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Mortgage Broker Operations

Mortgage Broker Operations & Systems Audit

Your business shouldn't have to adapt to your systems. Your systems should adapt to your business.

Overhead view of mortgage documents, application forms, calculator, and pen arranged on desktop workspace

Let's Get Started!

This audit is designed for mortgage brokers and agents who know their business could run more efficiently but aren't sure where to start.

We'll look at how you actually operate today, including your CRM, workflows, client journey, follow-up, database, automations and day-to-day processes, then identify what's working, what's getting in the way and where the biggest opportunities are.

What happens next

1. Complete the questionnaire
2. I'll personally review your responses
3. If the audit is a good fit, I'll send you the next steps to book your 90-minute working session

Pre-Audit Questionnaire

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This questionnaire gives me a snapshot of how your business currently operates before our working session.

Don't worry about having the "right" answers. I'm looking at how you actually work today, including the manual workarounds, things you don't use, and areas you know aren't working particularly well.

The goal isn't to force your business into someone else's system. It's to identify what works for you, what doesn't, and where we can simplify, organize or automate.

Name

Phone

Approximately how many transactions do you fund per year?

What best describes your business?

Solo agent/brokerAgent/broker with an assistantSmall teamLarger team

What types of business make up most of your volume?

PurchasesRenewals/switchesRefinancesAlternative/BPrivatePre-approvalsRental/investment

Where does most of your business currently come from?

Repeat ClientsRealtorsReferralsSocial MediaOther

What CRM are you currently using?

Mortgage submission Platform

Phone/Texting

Email Provider

Calendar / Scheduling

Document Storage

Other important tools

On a scale of 1 to 10, how confident are you that your CRM accurately reflects what is happening in your business? 1 = absolute chaos 10 = I trust it completely

What parts of your CRM do you actually use consistently?

What features, workflows or automations have you set up or purchased but don't really use? Why?

How is a new lead captured?

Who contacts a new lead?

What happens if a lead does not respond?

Do you have a consistent follow-up process for leads who aren't ready immediately?

Are there leads or old applications currently sitting in your database that you know you should be following up with?

Once a client completes an application, what happens next?

How do you determine which documents are required and communicate that to the client?

How do you currently track outstanding documents or information?

CRMMortgage platformEmailNotesSpreadsheetTask listMemory 😬

What part of the application/document stage creates the most frustration or repetitive work for you?

Once you have an active deal, how do you keep track of where every file stands?

How are important tasks and deadlines currently managed?

Is there anything during an active mortgage transaction that you regularly have to remember to do manually?

Which client communications are currently automated?

Which communications do you deliberately want to remain personal?

Do you have standardized email/text templates you actually like using?

YesSomeNoThey're scattered everywhereI bought templates but don't really use them

What currently happens after a mortgage funds? (emails, gifts, follow-ups)

How confident are you that you know when your past clients' mortgages are coming up for renewal?

Select opportunities you can easily identify within your existing database?

Upcoming renewalsClients with other propertiesPotential refinancesPast pre-approvalsClients who never purchasedReferral opportunitiesB/private clients who may now qualify traditionallyHigh-rate mortgagesPast clients worth reconnecting withI can't reliably identify most of these

What are the three biggest things currently causing you frustration behind the scenes?

What tasks do you find yourself doing repeatedly that you wish were easier or automated?

What parts of your business currently rely on you remembering to do something?

Have you previously purchased CRM setups, workflows, templates, courses or other systems? If so, what did you actually continue using, and what did you abandon?

If we could fix only ONE thing in your business during this process, what would make the biggest difference to you?

Finish this sentence: "My business would feel much more under control if..."

Anything else you'd like me to know?

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