Contract Management Portal

Background

Facilitating real estate transactions is a time-sensitive operation. Once negotiating parties agree, the contract team must act immediately to secure the deal. At Ten-X auctions, demand for this time-sensitive work often occurs in bursts.

Problem

Creating and managing purchase contracts at Ten-X was inefficient, with a mix of offline tools, disconnected data sources, and redundant steps.

Desired Outcomes

Process real estate contracts in less time
Digitize the offline process

Process

Conducted research and discovery to understand challenges faced by the contracting specialist. Through cross-functional workshops, stakeholder interviews, and listening sessions we identified major phases and tasks in the contract lifecycle.

Mapped process flows to build shared understanding with collaborators.

Each contract is a unique mix of documents

Collecting docs is time consuming
Need to manually stitch PDFs
Steps are often repeated because the contract grows with the deal

Loading to DocuSign is time consuming

Need to upload new doc each time content changes
Setting up signature tags is repetitive
Contact info gets out of sync
Signature status is buried and requires frequent page refreshes

Facilitated cross-functional workshop as a way of sharing learnings and collaborating with engineering in the design phase.

Day 1

Problem description
Lightning talks
Explore / experiment
Decision point

Day 2

Technical proof of concepts
Design prototype demo

Outlined future state highlighting the number of legacy tools and disconnected data sources.

Outlined information architecture of a contract in collaboration with engineering.

Proposed system design

Template system and live dashboard for managing purchase contracts

The goal isn’t always to present finished work, its to present work at the right time
Mike Monteiro

Sketches and wireframes along the way

Prototype

Visualized and communicated design vision throughout company

Final Designs

Results

Faster contract preparation: about 1/10th of the time
Positive user feedback: entire team adopted tool
Retired 3 legacy systems: reducing technical debt

Next Project: Pressure Ulcer Prevention