1. Map the current journey
Follow a typical deal from first paperwork to archive. Record where documents originate, which teams touch them, what gets checked, where copies are created and which gaps cause the most chasing.
2. Define the first Deal File structure
Choose a manageable set of deal types and document categories. Agree naming, ownership and which requirements change according to finance, part exchange, distance sale or other relevant conditions.
3. Configure roles and responsibilities
Decide who creates files, uploads documents, closes tasks, performs reviews and maintains configuration. For groups, separate site responsibilities from central oversight and test access with representative users.
4. Pilot with real work
Run a controlled pilot with a small team and live or representative deals. Observe where staff hesitate, which requirements are unclear and whether mobile or email capture would remove friction. Update guidance before wider launch.
5. Measure and improve
After launch, review incomplete files, overdue tasks, support questions and workflow opportunities. Introduce automation only after the underlying process is understood, and keep a named owner for configuration changes.
Discuss your implementation