Articles on: Listings Management

How to Order and Prioritize Properties in a Portfolio

TL;DR

Use buyer status (Interested / Rejected) plus agent-only tags (up to 3 per listing) to turn a messy list into a ranked shortlist. This keeps the buyer focused, reduces back-and-forth, and helps the agent run the deal like a pipeline.


When to use this

  • You need a clear shortlist before scheduling viewings, requesting docs, or negotiating.
  • You’re collaborating with a team and need everyone aligned on what’s “hot” vs “dead.”


Step-by-step instructions

Option 1 — Buyer Status First, Tags Second (Best for most workflows)

  1. Open the portfolio and review the property list.
  2. Ask the buyer to set each property status:
    • Interested = stays in the active shortlist
    • Rejected = remove from consideration
    • Proposed (default) = undecided / needs review
  1. As the agent, add up to 3 free-form tags per listing to capture priority and context.
  2. Sort and review using tags (and status) to surface the best candidates.

Recommended tag set (simple, high-signal)

  • top-choice (your #1–#3)
  • viewing-first (schedule these first)
  • needs-docs (missing key documents / waiting on seller)
  • risk (red flags worth discussing)
  • backup (good, but not the main bet)

Why this works

  • Buyer status is the “truth layer.”
  • Agent tags are the “strategy layer.”


Option 2 — Tag-Driven Ranking System (Best for power users and teams)

Use tags as a lightweight scoring proxy.

  1. Create a consistent tag ladder (team-wide if possible):
  • top-choice
  • strong
  • backup
  1. Use your remaining 1–2 tag slots for reason/context:
  • viewing-first, risk, needs-docs, price-flex, layout-issue
  1. Sort by tags to simulate a prioritized queue.
  2. Only then ask the buyer to mark statuses (Interested / Rejected) once they’ve reviewed the top tier.

Why this works

  • You control order and pacing.
  • Buyer isn’t forced into binary decisions too early.


Option 3 — “Decision Sprint” (Best when the buyer is stuck)

  1. Tag 3–5 properties as top-choice.
  2. Tag 3–5 properties as backup.
  3. Ask the buyer via property specific chat to mark status for only the properties in these two groups:
  • Interested / Rejected
  1. Everything else stays Proposed until the shortlist is resolved.

Why this works

  • Reduces choice overload.
  • Forces movement without arguing over 20 mediocre options.


Common issues & tips

  • Issue: Everything stays Proposed forever.

Tip: Proposed is not a status—it’s a parking lot. Force a weekly rule: “No property remains Proposed after 7 days.”

  • Issue: Tags become a junk drawer (“nice”, “maybe”, “hmm”).

Tip: Ban emotional tags. Use tags that drive actions (viewing-first, needs-docs) or rank (top-choice, backup).

  • Issue: Buyer marks everything Interested.

Tip: Define Interested as: “I would view this within 7 days.” If they won’t view it soon, it’s Proposed or Rejected.

  • Issue: Tag inconsistency across team members.

Tip: Standardize 6–10 allowed tags internally (even though tags are free-form). Put them in a team cheat sheet.

  • Accuracy check: Prioritization sanity test
  • You should always be able to answer in 10 seconds:

“What are the top 3?”

“What is blocked by missing info?”

“What is risky and why?”

“What gets viewed first?”

  • Performance note:

Keep tags short and consistent (top-choice not Top Choice!!!), otherwise sorting becomes chaos.


Updated on: 03/02/2026

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