Realtor Foundations: Roles, Responsibilities, and Daily Workflow

New course

12 pages

All courses > Professional courses > Realtor ::

Putting It All Together: A Realtor Daily Operating System

Capítulo 12

Estimated reading time: 10 minutes

+ Exercise

The Realtor Daily Operating System (DOS): One System, Many Checklists

Your Daily Operating System (DOS) is a repeatable way to run your business so nothing important depends on memory. It combines: (1) a pipeline view of every client’s stage, (2) a checklist library for the most common events, (3) a daily cadence for follow-ups and deadlines, and (4) templates so your communication is consistent and fast.

Think of the DOS as a “single source of truth” that answers three questions every day: Who needs me today? What is the next best action? What deadline could hurt my client if missed?

Core components

Pipeline stages (where each lead/client is right now)
Event-based checklists (what to do when a specific event happens)
Daily review (a short routine to catch deadlines and move deals forward)
Templates (emails/texts, call notes, file naming, task lists)
Metrics (simple numbers that show if your system is working)

Workflow Diagram Concept: From Lead to Post-Close

Use this pipeline as your master map. Every contact lives in exactly one stage. Your job is to move them forward or close them out cleanly.

lead → active client → under contract → closed → post-close follow-up

Stage	Primary goal	Key tasks that happen here	Exit criteria (move to next stage)
Lead	Identify fit and set an appointment	Log contact, tag source, quick qualification, schedule consult, send prep link	Consult booked and completed; client chooses to proceed
Active client	Execute the plan (search/market) and create an offer-ready path	Set expectations, set search/marketing plan, weekly updates, showings/feedback, pricing/strategy adjustments	Offer accepted (buyer) or contract signed with buyer (seller)
Under contract	Protect deadlines and keep parties aligned	Calendar all deadlines, daily check, coordinate inspections/appraisal/title, update client, resolve issues	Transaction funds and records; keys/possession handled
Closed	Deliver final details and documentation	Confirm closing logistics, final walkthrough, closing day checklist, store docs, request review	Client has what they need; file is complete
Post-close follow-up	Turn a closed client into repeat/referral business	Homeowner check-ins, vendor list, anniversary touches, market updates, referral asks	Ongoing nurture schedule is set

Checklist Library: End-to-End, Event-Based

Build these as reusable templates in your CRM/task manager. Each checklist should include: owner (you/assistant), due date rule (e.g., “same day,” “within 24 hours,” “3 days before closing”), and a place to paste notes.

1) New Lead Intake Checklist (first 15 minutes)

Create/confirm record: name, phone, email, preferred contact method, location, timeline, price range.
Tag and source: referral, open house, sign call, online, past client, etc.
Set stage: Lead.
Quick qualification fields: buyer/seller/both; urgency; motivation; decision-makers; any must-haves.
Compliance basics: note date/time of first contact and what was discussed (keep it factual).
Schedule next step: buyer consult or listing consult; send calendar invite.
Send prep message (template): what to bring, what you’ll cover, and how long it takes.
Create tasks: “Consult reminder (24h before)” and “Consult follow-up (same day).”

Practical example (task naming): LEAD - Smith, Jordan - Buyer consult scheduled - Tue 6pm

Continue in our app.

You can listen to the audiobook with the screen off, receive a free certificate for this course, and also have access to 5,000 other free online courses.

Or continue reading below...

Download the app

2) Buyer Consult Checklist (60–75 minutes total including prep)

Prep (10 minutes)

Review lead notes and source context.
Pull a quick snapshot of target areas (inventory range, typical days on market, common pitfalls).
Prepare a simple “next 7 days” plan you can personalize.

During consult

Confirm goals: location, budget comfort, timeline, non-negotiables, deal-breakers.
Define success: what a “great home” looks like and what trade-offs are acceptable.
Process map: show the pipeline stages and where they are now.
Set working rules: showing notice, response times, how decisions will be made.
Financing readiness: confirm pre-approval status and next step if not ready.
Search setup plan: what alerts they’ll get, how often you’ll review, how showings are requested.
Offer readiness: how quickly they can view, decide, and sign; discuss documentation needed.
Commitment step: confirm they want you as their agent and outline what happens next.

After consult (same day)

Update stage to Active client (if proceeding) or keep as Lead with next follow-up date.
Send recap message: goals, next steps, and what you need from them.
Create recurring task: “Weekly buyer update.”
Start buyer file: notes, pre-approval letter (if provided), ID of decision-makers, showing preferences.

3) Listing Consult Checklist (prep → meeting → follow-up)

Prep (30–45 minutes)

Confirm property basics: address, occupancy, timeline, reason for move.
Draft a net sheet range (conservative and optimistic scenarios).
Outline a launch plan: prep items, photo date, go-live target, showing plan.
Bring a “decision list”: price strategy, timing, repairs, showing rules, offer review plan.

During consult

Walkthrough: note condition, upgrades, and any red flags to address before photos.
Seller priorities: speed vs price, convenience, risk tolerance.
Marketing plan: what you will do and what the seller must do (cleaning, access, pets, etc.).
Pricing conversation: present ranges and how you’ll adjust based on early market feedback.
Timeline: prep week, photo day, go-live, first weekend plan, offer review approach.
Next step: agree on a decision date and what documents/info you need.

After consult (within 24 hours)

Send recap with recommended timeline and prep checklist.
Create tasks: “Prep vendors,” “Photo scheduling,” “Draft listing paperwork,” “Sign appointment.”
If proceeding, move stage to Active client and open listing file.

4) Offer Submission Checklist (buyer side)

This checklist is designed to prevent the most common offer errors: missing attachments, unclear terms, and missed deadlines.

Confirm strategy: price, closing date, concessions, contingencies, escalation (if used), possession terms.
Verify documents: pre-approval letter (correct name/address if required), proof of funds (if needed).
Write offer: fill all fields, double-check names, legal description reference, and dates.
Review with client: walk through key terms and “what happens if…” scenarios.
Signature check: all parties initial/sign where required; confirm time zone on deadlines.
Submission: send to listing agent with a clean email including summary bullets.
Log and calendar: offer expiration, response window, and follow-up time.
Client update: confirm submitted, when you’ll check in, and what to do if countered.

Offer email summary template (structure):

Purchase price:
Earnest money:
Closing date:
Contingencies (inspection/financing/etc.):
Special terms:
Expiration:

5) Pending Transaction Daily Check (under contract)

This is your “control tower” routine. It should take 10–20 minutes per active file each morning, plus follow-up blocks later in the day.

Deadline scan: what is due today, tomorrow, and within 3 days?
Party check: who is waiting on whom (client, lender, title, other agent, inspector)?
Document check: any missing signatures, receipts, amendments, notices?
Risk check: anything that could delay closing (repairs, appraisal timing, financing conditions)?
Client touch: send a brief status update if anything changed or a milestone is hit.
Next action: create one “move it forward” task per file (even if small).

Practical example (daily note format):

Date: Wed 9:10am  | File: 123 Oak (Buyer) | Stage: Under contract  | Next deadline: Inspection response Fri 5pm  | Waiting on: Inspector report  | Today’s action: Confirm report ETA + pre-book contractor quote window

6) Closing Week Plan (T-7 to T-0)

Closing week is where small misses create big stress. Use a countdown plan so you’re not improvising.

When	Checklist items
T-7 to T-5 days	Confirm closing date/time/location and who is attending. Verify lender/title have everything needed; ask “Anything outstanding?” Confirm utilities, insurance, and any HOA requirements (as applicable). Schedule final walkthrough window.
T-4 to T-3 days	Confirm repair completion documentation (if any) and re-check access. Send client “closing logistics” message: what to bring, funds wiring/cashier’s check rules, ID requirements. Confirm possession plan and key handoff method.
T-2 days	Reconfirm walkthrough appointment and checklist (what to test/verify). Confirm closing disclosure received/acknowledged (if applicable) and client understands cash to close. Check for last-minute changes: credits, prorations, amendments.
T-1 day	Do final walkthrough; document issues immediately and escalate if needed. Confirm funds delivery method and timing; remind client about wire fraud safety procedures. Send “tomorrow schedule” message with times and addresses.
T-0 (closing day)	Confirm recording/funding status and when keys can be released. Send congratulations + next steps: homestead/forwarding reminders, vendor list, where docs will be stored. Save final settlement documents to the file and mark stage `Closed`.

What Tasks Happen at Each Stage (Stage Playbooks)

Use these as your “default task bundles.” When a contact changes stage, you assign the bundle.

Stage: Lead

Same-day: log notes, tag source, set next appointment.
Within 24 hours: send prep message + confirm consult time.
Within 72 hours: if no response, attempt follow-up and set a future touch date.

Stage: Active Client

Set recurring weekly update (even if nothing changed).
Maintain a running “next 3 actions” list (client tasks, your tasks, third-party tasks).
After every key event (showing, feedback, price discussion): update notes and adjust plan.

Stage: Under Contract

Day 1: calendar every deadline and set reminders (today/tomorrow/3-day).
Daily: run the pending transaction daily check.
Milestones: inspection, appraisal, financing conditions, title/HOA, final walkthrough, closing logistics.

Stage: Closed

Complete file: final docs saved, notes finalized, key dates recorded.
Client care: send “what happens next” message and vendor/resource list.
Business: request review and referral in a professional, low-pressure way.

Stage: Post-Close Follow-Up

Set touch plan: 1 week, 1 month, 3 months, 6 months, 1 year (adjust to your style).
Log homeowner details: move-in date, preferred vendors, future plans.
Send periodic value: maintenance reminders, neighborhood updates, equity check-ins.

How to Run the DOS Each Day (Simple Daily Cadence)

Time block	What you do	Output
Morning (30–45 min)	Pipeline scan + deadline scan + choose top 3 outcomes	Today’s priority list and scheduled follow-ups
Midday (60–90 min)	Lead follow-up + consult scheduling + active client touches	Appointments booked; clients moved forward
Afternoon (30–60 min)	Under contract coordination + document/admin batch	Fewer loose ends; updated files
End of day (10 min)	Update stages + notes + set tomorrow’s first task	Clean pipeline; no “where was I?” tomorrow

Templates and File Setup: Make the System Fast

Your DOS becomes sustainable when every repeated action has a default template. Create a small set first, then expand.

Minimum viable template set

Lead intake note template (fields you always capture)
Buyer consult recap email/text
Listing consult recap email/text
Offer submission email summary
Under contract weekly update message
Closing week logistics message
Review request message
Post-close check-in message

Simple file naming convention (example)

Pick a consistent pattern so you can find anything quickly.

[ClientLastName]_[AddressOrArea]_[Type]_[YYYY-MM-DD]

Examples:

Smith_123Oak_Buyer_2026-01-19
Garcia_DowntownCondo_Listing_2026-01-19

First 30 Days: Action Sequence to Build Consistent Habits

This plan focuses on installing the DOS, not perfecting it. Your goal is consistency: same steps, same places to store things, same follow-up rhythm.

Days 1–7: Build the skeleton (setup and defaults)

Create your pipeline stages: lead → active client → under contract → closed → post-close follow-up.
Build the checklist library: create the six checklists in this chapter as templates.
Set up files: one folder structure for buyers, listings, and pending transactions.
Create your minimum templates: consult recap, offer email summary, closing logistics, post-close check-in.
Calendar your daily cadence: morning review, follow-up block, admin block, end-of-day update.

Days 8–14: Practice the moves (scripts and repetition)

Practice consult flow: run a mock buyer consult and mock listing consult with a friend; time it.
Practice offer submission: fill out a sample offer packet (blank forms) to learn where mistakes happen.
Run daily pipeline drills: each morning, pretend you have 10 leads and decide next actions.
Refine templates: shorten messages until they’re clear and easy to send.

Days 15–21: Install the weekly rhythm (sustainable pace)

Choose weekly anchors: one day for lead generation/admin cleanup, one day for client updates, one day for learning/practice.
Set recurring tasks: weekly active-client update; weekly post-close touches batch.
Define “inbox rules”: when you process email/text notes into your CRM and tasks (at least once daily).
Track two metrics: number of new conversations and number of consults booked (simple and actionable).

Days 22–30: Stress-test and tighten (make it real)

Audit your pipeline: every contact has a stage, next task, and next follow-up date.
Run a full simulation: lead intake → consult → offer submission → under contract daily checks → closing week plan.
Fix friction points: anything you “keep rewriting” becomes a template; anything you “keep forgetting” becomes a checklist item.
Lock your non-negotiables: morning review, weekly updates, and end-of-day notes update.

Now answer the exercise about the content:

Which approach best matches the purpose of a Realtor Daily Operating System (DOS)?

You are right! Congratulations, now go to the next page

You missed! Try again.

A DOS is a single source of truth that combines pipeline stages, event-based checklists, a daily cadence, and templates to ensure next actions and deadlines are consistently handled without relying on memory.