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10-min read · Updated April 2026
Lumi · Wednesday
Good morning, Niki.
Two showings · three leads need a nudge.
Showing · Passeig de Gràcia 84
Sunday 7 PM:
the 10-minute pipeline review.
Most agents spend Monday morning rebuilding their week from scratch. Open the CRM, scroll the pipeline, decide who to call. By 11 AM half the day is gone and the wrong calls got made. The agents who close consistently do the deciding on Sunday. AI sorts the pipeline; the agent makes 8 decisions; Monday starts in motion.
Pipeline review · week of April 27
HOT — move on Monday
- Sofia & Carlos Ferreira — Mon 9:30,
answer Carlos's HOA question (280€/mo)
and lock Saturday 11am viewing.
- Diego Almeida — Mon 14:00, send the
pre-approval intro to Banco Santander
(he's window 60 days, lender chosen).
- Aisha Rahman — Tue 10:00, open-house
follow-up on Lapa property (asked
about the kitchen, didn't ask about
schools — bring it up).
COLD — needs reactivation
- João Silva — silent 11d. Open with
"saw a place this morning that fits
your top-floor + view ask" — WhatsApp.
- Maria Costa — silent 9d. Open with
"the Estoril building you liked just
dropped 4%" — SMS.
- Henrique Pinto — silent 14d. Open
with "school catchment update for
Ajuda Primary — moved by 600m" —
email (his preferred channel).
AT RISK — could lose this week
- Ana & Tiago Mendes — competitor agent
showing them Carcavelos properties.
Rescue: lock the Sintra walking tour
you promised 3 weeks ago, this Sat.
- Miguel Almeida — open objection on
HOA fees unresolved 18 days. Rescue:
send the comparison vs his current
HOA (saves 90€/mo) by Tuesday.
8 clients on the board this week.
3 hot, 3 cold, 2 at risk.Three buckets. Eight clients. Each entry is one specific action. Nothing about “follow up”.
Why weekly reviews die.
Every productivity book recommends a weekly review. Almost no agent does one consistently. The reason is not discipline — it's architecture. The classic weekly review asks the agent to (1) sit down with their CRM, (2) scan every open client, (3) re-evaluate priority, (4) decide actions for the coming week. That's 90 minutes of cognitively expensive work, on a Sunday evening, with no clear stopping point. Of course it dies.
The 10-minute version moves the cognitive expense to AI. The model scans every client, sorts by signal, surfaces the 8 that matter, and drafts the one specific action for each. The agent's job collapses to: read, decide, drag onto Monday's calendar. 10 minutes, bounded surface area, clear stopping point. The protocol holds because the architecture lets it.
The 3-bucket structure is doing most of the cognitive lifting. Hot, cold, risk are not arbitrary categories — they map to three different agent behaviours: execute, reactivate, rescue. Each behaviour has its own playbook. The bucket assignment tells the agent which playbook to run, before they've thought about it.
“Weekly reviews don't fail because agents are lazy. They fail because the format demands an hour of cognitive work in a 10-minute slot.”
Three buckets. Three behaviours.
Each bucket exists because it prompts a different action. If two buckets prompt the same behaviour, they should be one bucket. If one bucket prompts no clear behaviour, it should be cut.
Bucket 1 · HOT — move on Monday
These are the clients where one specific action this week determines whether a deal moves or stalls. The 3-cap forces prioritisation: there are always more than 3, but only 3 of them are truly leverage moves. The rest can wait.
Bucket 2 · COLD — needs reactivation
These are clients who went silent on a promised next-step. They're not lost yet — but every additional day of silence makes the recovery harder. The bucket forces you to send the one specific opener that re-opens the conversation, instead of letting them slide into the cold-revisit queue.
Bucket 3 · AT RISK — could lose this week
These are deals you might actually lose by Friday if you don't act. The cap of 2 is on purpose: if more than 2 deals are at risk simultaneously, your real problem is upstream (in capacity or response time) and the buckets are a symptom, not the cure.
Five steps. Ten minutes.
The whole loop fits between your second pour and the start of dinner. The protocol is designed to be quick because it has to be — anything longer and it competes with the rest of your Sunday and loses.
- 01
Sunday 7 PM. Coffee or wine. Phone, no laptop.
The protocol works because the trigger is a specific time on a quiet evening. Not Friday afternoon (you're tired), not Monday morning (too late). 7 PM Sunday lands when most agents are doing nothing useful with their week-prep window. Phone is enough — the brief is short.
- 02
AI generates at 6:55 PM. Pushed to your inbox.
The cron runs 5 minutes before you sit down. You don't generate — you read. The whole protocol depends on the brief being there waiting; if you have to trigger it manually, you'll skip the trigger half the time.
- 03
Read top to bottom. Make 8 decisions. Total: 10 minutes.
Each entry is one decision: am I doing this Monday, or am I delegating, or am I dropping it? No re-analysis, no second-guessing. The work of analysis already happened upstream — the brief is decision-prompting, not analysis-prompting.
- 04
Drag each accepted action onto Monday's calendar.
If the action lives only in the brief, it dies in the brief. Each accepted action becomes a calendar event with a time, a person, and the one specific thing to do. The brief is the source; the calendar is the operating system.
- 05
Close the brief. Stop thinking about work until tomorrow.
This is the hidden benefit. The reason the protocol holds long-term is that it gives the agent permission to stop thinking about pipeline. Once the 8 decisions are made, the rest of Sunday is yours. The 3-bucket structure works partly because it bounds the surface area you have to think about.
The failure modes.
If you try this protocol for two weeks and it stops sticking, it's almost always one of these four.
Treating it as a comprehensive review.
The brief is intentionally incomplete. It surfaces 8 of your 30 active clients, not all 30. If you find yourself thinking 'but what about Maria?' the answer is: she's not on the board this week. Trust the prioritisation. The review next Sunday will surface her if she belongs.
Editing the AI's bucket assignments.
The temptation is to move a client from cold to hot because you feel like it. Resist. The AI's classification is based on the data — last touch, days silent, missed promises. Your gut feeling is often the same data, processed less rigorously. Override sparingly, and only when you have specific knowledge the data lacks.
Reading it Friday instead of Sunday.
Friday review feels productive but reads with a tired week behind it. The actions get diluted by 'I'll think about it over the weekend' deferrals. Sunday is the right trigger because Monday is right after, and you can't defer the actions any further.
Skipping the calendar drag step.
The single biggest failure mode. The brief identifies the 8 actions; the calendar is what makes them happen. If accepted actions live only in your head or in the brief itself, the protocol degrades to a Sunday-evening worry session. The calendar is the bridge.
What to feed Claude.
The system prompt that turns the full pipeline snapshot into the 3-bucket review. Tested against Claude Sonnet — the prioritisation logic benefits from the larger model on this one (Haiku tends to over-fill the buckets).
You are a real-estate agent's weekly pipeline
analyst.
INPUT
You will receive an array of all active clients
in the agent's pipeline. For each:
- name, intent_stage, window_earliest,
window_latest, last_touch.at,
last_touch.next_promised, days_since_touch,
open_objections, soft_signals (latest 3),
listings_shown_count, properties_offered_on
- any open todos linked to this client
- any conflicts on the agent's calendar
that block the next promised step
OUTPUT
A 3-bucket review, plain text, designed to be
read at Sunday 7 PM in 10 minutes. Each bucket
holds at most 3 clients (cap matters — see
rules).
STRUCTURE — exactly 3 buckets, in this order:
Bucket 1 · HOT — move on Monday.
Up to 3 clients where the next concrete
action is overdue or due this week, AND
intent_stage is serious or urgent. For
each: name, the one action, the deadline.
Bucket 2 · COLD — needs reactivation.
Up to 3 clients where days_since_touch ≥ 7
AND intent_stage is browse or serious AND
last_touch.next_promised was missed. For
each: name, the one specific opener
(referencing a soft_signal), the channel.
Bucket 3 · AT RISK — could lose this week.
Up to 2 clients where there's an open
objection unresolved >14 days, OR a
competitor agent is showing them properties,
OR the agent missed a promised next-step
>7 days ago. For each: name, the risk,
the rescue move.
RULES (non-negotiable)
1. Cap each bucket strictly. If there are
more than 3 hot, pick the 3 highest by
(window_urgency × intent_stage). The
point is forced prioritisation, not
completeness.
2. Each entry is ONE concrete action. Not
"follow up" — "call Sofia at 9:30 Mon
re: HOA fees".
3. Sort within each bucket by when the
action must happen (earliest first).
4. If a bucket has zero entries, say so
explicitly. "No hot moves needed
Monday" is a valid output and a real
signal.
5. End with a 1-line week-shape summary:
"8 clients on the board this week.
3 hot, 3 cold, 2 at risk."
ANTI-PATTERNS (never produce these)
- A bucket with 5+ clients (lose
prioritisation; defeats the purpose)
- Generic actions like "check in" or
"send some listings" — every action must
be specific
- A separate "FYI" or "watch" bucket — the
three buckets exist because they each
prompt different behaviour. Don't add
more.
- Editorial commentary ("things look great
this week!"). Just the buckets.
Voice: clinical, brief, decision-prompting.
The agent is reading this with their feet up
on a Sunday — they need clarity, not
analysis.Paste the prompt above as a system message. Feed in your full pipeline snapshot as the user message. Set up a Sunday 6:55 PM cron once and forget it.
The compounding effect.
None of these numbers move in week 1. By week 8 the entire shape of the agent's week is different.
The metric that moves slowest but matters most: deals lost to silence. The protocol exists because the AT RISK bucket catches the deals that would otherwise quietly slip — and once an agent goes a full quarter without losing one of those deals, the protocol becomes load-bearing. They don't skip Sundays anymore.
The brief is step one.
Showing up Sunday at 7 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 David Allen's GTD weekly review and the agency-ops playbook. The 2026 shift: AI surfaces and prioritises, the agent only decides. Our slice: Sunday-night pipeline triage in 10 minutes over coffee.
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