Next-Level Digital Conveyancing Tools & Processes

The conveyancing industry is leading the pack with the widespread adoption of e-settlement, with NSW & Victoria enjoying the full benefits of digital processes.

This significant shift has positioned conveyancers to extend their reach beyond local areas.

Other benefits of digitalising settlements, such as increased efficiency and improved client experiences, have already been realised.

To truly stand out as a market leader, embracing digital tools that go beyond the mandated requirements is crucial.

This article explores how conveyancers can leverage advanced digital solutions to enhance efficiency, improve client satisfaction, and drive business growth.

The Current Landscape of Digital Conveyancing Tools

In Australia, e-settlement has become a standard practice, especially in New South Wales and Victoria, where it is fully implemented. Other states and territories are at various stages of adopting e-settlement, with the expectation that this will be a National norm by the end of 2025.

The digital transformation in conveyancing has brought many benefits:

  • Efficiency: Digital processes streamline settlements, reducing the time and resources required to complete transactions.
  • Accuracy: Automated systems minimise errors that are common in manual processes.
  • Accessibility: Digital tools enable conveyancers to work remotely and serve clients beyond their immediate geographic area.
  • Security: Enhanced security measures protect sensitive client information and reduce the risk of fraud.

These advancements have made the conveyancing industry a leader in digital adoption within the broader legal and property sectors.

However, while the industry as a whole is advancing, individual businesses must find ways to differentiate themselves to truly stand out.

In a competitive market, being the cream on the top requires continuous innovation and the adoption of advanced digital tools beyond those that are regulated.

Let’s deep-dive into feature-specific solutions.

Digital Signature Collection and Document Storage

There is no shortage of practical tools you can use. From advanced document management tools like DocuSign, Adobe Sign, to quickly and remotely request signatures on documents, and cloud storage platforms such as OneDrive, Google Drive and Dropbox – which are essential for efficient long-term document management.

These tools enhance efficiency, security, and accessibility, allowing conveyancers to manage documents seamlessly from any location.

Implementation Tips: Start by digitalising the most paper-intensive processes and gradually transition to a fully digital system. Training staff on these tools can also ensure smooth integration into daily workflows.

Communication and Collaboration

Platforms like Slack, Trello and Microsoft Teams facilitate seamless team communication and collaboration.

While some have specific functionality to allow collaboration with clients, such as Microsoft Teams, other solutions that work and are welcomed internally, fall short when used with clients. The complex, frequently confusing, reminders and notifications must be carefully considered when implementing internal tools with a wider audience.

Using Microsoft Teams for video calls for instance, can greatly improve client satisfaction by providing personalised long-distance relationships.

Automating Routine Tasks

Workflow management systems like Trello and Asana can automate routine tasks, especially when these are levelled up with automation tools such as Zapier.

Automation reduces the time spent on repetitive tasks, minimises errors, and frees up conveyancers to focus on high-value activities.

More than this, automating repetitive tasks also lifts the “cognitive fog” associated with a long list of mindless tasks that will be tackled “later”. A clearer head leads to greater productivity.

Implementation Tips: Identify repetitive tasks that can be automated, such as appointment scheduling or document reminders, and choose tools that integrate seamlessly with your existing workflows.

Starting on your automation journey can often be daunting. Attempting to address every aspect is like attempting to go from 0 to 100 in 2 seconds. Instead, look for ways to automate one task at a time, replacing just one step of your workflow. This will enable you and your team to become familiar with the new process, as well as to evaluate what should be next on the list.

Remember that moving a wall one stone at a time, eventually moves the wall. Trying to figure out how to move the wall in one piece – won’t!

Security Considerations for Next-Level Conveyancing Practices

Strong IT infrastructure and insurance policies now form the base level for any conveyancing practice to have in place. Clients and regulators will expect these minimum standards to be present.

Where you can differentiate your practice from others, lies in how you approach your duty of care towards your clients – past the regulated and mandated processes and systems.

The information required to start and complete property settlement transactions is both onerous and sensitive.

Imagine for a moment that the information were to fall into the wrong hand – birthdays, addresses, full names, council tax papers. Before long, these less than desirable will get their hands on children names through social media and crack passwords wide open.

Strong IT systems will certainly keep prying eyes away from your systems, but emails are a two-way system – and clients generally don’t consider their email security at home.

That’s why by-passing emails to collect client information and documents is the fastest and most efficient way to differentiate yourself from the competition.

Consider a system like Gatheroo, a secure & simple client portal, that not only by-passes insecure email systems, but also collates everything in one easy to follow dashboard, ready for you and your team to attack your daily workload.

Next-Level Conveyancing – Staying a Step Ahead with Continuous Adaptation

Staying informed about the latest digital trends and tools is crucial for maintaining a competitive edge.

By exploring and adopting advanced digital tools beyond the basic e-settlement requirements, conveyancers can significantly enhance their practice, improve client satisfaction, and establish themselves as market leaders.

Embrace these innovations to stay ahead of the competition and drive long-term success.

Try Gatheroo today, and start enjoying all the benefits that streamlined client information collection can bring to your practice.