15 Operations · Agency
Agency Operations Toolkit
An operating system for a small agency.
Overview
A small agency usually has the same problem as a busy broker, multiplied: several people, one shared pipeline, and no agreed answer to who is doing what.
This toolkit is the operating system for that. A team register with territories and targets; a shared lead pool with assignment; shared inventory with availability that stays current; an activity record per person; a deal pipeline with target close dates; and a document register for what each deal still owes.
Around it sits the operating rhythm: daily, assign new leads, set next actions, update availability and record real activity. Weekly, review unassigned leads, overdue follow-ups, stale inventory, deals by target close date and outstanding documents.
What you end up with: An agency where nothing sits unassigned and everyone knows the routine.
Who it is for
- Agency principals running a small team who need one shared system instead of several personal ones.
Features
Everything this resource tracks, grouped the way it is laid out.
Team
- Team register Every member with role, territory and contact.
- Reporting lines Who reports to whom, so escalation is clear.
- Targets Monthly lead and deal targets per member.
- Capacity view Open leads and live deals per person.
Leads
- Shared lead pool Every lead in one place, whoever took the call.
- Assignment Who owns each lead, and from what date.
- Unassigned queue Leads with no owner, visible rather than lost.
- Overdue queue Leads whose next action date has passed.
Inventory
- Shared inventory What the agency represents, visible to the whole team.
- Availability discipline Status kept current, with a last-verified date.
- Stale inventory Listings not verified recently enough to quote.
Activities
- Activity record What each member actually did, with outcomes.
- Meaningful activity Activity that moved something, distinguished from noise.
Deals
- Deal pipeline Deals by stage, value, probability and target close.
- Deals by close date What is meant to close this month and what is at risk.
- Revenue position Expected fees against received fees.
Documents
- Document register Documents outstanding per deal, and who is chasing.
Routine
- Daily workflow Assign leads, set next actions, update availability, record activity.
- Weekly workflow Unassigned, overdue, stale inventory, close dates, documents.
Included resources
Files delivered with this product.
- Xlsx Team Register Members, roles, territories, reporting lines and targets.
- Xlsx Shared Lead Pool All leads with assignment and next actions.
- Xlsx Shared Inventory Agency inventory with availability and verification dates.
- Xlsx Activity Record Activity by member, with outcomes and next steps.
- Xlsx Deal Pipeline Deals by stage, value and target close date.
- Xlsx Document Register Outstanding documents per deal.
- Pdf Agency Operating Manual The daily and weekly operating routine in full.
Questions about this product
An internal operating toolkit. TrustBrick does not provide brokerage or agency services and issues no professional registration or licence.
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