• Always check close dates, due diligence, and EMD deadlines first. Time-sensitive deals get your earliest response. 

• If working on multiple transactions at once, batching tasks and automating intake with OpenToClose and Google Workspace will save time and reduce task overlap. 

• Use a checklist or CRM to track which files need an update today, which are waiting on others, and which have an upcoming deadline. 

• Group Communication When Possible: If multiple files involve the same agent or team, batch your updates into one clean message with bullet points per property. 

• Schedule specific windows during the day (e.g., 10:00 AM & 2:30 PM) to send updates or respond to routine messages. 

• Set Response Expectations: Let agents or clients know when you’ll check back in 

“I’ll follow up with the title company and update you by 2 PM today”

• Even if there’s no movement, send a “just checking in” email every 2–3 days to let everyone know you're still watching the deal. 

• If you sense a delay or issue, communicate it proactively—agents love transparency more than surprises. 

• Use Consistent Subject Lines: Start each email with the address or file name (e.g., “123 Main St – Final Walkthrough Update”) so everyone stays oriented. 

• Always CC parties who need visibility (agent, admin, title, lender), but avoid overloading everyone unnecessarily. 

If you are dealing with unresponsiveness from any party, exhaust all methods:

• Email

• Text

• Call

• Leave a Voicemail

• Let your agent know that you tried all methods and did not receive a response

• Follow up at the end of your shift,  exhausting all methods