For independent transaction coordinators (TCs), working with high-producing or new agents directly influences workflows, systems, and long-term business growth. Each type of client comes with unique challenges and benefits. These differences impact how TCs allocate time, develop systems, and grow their teams.
This guide provides insights into managing both agent types, key considerations for balancing your portfolio, and actionable strategies for creating a resilient, scalable, and profitable TC business.
What Are High-Producing Agents?
High-producing agents are experienced real estate professionals who close a significant number of transactions annually. They are the cornerstones of the real estate industry, often working with property investors, buyers, and sellers to manage extensive portfolios.
They have honed their processes to achieve maximum efficiency and typically possess well-established systems, tools, and teams.
Their business operations are designed to deliver consistent results, reflected in their ability to generate steady income and high volumes of transaction closings.
Many high-producing agents also have strong connections to ancillary services like financial advisors, real estate advisors, and property inspectors, further streamlining their workflow.
Pros of Working with High-Producing Agents
- Reliable Workload. High-producing agents offer stable income through consistent transaction volumes. They operate in various real estate markets, providing a steady pipeline of work for TCs. For instance, even during shifts in market trends, these agents tend to close multiple deals, which ensures you always have projects to manage.
- Clear Processes. Because of their experience, these agents have already built efficient workflows. They may provide a detailed checklist or specific instructions, allowing you to focus on execution rather than planning. These well-oiled systems save time and reduce confusion.
- Professional Growth Opportunities. Working with high-performing agents helps TCs refine their organizational skills and develop transferable expertise that could be applied to alternative career paths like property management or investment advisory roles. Handling huge volume and complex transactions prepares you for high-stakes situations, boosting your confidence and skills.
- Reduced Micromanagement. These agents trust the TC’s ability to handle tasks independently. This autonomy allows you to focus on high-value activities, such as tracking key metrics or improving transaction efficiency.
Cons of Working with High-Producing Agents
- High Pressure and Tight Deadlines. Due to the fast-paced nature of their work, timelines are often compressed. TCs supporting these agents must navigate market risks like shifting client demands or sudden changes in property listings, which can test your time management skills.
- Burnout Risks. The volume of work associated with high-producing agents can lead to exhaustion, especially if you don’t have the right systems or team to share the load. The high stakes and frequent demands for absolute accuracy add to the challenge.
- Demand for Excellence. Mistakes can have significant financial implications, such as losing a commission check or delaying an important closing. There’s little room for error, and TCs must consistently deliver high-quality work to maintain these valuable relationships.
What Are New Agents?
New agents are typically in the first 1–3 years of their real estate business journey. They are learning how to navigate the industry, establish their client base, and close their first transactions.
Unlike high-producing agents, new agents often lack structured processes and rely heavily on the expertise of their TCs to guide them.
These enthusiastic but inexperienced agents, meaning their workflows are still evolving, may focus on smaller residential assets or specific niches, such as vacation rental property transactions, before expanding to more complex investment vehicles.
Pros of Working with New Agents
- Influence and Guidance. TCs have the unique opportunity to shape the habits and workflows of new agents. By providing them with checklists, resources, and practical advice, you can help them build efficient systems from the start.
- Flexibility and Openness. New agents are generally more receptive to suggestions and adaptable to change. They often welcome innovative solutions, such as adopting digital transaction management tools or exploring alternative assets like rental income properties.
- Potential for Long-Term Relationships. Establishing trust early on can lead to enduring partnerships. As these agents grow their property portfolios, you become a trusted partner in their success, benefiting from mutual growth.
Cons of Working with New Agents
- Inconsistent Workload. New agents may not generate sufficient income or close enough deals to provide TCs with a consistent workload, leading to periods of downtime.
- High Time Investment. New agents require significant guidance, from creating their first listing agreements to handling client queries. This can take up valuable time that could otherwise be spent on high-producing agents or other tasks.
- Unpredictable Growth. Some new agents may pivot to alternative careers or exit the industry altogether, leading to unstable income for TCs who rely heavily on these clients.
Comparing the Two: How to Build a Balanced Client Portfolio
Striking the right balance between these two groups requires thoughtful allocation of your time and resources to meet both immediate and long-term goals.
Why You Need a Mix of Both
Balancing high-producing and new agents in your portfolio offers stability and growth potential.
High-producing agents provide steady income and a reliable workflow, while new agents offer opportunities to cultivate strong relationships and influence early-stage growth.
This balanced approach also protects against the risks of relying too heavily on one type of client. For instance, if a high-producing agent’s team dissolves, your relationships with new agents can help sustain your business.
Key Considerations for a Balanced Portfolio
- Workload Management. High-producing agents require robust systems to handle their high transaction volumes. At the same time, new agents need personalized guidance, which can strain your resources if not managed effectively.
- Scalable Systems. Invest in technology like ListedKit to handle repetitive tasks for high-producing agents. Meanwhile, maintain flexibility in your workflows to accommodate the evolving needs of new agents.
- Revenue Diversification. High-producing agents deliver consistent portfolio returns, while new agents represent growth opportunities. A balanced portfolio ensures you achieve both stability and future potential.
- Tailored Support. Assign experienced TCs to high-producing agents who demand precision and newer TCs to guide new agents, allowing each team member to work within their strengths.
Example Scenario
Consider a scenario where you’re managing transactions for a high-volume agent working on commercial assets and a new agent closing their first deal on a single property. Your team must develop customized workflows for each agent type, such as automating tasks for the high-producing agent and scheduling weekly check-ins with the new agent.
Allyson Kurak’s Insights
Allyson Kurak, founder of Stitched Real Estate, highlights the importance of a balanced portfolio for sustained growth in transaction coordination. With over 1,000 closed transactions under her belt, Allyson shares:
“I think the perfect [portfolio] is having a combination of high-producing agents and also lower-producing agents.”
This strategy ensures TCs aren’t overly reliant on a single client type, safeguarding against risks like team dissolutions or sudden market shifts. High-producing agents often deliver the highest ROI and steady work, but new agents offer long-term opportunities to build relationships and nurture future high performers.
Allyson emphasizes that each client’s needs are different:
“Each agent is going to be a little different.”
Her team manages both high-volume and part-time agents, ensuring diversification and adaptability. By focusing on ROI and maintaining a mix of client types, she has built a resilient and thriving business—an approach TCs can emulate to future-proof their portfolios.
Actionable Tips for Transaction Coordinators
To effectively manage a balanced portfolio of high-producing and new agents, transaction coordinators must adopt strategies that address the unique needs of each client type.
Whether implementing scalable systems, guiding new agents, or optimizing time management, a proactive approach is essential to ensuring smooth operations and sustained growth. Here are actionable tips to help you succeed:
Building Systems for High-Volume Clients
- Leverage Automation: Tools like transaction management software can streamline processes, reduce errors, and improve efficiency.
- Set Key Metrics: Monitor transaction times, accuracy rates, and client satisfaction to continuously refine your workflows.
Supporting and Educating New Agents
- Develop Resource Libraries: Include checklists, video tutorials, and templates for common tasks like contract creation or property inspections.
- Offer Structured Guidance: Schedule regular one-on-one meetings to provide feedback without disrupting your schedule.
Balancing Your Time
- Time Management Tools: Use apps to block time for high-value tasks and ensure you allocate sufficient time for all client types.
- Delegate Routine Work: Assign administrative tasks to junior team members, allowing you to focus on high-priority activities.
By leveraging these strategies, transaction coordinators can successfully navigate the challenges of working with high-producing and new agents, creating a resilient and profitable client portfolio.
Build a Resilient and Profitable Client Portfolio
Creating a balanced client portfolio is essential for transaction coordinators seeking long-term success in the dynamic real estate industry.
Whether managing high volumes of transactions or guiding new agents through their first deals, a thoughtful approach to client diversity strengthens your business and positions it for sustained profitability.
- Diversify Your Portfolio. Balancing high-producing agents with new agents ensures both stability and long-term growth opportunities.
- Adapt Your Systems. Scalable systems and workflows allow you to meet the demands of high-volume clients while remaining flexible for the evolving needs of new agents.
- Focus on Relationships. Building trust and strong connections with both client types strengthens your reputation and future-proof your business.
Watch our webinar with Allyson Kurak to hear her experience growing Stitched Real Estate, LLC to over 1,000 closed transactions and gain practical advice for building a balanced and scalable TC business.
