Systems!

Checklists.

The CRM I use allows the creation of checklists with staff assignments and dated events and inclusion of client and affiliates. The checklist becomes part of the exportable client record along with all phone calls, showing data, notes and emails.

In practice I have 3 checklists each for a buyer or seller. One is for precontract, the second is tranaction management, and the third closing up the file including the recognition and thank yous. 

I keep detailed notes on the front of each file and set up all important dates on my Outlook calendar, which I share with my teammate.  Honestly, though, I mostly keep it in my head...when there are a lot of balls flying in the air, I do take a few minutes each day to review where everything is just so nothing falls through the cracks.   

This may not be a politically correct answer, but I've done this for so long, my lists are in my head and when a sale goes into contract I just go into auto pilot with occassional reviews of my file to make sure nothing was missed.

A software and spreadsheet.

My assistant does that.

With checklists.

A very big, spreadsheet, and frequent meetings with the staff.

Annette nailed this one!

Evernote is a good tool and I use other cloud storage tools to keep me on track. Google calendars work well too and I have used Outlook before.

I write detailed notes on the front of my file.  Writing who and when is doing what.

I have used google calendar in the past but it's too tedious now. From the moment the listing or sales agreement was signed the date mapping could begin with notes and share-ability with all of the parties involved. Now it involves a no-tech checklist that has many similar qualities.

We wanted to make sure each client was treated with the same level of quality and nothing slipped through the cracks. So, we created checklists for our assistant to follow. A portion of her job is to make sure each transaction flows smoothly and she does each step. She updates us weekly on each and its progress.

I have a Google spreadsheet that has all of the major tasks in the columns and a separate row for each of my transactions.  That way I can glance at it quickly and see the high level status of all my transactions.

It is not the most efficient way to do it for most folks, but I keep everything in my mind. After I complete one task, or the series of tasks, I move on to the next.

I track the process by recording all phone calls, inspections, etc. in my daily planner.  If I haven't heard from the parties involved in the transaction, I usually follow up with a phone call at the end of the week.  Every transaction is different.  I also keep great notes in the file.