the property’s legal status.

5. Title report preparation: Based on the examination findings, the title examiner prepares a comprehensive report summarizing the property’s title status. This report includes a detailed analysis of any identified issues, potential risks, and recommendations for resolving them.

6. Client communication: The title examiner communicates the findings and recommendations to the client, either through a written report or a face-to-face meeting. This stage involves explaining complex legal concepts in a clear and understandable manner to ensure the client is well-informed.

7. Issue resolution: If any title issues are identified, the title examiner works with the client and relevant parties, such as lenders, attorneys, or government agencies, to resolve them. This may involve negotiating with stakeholders, obtaining necessary documentation, or initiating legal proceedings if required.

8. Title insurance coordination: In many real estate transactions, title insurance is essential to protect the buyer and lender against potential title defects. The title examiner coordinates with the client, insurance companies, and underwriters to facilitate the issuance of title insurance policies.

9. Final review and approval: Once all title issues are resolved and necessary documentation is obtained, the title examiner conducts a final review to ensure the property’s title is clear and marketable. This stage involves meticulous attention to detail and adherence to legal requirements.

10. Delivery of final title report: The title examiner delivers the final title report to the client, providing them with a comprehensive overview of the property’s title status, any resolved issues, and the recommended course of action. This report serves as a crucial reference for the client during the real estate transaction process

Business Growth & Improvement Experiments

1. Name: Implementing automated title search software
Description: This experiment involves investing in and implementing advanced software that automates the title search process. This software can efficiently analyze and extract relevant information from various databases, reducing the time and effort required for manual searches.
Expected Outcome: The expected outcome is a significant reduction in the time taken to complete title searches, leading to faster turnaround times for clients. Additionally, the accuracy and reliability of the search results are expected to improve, minimizing errors and potential legal issues.

2. Name: Outsourcing non-core tasks
Description: This experiment involves outsourcing non-core tasks, such as data entry, document preparation, or customer support, to external service providers. By delegating these tasks to specialized professionals, title examiners can focus more on their core responsibilities and enhance their productivity.
Expected Outcome: The expected outcome is increased efficiency and productivity as title examiners can dedicate more time to critical tasks. Outsourcing non-core tasks can also lead to cost savings, as external service providers may offer competitive rates compared to in-house resources.

3. Name: Implementing a customer relationship management (CRM) system
Description: This experiment involves adopting a CRM system specifically designed for the real estate industry. The CRM system can help title examiners manage client information, track communication, and streamline the overall customer relationship management process.
Expected Outcome: The expected outcome is improved customer satisfaction and retention. A CRM system can enhance communication, enable personalized interactions, and provide timely updates to clients, resulting in a more positive customer experience. Additionally, the system can generate valuable insights and analytics, enabling title examiners to make data-driven decisions and identify potential growth opportunities.

4. Name: Offering online title ordering and tracking
Description: This experiment involves developing an online platform or integrating with existing real estate portals to allow clients to order and track title searches online. This digital solution can streamline the ordering process, reduce paperwork, and provide real-time updates to clients.
Expected Outcome: The expected outcome is increased convenience for clients and improved operational efficiency. By offering online title ordering and tracking, title examiners can attract tech-savvy clients, reduce manual data entry, and minimize errors. This experiment can also lead to faster turnaround times and enhanced customer satisfaction.

5. Name: Conducting regular training and professional development programs
Description: This experiment involves organizing regular training sessions and professional development programs for title examiners. These programs can focus on enhancing technical skills, staying updated with industry regulations, and improving customer service and communication skills.
Expected Outcome: The expected outcome is a more skilled and knowledgeable workforce. Regular training and professional development can improve the quality of title examinations, reduce errors, and enhance customer interactions. This experiment can also boost employee morale and job satisfaction, leading to increased productivity and employee retention

What Next?

The above map and experiments are just a basic outline that you can use to get started on your path towards business improvement. If you’d like custom experiments with the highest ROI, would like to work on multiple workflows in your business (for clients/customers, HR/staff and others) or need someone to help you implement business improvement strategies & software, get in touch to find out whether working with a workflow coach could help fast-track your progress.

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