Survey coordination is a vital aspect of property transactions. From ensuring accurate boundary delineations to uncovering potential encumbrances, surveys play a pivotal role in safeguarding property rights and providing peace of mind to buyers and lenders alike. Yet, it often becomes an afterthought, overshadowed by the myriad of other pressing closing tasks.
The demands of coordinating with real estate agents, buyers, sellers, and lenders leave less room for devoting ample time and resources to survey coordination. That’s where the survey coordination vendor comes in – offering the option to outsource survey coordination to specialized professionals.
In this blog, we explore the benefits of using a survey coordination vendor and help you determine if this partnership aligns with the goals and requirements of your title company. Whether you are a small, medium, or large title company, the information provided here will equip you to make an informed decision regarding survey coordination outsourcing.
What is a Survey Coordination Vendor?
These specialized service providers take charge of managing the entire survey workflow. From promptly assigning the right surveyor for each project to overseeing the survey’s progress, they handle it all.
By providing these services, land survey coordinators help streamline the surveying process, enabling title companies to focus on their core competencies and deliver exceptional services to their clients.
But is employing a survey coordination vendor the right move for your title company?
Assessing Your Title Company’s Needs
Assessing the need for a survey coordination vendor requires a comprehensive evaluation of your title company’s expertise, workload, cost implications, and geographical requirements. By carefully considering these factors, you can make an informed decision that aligns with your title company’s goals.
Analyze the Expertise and Skills of Your Team
Evaluate the expertise and skills of your in-house team in managing surveys. If your staff lacks specialized knowledge and skills or is stretched thin due to other responsibilities, a survey coordination vendor could bring focused expertise to the role. Ask yourself the following:
- Do our team members have strong communication skills to liaise effectively with surveyors?
- How well do our team members understand the legal requirements and regulations related to survey coordination in our operating areas?
- How experienced are our team members in handling various types of surveys, such as boundary surveys, ALTA/NSPS surveys, or topographic surveys?
- Are our team members capable of interpreting survey reports and addressing any discrepancies or concerns?
Measure Survey Request Volume
Determine the average number of land surveys your title company requests on a monthly or annual basis and assess whether your survey coordination needs fluctuate over time. Understanding your survey volume will help gauge whether your in-house team can handle the workload efficiently or if additional support is necessary. Ask yourself:
- Do we have the capacity to handle fluctuations in survey demand during peak periods?
- Are we still able to provide excellent customer service while managing the current survey workload?
- Are there any delays in processing surveys due to a high workload?
If your company experiences seasonal spikes or inconsistent survey demand, a survey coordination vendor’s flexibility could be advantageous in handling variable workloads.
Determine the Cost Implications of Survey Coordination
Analyze the cost of maintaining an in-house survey coordination team, including salaries, benefits, training, and equipment. Compare these costs with potential fees associated with outsourcing to a survey coordination vendor. Ask yourself the following:
- How much does it currently cost us to manage survey coordination in-house, including staff salaries, and other related costs?
- What are the potential long-term cost savings of using a survey coordination vendor, considering the impact on overall efficiency and customer satisfaction?
- Can we allocate the time savings from outsourcing survey coordination to other areas of the title company that need investment?
- Have we considered the costs required to manage survey coordination in different geographical regions? (See below)
Conducting a thorough cost analysis will help your company make an informed decision about whether outsourcing to a survey coordination vendor aligns with your financial objectives and offers a cost-effective solution for enhancing your survey management processes.
Geographical Requirements
Do you process many files out of your region? Some states have their own requirements. Ask yourself the following questions:
- Do we handle transactions in rural areas or regions with unique land characteristics that may necessitate the use of specialized surveyors?
- How far are we willing to extend our geographical reach for survey coordination?
- Are there any limitations or challenges in coordinating surveys in certain locations, and how can we address these potential obstacles? (i.e. in Hawaii some properties need boat transportation to access properties which can be costly)
📖 Read More: Why is a Land Survey So Important Before Closing?
Benefits of Using a Survey Coordination Vendor
Many title companies are turning to survey coordination vendors for specialized support. Partnering with a reputable survey coordination vendor offers several benefits that can elevate the efficiency of title operations. Below are some key advantages that title companies can gain by utilizing the services of a survey coordination vendor:
Access to a Large Network of Qualified Surveyors
Survey coordination vendors often collaborate with surveyors across different regions, enabling them to provide nationwide survey coverage. This is especially beneficial for title companies handling properties in multiple locations, as they can rely on the vendor’s extensive network to cover various geographic areas.
With a well-established network, survey coordination vendors can swiftly assign surveys to the most suitable surveyors in their pool. This results in faster response times and quicker survey scheduling, expediting the overall survey coordination process.
Streamlined Communication and Workflow
By taking charge of survey coordination, vendors free up title company personnel to focus on their core tasks, optimizing the overall workflow. This allows the title company to enhance productivity and devote more attention to providing exceptional customer service and building strong relationships with clients and partners.
Beyond improving customer and partner relations, the extra time and resources gained through streamlined workflow can be channeled into business growth and expansion strategies. Title companies can explore opportunities to expand their market presence, develop new services, or invest in advanced technologies that further enhance their operations.
Scalability and Flexibility
Vendors can handle varying volumes of survey requests, making them ideal for title companies with fluctuating workloads. Title companies often experience fluctuations in survey requests, with busy periods during peak real estate seasons and slower times during market lulls. By leveraging the services of a survey coordination vendor, title companies can ensure that their survey coordination needs are met, regardless of the varying workload.
During busy periods, when survey requests surge, vendors can quickly ramp up their resources to accommodate the increased demand.
Conversely, during quieter periods, when survey volumes are lower, vendors can scale down their operations accordingly. This flexibility prevents title companies from overstaffing or investing in unnecessary resources, optimizing cost-effectiveness.
Communication and Updates
Throughout the surveying process, the coordination service acts as a communication hub between the title company and the surveyor. They facilitate regular updates and maintain a consistent flow of information to ensure everyone stays on the same page. By maintaining a consistent flow of information, they reduce the likelihood of miscommunication and minimize the risk of misunderstandings or errors that could impact the transaction.
In addition to relaying the survey’s progress, the coordination service is readily available to address any queries or concerns from both the title company and the surveyor. This open channel of communication fosters a collaborative working environment, enabling quick resolution of any issues that may arise during the survey coordination process.
Key Considerations When Choosing a Survey Coordination Vendor
Reputation and Track Record of the Vendor
Explore Vendor Capabilities: Research survey coordination vendors and assess their capabilities, services, and reputation. Do they provide the type of surveys you need?
📖 Read More: What Kind of Land Survey Do I Need?
Look for vendors with experience in the title industry, a strong network of surveyors, and a proven track record of delivering quality results.
Integrations
If your company uses a closing software like Qualia, RamQuest, etc., having your closing software as an integration option with their service will allow all relevant information to be centralized in one location.
Flexibility in Handling Different Types of Surveys
Certain properties or transactions may require specialized surveys based on specific circumstances or legal requirements. Some clients may need boundary surveys for standard residential properties, while others may require more complex surveys, such as ALTA/NSPS surveys for commercial transactions. A vendor with flexibility can efficiently handle the varying needs of different clients.
This eliminates the need for title professionals to seek multiple vendors for specific survey types, streamlining the coordination process and reducing administrative burden.
🎧 Learn More: What Title Professionals Should Understand About Land Surveys
Key Takeaway
By assessing your title company’s specific survey coordination needs and challenges, you can make a well-informed decision about whether employing a survey coordination vendor aligns with your business goals.
Whether you are a small-scale title agency looking to optimize your survey coordination or a larger firm seeking to enhance your operations, entrusting this piece of your due diligence to a specialized coordinator can help you can focus on your core responsibilities, ensuring smooth closings and delivering top-notch service to your valued clients. Let the survey coordination vendor handle the intricacies while you enjoy peace of mind and newfound efficiency in your title company operations.
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