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Winter is coming! But trust us, it’s no time to hibernate. While we might typically think of the spring months as the best time to clean and declutter, when it comes to your title production software, now is when you should be making sure you’re getting the most out of your system. After all, it’s the backbone of your operations, so keeping everything running smoothly is critical.
That’s why we're here with four tips to make the most of this time and keep your software in peak condition.
1. Know What You're Paying For
Think way back to when you first implemented your title production software—everything was shiny, new and full of potential. But as time passes and daily demands take over, it’s natural to forget about or overlook some of the powerful tools and features built into your system. Many users find themselves not utilizing everything they’re already paying for and missing out on features that could simplify their work. Now is also a good time to explore any ancillary services and products your software provider may offer that help simplify your closing process—and that you may not be using yet.
Scheduling time to speak with your title production software representative to review the services and features included in your current plan is a great first step. Your rep can help you explore common underutilized features, such as convenient automation add-ons or third-party integrations, that can reduce much of the manual data entry your team spends so much time on. They can also suggest upgrades or additional features that better align your software with your current business needs.
Trust us, even if you don’t use everything available, you’ll be glad to know what’s there when you do need it in order to maximize your return on investment.
Pro Tips if You Use SoftPro:
- Check out our Saved You a Seat webinars for tips and tricks you may not know about your SoftPro Select or SoftPro Standard software.
- Get up-to-speed on our most popular features and products, such as automation, integrations, the ClosingsLIVE portal, SoftPro Sign for eClosings, and SoftPro Banking for secure wire transfers.
- Take advantage of our industry-specialized Consulting Services for a more in-depth analysis. Whether you opt for hourly remote sessions or a multi-day onsite consultation, our experts will take time to review your workflows, analyze your processes and offer specific, targeted recommendations.
2. Update Your Software and Audit Your Processes
Okay, don’t let the word “audit” scare you! This doesn’t have to be complicated. After reviewing your current plan and features, the next step is to ensure you’re fully utilizing all available updates in your title production software. With new releases often introducing valuable enhancements and security features, it’s essential to stay updated. Start by confirming that your software is on the latest version to ensure you’re benefiting from the newest tools and features and that your documents are compliant with RESPA/IRS regulations.
Once you’ve verified that your software is current, review the latest updates and enhancements. These might include features that streamline data entry, support new integrations or improve security—features you could be missing if you’ve fallen behind on updates.
After familiarizing yourself with any additions, look at your processes with a fresh perspective to identify areas where these tools could save time or reduce steps. Small adjustments, like automating certain repetitive tasks (more on that below) or adjusting workflow settings, can have a big impact.
Pro Tips if You Use SoftPro:
- Contact SoftPro Support to make sure you’re running the most current version of your software and taking advantage of the newest features and security updates.
- Consider utilizing our Annual Software Maintenance, which not only provides regular, automatic updates to your software but gives you unlimited access to our award-winning customer support team.
3. Implement More Automation
After auditing your processes and ensuring you're utilizing all available features offered to your team, the next step is to explore opportunities for automation. This allows your software to handle routine actions—like data entry, document generation and order tracking—without the need for repeated manual input. The result? Your team is free to focus more on spending time with clients or resolving complex issues.
With built-in automation tools, many title production platforms can manage steps such as generating pre-closing letters, updating order status based on title or escrow changes, or triggering task reminders as documents are published. Automating these types of processes reduces the risk of human error while also ensuring a consistent pace, even during peak times.
And for an additional layer of efficiency, consider how Artificial Intelligence (AI)-based tools can complement your automated workflows. While not strictly automation in the traditional sense, AI can help analyze complex documents, identify discrepancies, and provide quick summaries of data or information, further boosting your team’s productivity.
Pro Tips if You Use SoftPro:
- Check out SoftPro’s Title and Escrow Automation section to explore the powerful automation features available in your software.
- Download our e-book, “How automation can help you become your customers' superhero,” for an overview of implementing more automation into your day-to-day operations.
- For insights into the basics of AI and examples of how to harness it for your title company, check out our recent blog posts:
4. Use Slower Winter Months for Training
We all have finite time, attention, and energy, so why not use the quieter winter months to focus on something that’ll pay off big when it gets busy again? Investing in staff training now will ensure your team is fully equipped to make the most of your title production software when the workload ramps up.
This is the perfect time to dive into those underused features or explore new tools. Refresher courses or in-depth tutorials can also help your team become more familiar with key functions they may not be taking advantage of as much day-to-day but could streamline processes when things pick back up.
You might also consider appointing internal “champions” for each department. These leaders can become go-to resources for troubleshooting and best practices. This creates a peer-support system that encourages ongoing learning.
Pro Tips if You Use SoftPro:
- SoftPro offers a variety of educational resources, from free monthly webinars to personalized web-based or on-site training options to meet your needs. Whether through interactive Web-Based Training sessions that fit your team’s schedule or a more personalized On-Site Training program where a SoftPro expert tailors the program specifically for your office, there’s something for everyone.
The Bottom Line
Using the winter months to optimize your title production software is a smart way to set your business up for success in the new year and beyond. By understanding what you’re paying for, auditing your processes, implementing more automation, and investing in staff training, you can ensure your team is ready to hit the ground running when business picks up. SoftPro is here to support you every step of the way. Unlike other software companies, we view the sale as the beginning of our relationship, not the end. Whether you need guidance, consulting, or training, we’re ready to help. Contact us today!
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