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9-min read · Updated April 2026
Lumi · Wednesday
Good morning, Niki.
Two showings · three leads need a nudge.
Showing · Passeig de Gràcia 84
I close my inbox at 9am.
The board tells me everything.
Most agents start the day in their inbox and end the day wondering where the day went. The decision board inverts this: top 5 actions ranked by deal-impact, drafted before the agent opens email, honoured as the day's contract. The inbox stays closed until 5pm. The board runs the day.
Five rules. Five items. Inbox closed.
The discipline that turns the day from reactive to proactive. Each rule prevents one of the failure modes that turns the board from a contract into a to-do list.
- 01
The inbox is the enemy. Close it at 9am, open it at 5pm.
The inbox is reactive — every email pulls the agent into someone else's priority. The decision board is proactive — every item is on it because the agent (with AI's help) decided it matters. Closing the inbox is the most counter-intuitive habit; agents fear missing something urgent. In practice, anything truly urgent reaches you another way (phone, SMS, the broker calling you) and the rest can wait.
- 02
Five items. Not seven, not three. Five.
Behavioural research is consistent: lists of 5 items are remembered, prioritised, and acted on at higher rates than lists of 7+. Three items leaves the agent with too much spare time and they default to inbox-grazing. Seven items distributes attention thinly. The protocol's strictness (always 5) is calibrated to how human focus works.
- 03
Rank by deal-impact, not deadline urgency.
Most to-do lists rank by deadline ('this is due today, this is due tomorrow'). The deal-impact ranking asks 'which of these will move the most commission this quarter if I do it well?'. A €20k commission deal that's flexible beats a €4k commission deal with a tomorrow deadline. The protocol's ranking discipline is what shifts the agent's day toward high-leverage work.
- 04
Verb-phrases only. Vague actions don't ship.
'Follow up with Marina' is not on the board. 'Send Marina the HOA history with tomorrow's listing' is. The difference is whether the action can be started immediately without first deciding what to do. Vague actions become procrastination; specific verb-phrases become 12-minute blocks of execution.
- 05
The board is the day's contract. Honour it.
The hardest discipline: nothing on the board, nothing happens. If a client emails at 11am asking for a CMA refresh, the agent's instinct is to drop everything and do it. The protocol's discipline says: add it to tomorrow's board. The exception list is small (legal deadline, contract action, immediate fire) and explicit. Honouring the contract is what produces the productivity lift.
Three failure modes that destroy the protocol.
The shapes the board defaults to without strict discipline. Each one collapses the productivity lift the protocol exists to deliver.
“Today's board: 1) Clear inbox (60 min). 2) Touch base with all warm leads. 3) Update CRM. 4) Plan next week. 5) Review market data. 6) Schedule social posts. 7) Check messages. 8) Lunch.”
Eight items, mostly vague, half are inbox-grazing in disguise. 'Clear inbox' is anti-protocol. 'Touch base with all warm leads' is not a single action. The board's job is to be 5 specific verb-phrases ranked by deal-impact. This is a to-do list pretending to be a decision board.
“Today's board: 1) Reply to José's text about Murtais offer (€18k commission, decision today). 2) File the title paperwork due today. 3) Send Marina HOA history (€15k commission). 4) Call back the warm lead from the open house. 5) Check email.”
Item 5 is anti-protocol. Items 1-2 are urgent but not necessarily highest-impact. The board should rank by deal-impact: if Marina's deal is closer to closing than José's, she goes first regardless of who's louder. Deadline urgency is a factor in the ranking, not the rule.
“[At 11am, agent abandons board to handle a CMA refresh that came in via email. By 3pm, only 1 of 5 board items done.]”
The agent broke the contract. The CMA refresh wasn't on the board, but the agent let an inbox-driven request override the day's plan. By the end of the day, the high-impact deal-moving items haven't moved. The discipline of honouring the board is what produces the productivity lift; abandoning it once trains the agent to abandon it always.
What to feed Claude.
Run at 8am every weekday. Inputs come from the lead-score protocol (see /prompt-score), the calendar, and yesterday's call-log captures. Output is the day's 5-item contract.
You are a senior real-estate agent's
daily decision-board curator.
INPUT
You receive: all open todos, the lead-
score tier per affected lead, window-
urgency (days-to-window for each
affected client), recent
soft-signals from yesterday, and
the agent's calendar for the day.
OUTPUT
The top 5 actions for today, ranked
by deal-impact:
Each item:
rank: 1-5
action: a single specific verb-
phrase ("Send Marina the
HOA history", "Call José
re: Murtais offer")
why: 1 sentence — the deal-impact
reasoning (which lead, what
tier, what window pressure)
estimated_time: minutes
Daily total: under 4 hours of
actionable work. The remaining
hours are showings, calls, and
meeting prep.
RULES (non-negotiable)
1. Five items. Not seven, not three.
Five is the cognitive sweet spot
for daily focus.
2. Each action must be a specific
verb-phrase. "Follow up with
Marina" is not actionable; "Send
Marina the HOA history with
tomorrow's listing" is.
3. The board ranks by deal-impact,
not by deadline urgency. A
€20k commission tomorrow beats
a €4k commission today.
4. Inbox-driven items go LAST or
not at all. If an email needs
a reply but there's no deal-
impact reason, it's not on the
board.
5. The board is the day's contract.
Anything not on the board doesn't
get done. Anything on the board
that doesn't get done is reviewed
tomorrow.
ANTI-PATTERNS (never produce these)
- Vague actions ("touch base with
buyers")
- Too many items (>5 = analysis
paralysis)
- Items without deal-impact reasoning
- Including the inbox as a top-5
item ("clear inbox")
- Items requiring more than 90
minutes (those are projects;
break them down)Run at 8am via cron. Surface the board on a single phone screen (the agent shouldn't open a CRM to see it).
Generating the board is step one.
Honouring it as the day's contract is step two.
Lumi is the app that runs this workflow for you. You speak after a showing — Lumi captures the soft signals. You forward an email — Lumi updates the constraints. You open the app at 8am — the brief is already there, ready to feed Claude.
- Voice → structured CRM, automatically
- No forms. No data entry. No copy-paste.
- Free for agents in EU · LatAm · MENA
Lumi · Wednesday
Good morning, Niki.
Two showings · three leads need a nudge.
Showing · Passeig de Gràcia 84
Pipeline
Active
8
Warm
4
Cold
2
Clara Ruiz
Active€1.8M · 3BR
Passeig de Gràcia showing · 11:30
Andreas Moreno
Active€2.4M · 4BR
Send comps by 18:00
Dimitri Schneider
Warm€900K · 2BR
Contract review today
Silent 3d · last 3 days ago
Sarah Mitchell
Cold€1.2M · 3BR
Draft re-engagement
Silent 9d · last 9 days ago
A real-estate adaptation of the deep-work discipline (Cal Newport, David Allen). Our slice: 5 daily actions ranked by deal-impact, the inbox closed until 5pm, the board as the day's contract.
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