Category: Development

Are you a notary public loan signing agent looking to maximize your efficiency and profitability? A mobile office could be the game-changer you need. In this guide, we’ll walk you through building a mobile office, including vehicle selection, essential equipment, customization tips, and hacks to ensure your business runs smoothly on the go.

Why a Mobile Office?

A mobile office allows you to take your notary services directly to clients, saving time and increasing the number of appointments you can handle daily. Imagine printing documents right in the client’s driveway or having a dedicated workspace wherever you go. It’s all about efficiency and providing top-notch service.

Step-by-Step Guide to Building Your Mobile Office

1. Vehicle Selection:

• Type: Choose a spacious and reliable van, such as a Ford Transit or Mercedes Sprinter.
• Used vs. New: Opt for a used van to save on initial costs. Ensure it’s in good condition and suitable for customization.

2. Finding a Customization Shop:

• Search for: Van conversion companies that specialize in creating mobile offices or motor homes.
• Keywords to Google: “Custom van conversion,” “van life cabinets,” “mobile office van customization.”

3. Essential Office Equipment:

• Scanner: Secure a sturdy scanner on top of your setup to prevent movement during transit. Epson Scanner makes a really good one!
• Printer: Install a dual tray laser printer. Brands like Brother or HP are reliable and efficient for document-heavy tasks.
• Mounting Supplies: Use heavy duty Velcro strips to secure your equipment. These are great and super strong and easy to use!

4. Storage Solutions:

• Custom Cabinets: Install custom cabinets for storing essential office supplies such as binder clips, pens, paper clips, rubber bands, a stapler and extra paper.
• Drawer for Extra Supplies: Keep extra paper, toner, and printer drums in dedicated drawers to ensure you’re always prepared.

5. Power Setup:

• Battery and Inverter: Install a battery and inverter hardwired into the vehicle’s electrical system to power all office equipment efficiently. https://amzn.to/3APP3MI
• Rechargeable External Battery: Optional for added power security like a portable power station.

6. Comfort and Efficiency Enhancements:

• Swivel Seats: Ensure the driver and passenger seats can swivel to face the back, creating a comfortable workspace.
• LED Lights: Install LED lights for visibility during early morning or late-night signings.

7. Additional Features:

• Tech Integration: Integrate Apple CarPlay, Android Auto, or Amazon Alexa for hands-free phone use, GPS navigation, and media control.
• Marketing: Display your business logo and website on the exterior of the van to continuously market your services.
• Jump Starter: Keep a portable jump starter for emergencies to avoid downtime.

8. Efficiency Hacks:

• Preparation: Regularly restock supplies and check for shortages to ensure you’re always ready.
• Use of Time: Utilize the van as a true mobile office, performing tasks like printing, checking documents, and scheduling while on the go.
• Hiring Assistance: Consider hiring a driver, such as a responsible family member, to maximize your working time between signings.

Conclusion

Building a mobile office tailored to your notary public loan signing business can significantly boost your efficiency and profitability. By following these steps and incorporating the right equipment and hacks, you’ll be well on your way to providing top-tier service while maximizing your earnings.

Ready to take your notary business to the next level? Start building your mobile office today and experience the difference it can make!

Effective leadership requires a combination of skills and qualities that enable individuals to guide, motivate, and inspire others to achieve common goals and objectives. These essential and effective leadership skills include:

1. Communication: Strong communication skills are fundamental for leaders. They must articulate their vision, expectations, and ideas clearly and listen actively to their team members. Effective communication fosters understanding and collaboration.
2. Emotional Intelligence: Leaders with high emotional intelligence can understand and manage their own emotions and those of others. This skill helps in building strong relationships, resolving conflicts, and motivating team members.
3. Vision and Strategic Thinking: A good leader has a clear vision for the future and the ability to formulate a strategic plan to achieve that vision. They can set goals, prioritize tasks, and make decisions that align with the overall strategy.
4. Decision-Making: Leaders must make tough decisions, often with limited information. They should be able to analyze situations, consider various options, and make informed choices. Being decisive is crucial to moving forward.
5. Adaptability: In today’s rapidly changing world, adaptability is key. Leaders need to be open to new ideas, willing to change course when necessary, and resilient in the face of setbacks.
6. Empathy: Empathetic leaders understand the feelings and perspectives of their team members. They can connect on a personal level, show compassion, and consider individual needs and concerns.
7. Conflict Resolution: Conflict is inevitable in any group or organization. Effective leaders can address conflicts constructively, facilitating resolutions that are in the best interest of the team and the organization.
8. Delegation: Effective leadership skills include the ability to delegate tasks and responsibilities to team members, while trusting them to complete the work. Delegation empowers team members and allows leaders to focus on high-priority tasks.
9. Motivation: Leaders inspire and motivate their teams to achieve their best performance. This involves recognizing achievements, providing positive feedback, and fostering a culture of continuous improvement.
10. Accountability: Leaders lead by example and take responsibility for their actions and decisions. They hold themselves and their team members accountable for meeting goals and fulfilling responsibilities.
11. Problem-Solving: Effective leaders are adept at identifying and solving problems. They encourage creativity and critical thinking among their team members and actively work to find solutions to challenges.
12. Time Management: Leaders often have demanding schedules. Effective leadership includes time management skills that are essential for prioritizing tasks, meeting deadlines, and maintaining work-life balance.
13. Integrity: Leaders must be trustworthy and honest. Demonstrating integrity in all actions builds trust among team members and stakeholders.
14. Resilience: Effective leadership can be challenging, and setbacks are inevitable. Resilient leaders bounce back from adversity, maintain a positive outlook, and keep moving forward.
15. Team Building: Leaders should be skilled in building cohesive and high-performing teams. This involves identifying strengths and weaknesses, promoting collaboration, and fostering a sense of unity.
16. Innovation: Forward-thinking leaders encourage innovation and creativity within their teams. They are open to new ideas and embrace change as a means of improvement.

Remember that effective leadership skills are not about mastering each skill perfectly, but continually developing and refining these skills to suit specific situations and contexts. Great leaders are adaptable and always open to growth and improvement.

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Congratulations, you just got your first signing!

Now is when you set yourself up for success to ensure your first signing goes smoothly and provide your client(s) with a great experience. Positive feedback from signers, Title and Signing Services will be a crucial part of your self-advertising and using the following tips and tricks will practically guarantee your next job.

Read Your Instructions for a Successful First Signing

It cannot be said enough that reading your instructions will make or break your first signing. Do not skim the information provided. New policies and practices are introduced frequently in this industry and taking the time to confirm what is needed on each document(s) will only benefit you in the long run. Reading your instructions will also answer some of your most common questions: Print size, ink color, are witnesses needed, does your first signer need a copy, shipping instructions, etc.

Confirm with the Signer

First impressions matter and greatly influence the overall signing experience. Keep in mind, you are a stranger meeting them to notarize confidential documents. A professional conversation over the phone confirming the time, date and location of the signing gives you the opportunity to introduce yourself and go over any other important details. You have set the foundation for your signing relationship which will lead to a better overall signing experience for you and your first signer.

Review the Docs

This is your first closing or maybe it is a signing you have never done before. Either way, reviewing the docs before going to the table is always recommended. Taking this time to familiarize yourself with the signature and notarization requirements will limit the chances of something being missed during your first signing. You could even go so far as to tag the package with removable sticky notes to make the signing process simpler.

Come Prepared

Make sure your docs are printed according to instructions and you have all the supplies you might need as a notary. This includes your notary journal, notary stamp, additional acknowledgements and jurats, extra pens in both black and blue. Additionally, make a note of the correct contact numbers for title or the lender to have any questions answered at the table as well as the contact information for the company or service who hired you to conduct the signing.

Be Presentable and Professional

Going back to first impressions, not many would consider their attire in these kinds of situations. But, if you think about it, you are representing the title company, lender and even the signing service when you arrive to location. All of which are professional businesses that the signer has been in contact with frequently. This means they will be expecting the same in the representative sent to conduct their signing. Business casual or business dress is highly recommended to portray that level of professionalism.

Shake their hand, provide your business card and reintroduce yoursel. Then confirm you are in fact the notary sent to them and the person they spoke with on the phone. This provides reassurance to the signer when letting a stranger into their home and reaffirms the professional setting.

Stay on topic as much as possible, but do not fear a little small talk. Providing a comfortable and easy notarizing environment is beneficial both to you as a new notary and your first signer. Help them increase their productivity.

Review for Your Successful First Signing

We are all human and we make mistakes, even veteran notaries make errors. Give yourself enough time in your schedule to double check your work at the table. Collect any missing signatures, initials or information while you are still at location. This way you don’t need to return for a correction.

Do not hesitate to review your portion of the docs again as well. Ensure all your notary blocks are properly filled out and notarized to decrease the likelihood of a correction coming back.

The goal of any notary is to provide an enjoyable notarization experience for their signer. And then return accurate documents back to title. Remember you want to set yourself apart and end up being their go to notary. These steps are just a few that can be taken. It is on you to assure your first signing completes without a hitch and boost your confidence going into the next one. Set yourself up for success.

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No matter your profession or standing in a company, errors are things we all try to avoid.

Our goal as notaries is to send back a completed package with no errors so the transaction is approved with no delays. There are many reasons a document can be rejected by title including: Missing signatures, unclear stamp, incomplete notary block, etc… Here are a few steps to take to reduce the likelihood of errors or catch them before submitting to title.

TAKE YOUR TIME

This is going to be your most important step in reducing errors. To often we see notaries rush a signing to move on to their next closing causing signatures to be missed or items forgotten. Go over each document carefully, ensure there are no blank lines, and all signatures and notary requirements are met before moving on.

CHECK YOUR WORK

Take the time to review the package once completed before you leave location. This way any missed items can be corrected there at the table verses having to schedule another appointment and delaying funding or closing.

MAKE SURE YOUR STAMP IS CLEAR AND NOTARY SECTION IS COMPLETE

A document can be executed perfectly, but still rejected due to an unclear stamp. If your stamp is distorted or faded in any section where your information can be deemed illegible, strike a single line through that stamp, initial the correction, and re-stamp the document. All stamps must be legible on a scan and the original to be approved.

Ensure your notary section is filled out completely. There should be no blank lines on a document for the signer, the same goes for your notary section. We see many notaries who assume that their stamp is sufficient for the notary block but that is not the case for most title companies. To save yourself a possible rejection later, fill out the notary section in full.

INITIAL CORRECTIONS

Documents can be rejected for something as simple as a missing initial on a correction. No matter who makes the correction on the document, signer or notary, that party must initial the correction to verify that they were in fact the one who corrected it. This includes corrections to state/county in the notary section.

PRACTICE MAKES PERFECT

One of the best suggestions we can give you is practice.

Try to complete a few sample packages with a friend or family member so you can practice not only your table side manner, but signature placement and filling out notary acknowledgments. The more signings you conduct, the better you will be at executing a signing with little to no errors.

CONTACT YOUR SIGNING COMPANY

The signing company is a resource, not just the company that hires you.

Communication is key to understanding and solving problems at the table. Do not hesitate to contact your signing company so they can assist you with getting questions answered or going over a document you are not familiar with. It is better to ask questions than assume and have a correction later down the road.

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The hope and goal for any signing is a smooth transaction and a likeable signer. We all love these types of signings and cross our fingers for this kind of outcome every time.

But…. this is not always the case.

This article will address how to handle a rude or impolite signer properly and professionally.

First and Foremost, Stay Calm.

Keep in mind that they are more than likely not even upset with you as the notary and more with the situation. Real estate transactions can be a long and tedious process that can take anywhere from a few weeks to almost a year depending on the signer’s circumstances.

They are having to deal with multiple people from the lender to title all the way down to you, the notary. It is easily frustrating, and the smallest thing could be a trigger for impolite behavior.

Empathize with your signers.

We all want to feel heard, and our problems validated. A little empathy goes a long way to diffusing an upset client or atmosphere. You understand their position and why this is frustrating, lets find a solution or explanation for the problem.

Loop in Title or the Lender.

Often, the signer is upset over incorrect information or figures on their docs. Docs they have been negotiating and working with their LO on for months! Incorrect numbers when they finally see the light at the end of the tunnel can lead to a quick decline in the signer’s demeanor.

Offer to let them speak to their LO or title contact so any questions or incorrect information can be resolved quickly. Providing solutions to their problems and contacting the correct individual quickly goes a long way in decreasing tension at the signing table.

Do not force yourself to stay in a potentially dangerous environment.

An upset or rude customer comes in a variety of levels. While most can be diffused and the signing put back on track, there will be those few who are unwilling to work with you. Your safety should always come first, meaning if a situation continues to escalate and your attempts to help them or find a solution have not produced the desired result, excuse yourself and offer to reschedule at a later date. Contact title or the signing company who contracted you to explain the situation so they can address the signer directly.

These kinds of situations can be unpleasant, and they are never the types of signings we want at the end of the day. However, by using the above tips and trying to keep in mind their side of the story, practically any situation can be resolved where everyone leaves the table with a smile.

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What are two factors that we all share in our job as a mobile notary?

Travel and meeting New People

While these two things are par for the course for all notaries, our goal in this post is to provide a few tips and tricks to help you stay safe on the road and encountering new people in their home.

There is always a risk in going to a new location, but in following these few steps we are hoping to provide you with the tools and knowledge needed to keep you safe during your signings.

1. If you are able, always let someone know where your assignment is taking place and the general time it will take you to return
2. Make sure your phone is charged so you have the ability to contact someone in an emergency
3. We know this line of work can mean back-to-back signings with minimal opportunities to go home, so bring a mobile phone charger with you just in case
4. Share minimal details of your schedule with anyone you do not fully trust or know
5. All though a great concern for safety, we know it is frowned upon to keep your phone in Ring mode vs Silent or Vibration mode. We suggest one of the latter, only so you can make a quick emergency call if needed.
6. Make sure your car has routine maintenance to reduce possible breaks downs
7. Invest in a reliable GPS system or app for your smartphone so you are limiting the risk of getting lost
8. Make sure you are calling the signer to confirm- introduce yourself by full name, include a description of your car. This ensures the signer knows who and what to expect upon your arrival to location and decrease any potentially hostile encounters since you’re a stranger coming to their home
9. There is always the potential for a client to get upset. Handling the situation calmly and offering them the option to reach out to their title contact, or us, can go a long way in diffusing the tension and regaining control of the signing. Keep the contact on the phone till the signer is calm and a resolution or decision has been reached.
10. Your safety is priority number one, never keep yourself in a potentially dangerous or uncomfortable situation for a signing

Setting the Stage

While these few points do not cover all the potential situations you may encounter on the job, they lay a foundation for risk prevention and increase your awareness of possible situations to prepare for.

Sunshine has always put the safety and well being of our notaries first and we encourage all notaries to contact us with any potential safety issues or concerns so we can be another added safety measure.

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Sometimes we all need a reminder, but make sure you notarize as you go.

Make sure you have all of your I’s dotted and your T’s crossed before you go to a signing.

Stamp on Site

Remember, as they always say the customer comes first, but in reality, the law comes first. Not having everything you need for a signing can make you afoul of the law.

We’ve been made aware of too many notaries who are not notarizing on the go.

You cannot wait until you get home to stamp a document!

Not only is this just plainly unprofessional, it leads to a host of problems for the notary, including the fact it is illegal.

Additional Issues Arise for Those Who Don’t Notarize as They Go

Time and money. Two of the things most of us cherish.

But, if we don’t notarize as we go, we lose both.

Not only do we lose the time of having to go back to make the signing legal, we also have to waste the time of our signers, who are probably not going to be happy about it. And they will and do complain about it.

Time is money you could have used to perform another signing or a myriad of other things that are more important to you than fixing a signing.

And that same time is money as well, for our signers.

Error Rate Rises

To be the best, you have to do the best while making your signers feel comfortable and happy.

We’ve talked about how to be a go to notary before, and getting our signings right the first time is a big step in the right direction. It will even help you make more money.

Let’s face it. If your error rate goes up, the confidence your clients have in you wanes. Whether they are private clients, or a signing service such as ourselves, it moves you down the list of notaries they want to use.

Bad signings reflect badly on you, and will make your partners less likely to work with you in the future.

The Deadly Trifecta

Okay, this grew. I don’t know the gambling term for five.

Some things we never want:

• Wasted Time
• Wasted Money
• Wasted Effort
• Increased Error Rate
• A Lack of Faith from our Clients

So, please, don’t wait until you get home. Get your signings right and notarize on the go.

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We stand again in a revolution, but what are the new notary rules?

• Are we in the new wild west?
• Are the bars set today going to be the bars of tomorrow?
• Will the laws be consistent, or are we going to need to pull our hair out figuring every minute change?

Read More

As times change and mobile notaries look towards a new hybrid model, what does the new mobile office look like? Mobile notaries already know how to do business on the go, so what is needed to maximize efficiency in the online era?

How do we do so under the new notary model?

Much Stays the Same

The more things change, the more things stay the same.

Alphonse Karr – French Novelist

We still want to do business on the go, if possible. We all want to maximize our business efficiency, as well as profit. And we all would like to do so with the least amount of hassle.

So where do we start?

We all want to still maximize our gas efficiency by taking several simple steps. And we’d like to keep some semblance of a mobile office.

What’s in the New Mobile Office?

You may not have much of a change at all.

Most of us already have our laptops. Some of us already have vehicles with internet, though you don’t have to have a vehicle with internet as long as you have a recent smart phone. The fact is, most of us already have everything we need.

If your vehicle does not have wi-fi (mine does not), you can set your phone up as a mobile hot spot and connect directly to it. Of course, if it does, you can just connect directly to it.

Keep it Quiet

The biggest issue we may run into if we want to do a remote signing on the go is noise. It won’t do you any good if you are drowned out by traffic, trains, parades or just loud areas.

So the big question will be how you track down quiet areas within the route(s) you would normally take for your business. Hopefully a quiet place you won’t get interrupted in during your signing, be it a security guard or anyone else.

This may even be a place that is only quiet part of the day, but we may be looking at places like:

• Parks where you have an out of the way area.
• A quiet portion of a large parking lot, or maybe one at night where security won’t be there to interrupt.
• A rest area.
• Where your current mobile signing is. People are used to contractors doing computer work before or after a job.
• A friend or family’s home.
• Or anywhere else you can find that is nice and quiet.

New Equipment

With any new venture comes new equipment. A mobile office for online signings may not require much, but there are a few things you may want to look at.

1. Drop Cloth or Background – If we are in a vehicle, we may not want to advertise it. So we may want to use a drop cloth, or maybe a background that is a little prettier, behind us. Make it look like we are in a closed office, or maybe a beach in Hawaii.
2. New Light – If you end up doing a signing in the evening, or you surround yourself with a drop cloth, you are probably going to want to look into a light. Vehicle or laptop lights are great, but they tend to not provide that nice bright and even light you would have in an office. With LEDs, lights don’t use up much energy, so you can easily get one or two that will make the mobile office look like a static one.
3. Noise Cancelling Microphone or Headset – Let’s face it. This goes beyond mobile. Have we ever met any kind of office that is perfectly quiet all the time? Client communication is key. Ideally, we’d like them to understand us, and vice versa, just as well as if we were in person. Even a face to face at Starbucks. So a noise cancelling microphone or headset may be the best way to keep out unwanted noise. Just realize if you are twenty feet from the train tracks it won’t do much help.

Recently we were asked if we really should go mobile for online signings. And the answer was simple.

I may prefer to do a signing in the office, but I prefer money more than that.

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The world changes, we change with it. So, how does the notary create a new model for their business?

The Remote Revolution?

As a notary, and a small business owner, a large change in the landscape requires a change in business model.

Fortunately, as of now, it appears we have some time. Industry forecasts are now predicting remote notarizations to double by 2025, from 2020 numbers. That is not exactly the revolution many were expecting.

Make no mistake, it is coming. But, there will be bumps in the road. Webcams aren’t eyes, and it is bound to cause problems.

IDs can be tough enough. There may be a real push to require RealID for remote transactions. Originally intended for airline flights and sensitive government facilities, the requirements for it are already expanding.

The Mobile Revolution

Don’t forget, you’ve already been part of one revolution!

Mobile Notarization transformed an industry that had been static for hundreds of years. It completely changed the game. No longer did you have to travel to the notary, the notary traveled to you!

This not only allowed greater flexibility for those needing documents notarized, but opened a flood gate for a new generation of notaries. Notaries who now had the opportunity to make more money than their predecessors.

It even saved businesses that needed notaries money, as they were now able to streamline their process and increase their productivity.

What seemed at first glance to some to be a hassle ended up being a win win for everyone.

Remote Opportunities

It is easy to look at a situation and find negatives. It is another entirely to find the positives.

When many of us look at our industry, we think of mortgages. And rightfully so. It is the main source of income for not only notaries, but also notary services such as ourselves.

And it is easy to find ways the remote revolution may cost us. From full virtual closings to things like hybrid signings, it is normal to have some qualms.

But, so did notaries during the mobile revolution. And in the end, the reservations held were let go as the industry blossomed into a new era. One of both freedom for the notary, as well as the customer.

Those of us ready to re-tool our belt will find ways to thrive in a growing marketplace.

New Opportunities Mean New Income

Right now there are still a lot of signings that are static. And even more that never happen, as people just cross their fingers and hope it will all be well.

But, with the proper marketing and business development, the ease of online signings will bring new signing opportunities to the fold.

More competitive pricing will continue to squeeze static notaries, who are bound to onerous fees they can charge in most states. This is a big reason the mobile notary revolution happened and it helped notaries make more money.

Individuals commonly forego getting documents notarized that they should. From simple hold harmless agreements, private loans or IOUs among family members, and even simple agreements between neighbors for things like easement access.

And too often these people get bitten in the rear. Because they find the current process either too onerous or too expensive.

But, remote signings will make this both easier and price competitive.

Diversification Protects You

We say it all the time. Diversify, diversify, diversify.

We can’t tell you how many comments we’ve received over the years about us accepting more types of signings than mortgages. More types of signings than our competitors.

Why would you do that? It is stupid to accept signings that pay less then others. Why waste my time?

But, that is a large part of what made Sunshine Signing into who we are today. Diversification has allowed us to grow stronger even when an industry wanes.

While others floundered during the real estate crash in 2007, we ended up thriving because our business was not solely reliant on new mortgages and refinances. And while others faltered, when the market rebounded, we were able to acquire more business in that sector.

As the old adage says, “Don’t put all of your eggs in one basket.”.

Remote Notarization is Diversification

Even after the mobile revolution, static notaries still stand. And even after the remote revolution occurs, mobile notaries will do the same.

So, the question we need to ask ourselves is this?

How do I add robust online services to my existing mobile notary business?

• How do I capitalize on the slate of new signings?
• How do I make myself mobile and online at the same time?
• How do I turn this into an opportunity to make more money?

These are just a few questions we need to ask before we prepare our business for a new world.

And we will talk more about these topics in upcoming articles.

For example, what does the new mobile office look like?

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