Weekly numbers for owners
Five numbers a broker should check every week, where to find them, how to read them, and a 30-minute review routine.
4 min read
You spend money on ads, portals and boards, but it's hard to see how much of the resulting demand is actually answered and turned into business. This guide covers five numbers an agency owner or broker should look at every week, where to find them in the panel, and a short weekly review routine.
Note
The figures in this article are examples to illustrate the screens; they are not targets or industry averages. Set your office's targets from your own first weeks of data and compare yourself with last week.
Five numbers
| # | Number | What it tells you | Where to find it |
|---|---|---|---|
| 1 | Calls answered | How many inbound calls were picked up by a person or the assistant. | Call reporting |
| 2 | Missed calls recovered | How many hang-ups and call-back requests were followed up. | Tasks, no-answer tag |
| 3 | Appointments booked | Viewings, valuations and office meetings, and who booked them (assistant or agent). | Appointment report |
| 4 | Viewing → offer | How many viewings led to an offer. | Opportunities, Buyers pipeline |
| 5 | First response time | How long it took to make first contact with a new enquiry. | Conversation history, form → call timeline |
1. Calls answered
With the assistant in place, you'd expect this to be high. If it drops, check forwarding first: the carrier setting may have changed, or a line may have been left out of forwarding. Look at out-of-hours calls separately too; that's usually where the assistant adds most.
2. Missed calls recovered
Callers who hung up before the assistant answered and those who said "call me later" end up here. If the number of open tasks grows week on week, nobody clearly owns call-backs. See Missed call recovery.
3. Appointments booked
Look at appointments booked by the assistant and by agents separately. If bookings are high but viewings are low, you have a no-show problem; check your confirmation and reminder messages. See Confirmations and reminders.
4. Viewing → offer
This ratio is about the agent's viewing and how well the listings fit, not the assistant. To measure it, agents need to move cards on the day of the viewing. See Buyer pipeline.
5. First response time
For form leads, the time from form to first call; on WhatsApp, from first message to first reply. If you use outbound campaigns, this gets very short for leads with consent; track agent follow-up separately for those without. See Speed to lead.
Stage-by-stage conversion
- Enquiry → appointment: the job of the assistant and first response. If it's low, listen to recordings: can't the assistant find suitable listings, or are there no free slots in the calendar?
- Viewing → offer: the job of the agent and the listings. If it's low, read the viewing notes: price, location, a gap between the listing and reality?
Use the same view for the Sellers pipeline: the move from Valuation booked to Instruction signed is your clearest measure of winning instructions.
A 30-minute weekly review
- Look at the numbers (5 min). Compare the five numbers on the Dashboard with last week. See Dashboard overview.
- Open what slipped (10 min). Open
no-answertasks, cards idle for more than 5 days, no-shows. - Listen to two calls (10 min). One that ended with an appointment, one that didn't. Where is the assistant strong, and where does it get stuck?
- One decision (5 min). Send your consultant one change: a new note, an extra question, working hours, a listings update.
Tip
Change one thing a week. If you change several settings at once, you won't know which one worked.
Looking by agent
You can see the same numbers per agent: how many enquiries each was assigned, how many they followed up, how many appointments and offers came out of it. Use this to balance workload and the routing rule, not to blame. See Agent report and Team roles setup.
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