Collective Vision Haus

Operations

The Team Operations Audit

A free 10-section assessment of the systems a real estate team should have documented, with space to note who owns each one.

Free
Team Leaders
Complete online or print

Who it's for

Team leaders who suspect their operations live in people's heads and want a clear picture of what is documented and what is not.

What's inside

  • Ten sections covering structure, onboarding, communication, and SOPs
  • Technology, meetings, accountability, and agent experience
  • Resource organization and workflow documentation
  • Fifty yes / partly / no checkpoints with a running gap count
  • A print or save-as-PDF option for offline completion

How to use it

Answer every question honestly in one sitting, then fix the undocumented system that costs the most time each week before moving to the next.

The 10-System Team Operations Audit

Answer each question yes, partly, or no. Work through it in one sitting — an honest snapshot is more useful than a perfect one. Anything you mark partly or no is a gap worth fixing first.

0 of 50 answered

0 gaps identified

  1. 01

    Team structure

    • Is every role on the team written down with its responsibilities?

      Is every role on the team written down with its responsibilities?

    • Does each person know what they are accountable for without asking?

      Does each person know what they are accountable for without asking?

    • Is there a named backup for each critical role?

      Is there a named backup for each critical role?

    • Do agents know who to go to for which type of question?

      Do agents know who to go to for which type of question?

    • Has the structure been reviewed since the last two hires?

      Has the structure been reviewed since the last two hires?
  2. 02

    Onboarding

    • Is there a documented onboarding process a new hire could follow?

      Is there a documented onboarding process a new hire could follow?

    • Does every new team member get the same start regardless of who onboards them?

      Does every new team member get the same start regardless of who onboards them?

    • Is there an assigned onboarding contact for each new person?

      Is there an assigned onboarding contact for each new person?

    • Are system and tool accounts prepared before day one?

      Are system and tool accounts prepared before day one?

    • Is onboarding feedback collected in the first 30 days?

      Is onboarding feedback collected in the first 30 days?
  3. 03

    Communication

    • Is there an agreed channel for urgent operational issues?

      Is there an agreed channel for urgent operational issues?

    • Do team members know where general announcements are posted?

      Do team members know where general announcements are posted?

    • Are response-time expectations stated anywhere?

      Are response-time expectations stated anywhere?

    • Do important messages get lost across too many channels?

      Do important messages get lost across too many channels?

    • Are decisions written down somewhere findable after the conversation?

      Are decisions written down somewhere findable after the conversation?
  4. 04

    SOPs

    • Are your highest-frequency processes documented in writing?

      Are your highest-frequency processes documented in writing?

    • Does each SOP have a named owner?

      Does each SOP have a named owner?

    • Does each SOP have a last-updated date?

      Does each SOP have a last-updated date?

    • Could a new hire complete a routine task using only the SOP?

      Could a new hire complete a routine task using only the SOP?

    • Is there one place where all SOPs live?

      Is there one place where all SOPs live?
  5. 05

    Technology

    • Is there a current list of every tool the team pays for?

      Is there a current list of every tool the team pays for?

    • Does each tool have a stated purpose and primary users?

      Does each tool have a stated purpose and primary users?

    • Are two tools doing the same job?

      Are two tools doing the same job?

    • Does someone own the account, billing, and access for each tool?

      Does someone own the account, billing, and access for each tool?

    • Is training available for the tools people are expected to use?

      Is training available for the tools people are expected to use?
  6. 06

    Meetings

    • Does the team have a standing meeting structure?

      Does the team have a standing meeting structure?

    • Is there a repeatable agenda?

      Is there a repeatable agenda?

    • Do meetings end with named owners and due dates?

      Do meetings end with named owners and due dates?

    • Are commitments from the previous meeting reviewed?

      Are commitments from the previous meeting reviewed?

    • Could any recurring meeting be replaced by a written update?

      Could any recurring meeting be replaced by a written update?
  7. 07

    Accountability

    • Are recurring operational tasks assigned to a specific owner?

      Are recurring operational tasks assigned to a specific owner?

    • Is there a visible place where open commitments are tracked?

      Is there a visible place where open commitments are tracked?

    • Are operational issues followed through to resolution?

      Are operational issues followed through to resolution?

    • Do people know what happens when a task slips?

      Do people know what happens when a task slips?

    • Are expectations reviewed on a set schedule rather than only when something breaks?

      Are expectations reviewed on a set schedule rather than only when something breaks?
  8. 08

    Agent experience

    • Do agents know where to find key resources without asking?

      Do agents know where to find key resources without asking?

    • Are the same questions asked repeatedly?

      Are the same questions asked repeatedly?

    • Do agents feel supported operationally, based on something they have told you?

      Do agents feel supported operationally, based on something they have told you?

    • Is there a low-friction way to raise a problem?

      Is there a low-friction way to raise a problem?

    • Is anything recognised beyond production numbers?

      Is anything recognised beyond production numbers?
  9. 09

    Resource organization

    • Is there one central place where team resources live?

      Is there one central place where team resources live?

    • Is there a clear starting point for someone new?

      Is there a clear starting point for someone new?

    • Are outdated documents removed or archived?

      Are outdated documents removed or archived?

    • Does each resource have an owner and a last-reviewed date?

      Does each resource have an owner and a last-reviewed date?

    • Can a resource be found in under a minute?

      Can a resource be found in under a minute?
  10. 10

    Workflow documentation

    • Are your recurring workflows mapped from trigger to completion?

      Are your recurring workflows mapped from trigger to completion?

    • Is it clear who is involved at each step?

      Is it clear who is involved at each step?

    • Are handoff points between people written down?

      Are handoff points between people written down?

    • Are known bottlenecks recorded anywhere?

      Are known bottlenecks recorded anywhere?

    • Has anyone looked for automation opportunities in the last year?

      Has anyone looked for automation opportunities in the last year?

Next step

Identified your gaps? Now close them.

Build the operating system with The Real Estate Team Operations Playbook (on Kindle), or get the complete editable files with The Real Estate Team Operations Toolkit ($49).

Get the Toolkit — $49Read the Playbook — $29

Read first

Tools that pair with it

  • Notion — Flexible workspace for SOPs, onboarding hubs, and team documentation.
  • Slack — Team communication with channels, so operations stop living in group texts.