Vidhi Sharma · Know Your Numbers

The scorecardWhat gets inspected gets done.

I track my Daily 23 through the funnel and review five ratios each Friday. I use a 10-minute check to see how my Hampton Roads loan-comparison conversations turn into next steps across VA, FHA, USDA and conventional loans.

The funnel5 ratiosFriday inspection
01

Your funnel, stage by stage

Every unit walks down these steps. Watch where they fall off.
Live contactsYour Daily 23 — calls and texts that actually connect.
~115 / week
Real conversationsContacts that turn into a genuine "let's talk about a home."
track your %
Applications startedThe close worked — they applied.
track your %
Pre-approvals issuedReal numbers in hand, shopping with confidence.
track your %
Closings (units)The number that pays you. GROWTH target: ~21–28 Year 1.
2–3 / month

Don't guess the middle percentages — measure yours for 60 days, then you'll know your real conversion and exactly which stage to coach. The ranges here are planning placeholders, not promises.

02

The 5 ratios to watch

Leading numbers predict units weeks before they close.
Contact → conversationOf the people you reach, how many open a real discussion?Fix: your hook + opener
Conversation → applicationYour close rate. The single most important number on this page.Fix: the close + objections
Application → pre-approvalI check whether my get-ready coaching helps buyers gather complete documents.Fix: doc collection
Pre-approval → closingPull-through. Are pre-approvals actually buying?Fix: nurture + agent fit
Referrals per closingIs the flywheel turning? Each close should seed the next.Fix: the earned-referral ask

When units are low, you don't panic — you find the one ratio that's soft and fix that. Low conversation→app? Drill the close. Low pre-approval→closing? Tighten nurture and agent matching. The scorecard turns "I'm not closing" into "stage 3 is the leak."

03

Your trackers

Copy into a sheet or GoHighLevel. Two minutes a day.
Daily scorecard
DAILY SCORECARD — [date] Daily 23 hit? (Y/N): ___ Total live contacts: ___ database: __ agent: __ lead-followup: __ referral asks: __ Theme-day metric 1: ___ Theme-day metric 2: ___ Applications started today: ___ Eligible "Explore" referral asks: ___ (suppressed/deferred: ___) Referral names captured: ___________________ One thing to do better tomorrow: ___________________
Pipeline tracker (sheet headers)
NAME | SOURCE (home-text/guide/post/referral/agent) | STAGE (New/Contacted/App Started/Pre-approval/In Process/Closed) | LOAN TYPE (VA/FHA/USDA/Conventional/Comparing) | NEXT STEP | NEXT-TOUCH DATE | EST. CLOSE | NOTES 1. Example: Comparing FHA and conventional | Next step: I explain the tradeoffs. 2. Example: Exploring USDA outside the cities | Next step: I check property location and household-income requirements. 3. Example: VA benefit questions | Next step: I explain service eligibility and the separate loan review. (Rule: every row has a NEXT-TOUCH DATE — no orphans. 3× pipeline coverage = ~3 deals in process for every 1 you need to close.)
Weekly rollup
WEEKLY ROLLUP — week of [date] Daily 23 hit: __/5 days (Min 3 · Good 4 · Excellent 5) Agent meetings booked: ___ (Min 1 · Good 2 · Excellent 3+) Past-client calls (Thu): ___ (Min 8 · Good 12 · Excellent 16+) Power 60 VIP touches (Fri): ___(Min 8 · Good 12 · Excellent 15+) Applications started: ___ Pre-approvals issued: ___ Closings: ___ Pipeline coverage: ___x (target 3x) Eligible Explore rate: ___% (Min 70 · Good 85 · Excellent 90+) THE ONE THING to change next week: ___________________
04

The Friday inspection

10 minutes. With a coach, not alone.

Friday 3:00–3:45 PM · with Corrina (or your pod lead)

  • Did you hit the five win metrics? Green/yellow/red each.
  • What's your conversation→application rate trending? Up or down?
  • Is pipeline coverage 3×? If not, the front of the funnel needs more Daily 23.
  • Was your eligible Explore rate 85%+? Are you asking for referrals on earned moments?
  • The one thing to change next week — write it down, do it Monday.

Why a human, not just a sheet: self-serve systems decay. A 10-minute weekly check with someone who sees your numbers is what keeps the whole hub running past week three. This is the accountability loop — don't skip it.

05

The pod / manager rollup

For DeShawn or a sales lead reading the roster.
LOTierDaily 23 (days/wk)AppsPre-apprClosingsPipeline cov.Flag
Vidhi SharmaGROWTH__/5________x
(LO 2)—__/5________x—
Pod total—avgΣΣΣavg—

Same columns for every LO = a roster you can read in 30 seconds. Flag logic: if Daily 23 < 3 days OR pipeline coverage < 2× (leading indicators of a dry month, caught early). This is how the hub scales from one LO to the whole team — and the on-ramp to the SCALE tier, where an LOA runs the list and the LO runs the calls.

06

If my buyer conversations slow

I keep all four pillars visible and follow the questions buyers ask.
Trigger: My applications drop two months running, so I review where buyers need clearer comparisons or more preparation.
  • I revisit which loan fits with plain-language comparisons of VA, FHA, USDA and conventional.
  • I give USDA outside the cities its own topic, checking property location and household income under USDA rules.
  • I make room for VA benefit questions and explain service eligibility and the separate loan review.
  • I use Monday agent outreach to offer get-ready coaching for savings, credit questions and income records.

I help Hampton Roads buyers choose a loan that fits their plans. My four pillars stay consistent: which loan fits, USDA outside the cities, the VA benefit, and get-ready coaching.

Make it stick

Two minutes a day. Fill the daily scorecard before you close your laptop. The pipeline tracker is your single source of truth — every lead, one next-touch date.

Friday review, on the calendar, with a human. 10 minutes with Corrina or your pod lead. This is the one habit that keeps everything else alive.

Fix the soft ratio, not your mood. A down month is a stage-3 (or stage-4) problem, not a "try harder" problem. Find the leak, coach the leak.