Your pipeline is only as useful as it is current. A deal stage set three months ago, or a close date that has already passed, gives you a forecast you cannot plan around. This playbook is a short weekly review that keeps every deal stage, milestone and forecast up to date.
Why it matters: An accurate pipeline tells you whether next quarter is on track while there is still time to act. It shows which deals need a push, when to focus on prospecting, and gives team leaders a forecast they can trust without chasing every agent for an update.
What to Keep Current
| Item | Where you set it | Keep it current by |
|---|---|---|
| Deal stage | Buyer or Seller Pipeline on the Lead Dashboard status bar | Moving the deal as soon as something changes, such as an offer going in |
| Milestones | Same pipeline panel: PQ or PA financing and AA for buyers, LA for sellers | Turning them on when financing is confirmed or an agreement is signed |
| Forecast | Same pipeline panel: Revenue ($), Close Date and Notes | Updating the amount and date whenever the deal changes |
You can also update all three from the Classify & Forecast window on Lead Summary, without opening each lead. For what each stage means, see Deal Stages and Sales Forecasting.
The Weekly Review
1
Start with Deals Closing Soon
About 5 minutes
On , open the Closing This Month Key List. For each deal, confirm the close date and amount are still right. On the Lead Dashboard, a forecast with a warning icon means its close date has passed: either the deal closed (set it to Closed) or it slipped (set a new date).
2
Walk the Active Pipeline
About 5 minutes
Work through the Active Pipeline Work Lists, starting with Under Contract and Negotiating, then the earlier stages. Click the classification block on each row to open Classify & Forecast and update the stage, milestones and forecast.
Be honest about stalled deals. Move buyers who have stopped looking to Dormant and sellers who are on hold to Paused, so they stop inflating your pipeline. Use Lost when they have chosen another agent.
3
Fill the Gaps
About 3 minutes
- Open the Sales Forecast report from . If it shows open deals with no close date, click View these leads and add the dates.
- Check Suggested Actions for Pre-Approved, No Deal Stage: a pre-approved buyer is ready to search and should have a stage.
- Open the Pre-Approved Buyers Key List and make sure each one has a stage and forecast.
4
See Which Deals Are Active
About 2 minutes
In the Activity Center, set Buyer Deal Stage to Searching or Seller Deal Stage to Listed, with Date Range Last 7 days. Clients who are browsing are engaged. A client in an active stage with no activity at all may need a call, or a more honest stage.
Read Your Forecast
After the review, open the Sales Forecast report. Weighted Pipeline is your realistic forecast, because each deal counts at its stage's win probability. Check the weekly change and the Expected Closings by Month chart:
- If the next two or three months look thin, spend more time this week moving Qualifying and Searching leads forward.
- If one month is heavy, make sure those deals have their tasks and milestones in order.
Put It to Work
Example: A Forecast You Can Trust
Before and after a 15-minute review
Before the review, your Sales Forecast showed a Raw Pipeline of $410,000. During the review you closed two deals that had already settled, moved three quiet buyers to Dormant, and added close dates to four deals. Your Raw Pipeline dropped to $265,000, but every deal in it is real, the forecast shows when each is expected to close, and the two closed deals now count as won business.
Frequently Asked Questions
How often should I update deal stages?
Whenever something changes, and in a weekly review to catch anything you missed. The more current the stages, the more useful your Work Lists, Activity Center filters and forecast become.
Does moving a deal to Dormant or Paused remove it from my forecast?
Yes. Dormant, Paused and Lost deals are left out of the pipeline totals. Move them back to an active stage when the client re-engages.