20 Numbers an Administrative Assistant Can Track for the Team

Whether you have a giant white board or a 50″ flat screen, posting your stats can be motivating to the agents on your team. But what numbers should you be tracking? Here’s a list of data points you might want to consider adding to your tracking system:

20 Numbers

  1. # of dials per agent
  2. # of contacts per agent (Compare this to #1 and know you know how many dials it takes to get someone on the phone.)
  3. # of appointments set per agent (Compare this to #2 and now you know how many contacts it takes to get an appointment.)
  4. # of appointments gone on per agent (If this number differs significantly from #3, you know the agent has a script problem. He/She can talk someone into saying yes to an appointment, but if the client cancels the appointment, it could be because they didn’t really want to meet in the first place.)
  5. # of listing or buyer contracts signed (Compare this to #4 and now you know how many appointments the agent needs to go on to get a seller or buyer listing. If this number differs significantly from #4, you know the agent has a conversion problem. Either they are going on appointments they shouldn’t be because they didn’t pre-qualify the person on the phone, or they need a better listing or buyer presentation)
  6. # of listings and buyers closed (If your team isn’t closing at least 95% of all contracts, it’s important to identify why. Did the agent not uncover something they should have such as buyer or seller motivation? Or did the closing department not get it right and allow something to fall through that should have closed?)
  7. % original list price to under contract price (Can identify if agents are overpricing the home)
  8. % of under contract price to final sales price (Can identify if agents need better negotiating skills.)
  9. % of sales price to net sales price (Are the buyers consistently getting the sellers in your area to pay their closing costs or other expenses?)
  10. Cost of repairs for the sellers (It’s nice to be able to tell sellers, “Typically our sellers pay an average of x dollars for inspection repairs.”)
  11. # of days on market for listings
  12. # of days between buyer agency date and under contract date (Essentially this is a days on market for the buyer. Is the agent allowing too much time to pass thus “cooling” the buyer?)
  13. Source of every lead.
  14. Source of every closed transaction. (Compare to #13 and now you know what lead sources actually lead to closed business and start focusing more of your lead generation activities on the right source.)
  15. Cost per lead (Are you spending money on the right lead sources or is it going to waste?)
  16. # of contacts added to the database
  17. # of houses shown to each buyer
  18. # of showings for each listing
  19. # of offers received per listing
  20. # of offers made per buyer


What numbers do you track for your team? Write them in the comments. As always, you can reach me at egilbert AT kw DOT com.



  1. Michelle Grace

    Great list Elizabeth~ thank you!!

  2. Chris Young

    THANK YOU!!!! You took it 2-3 times further than I thought

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