RE PATTERN CHART · Kenfoster Staffing · 2026-09-24

Source: 4_Real_Estate_Research.md only. Codes: A pains and dreams, B job posts, C small tasks rank, D software, E their words. Quotes are verbatim, typos theirs.
VOL = the quote itself states annual volume in that band. Otherwise, tier placement follows Tim's rule, "We assume the problems they have based on deal volume". The research rarely states annual volume, so placement without VOL is DERIVED.
Slots: each P reads after "Most agents in your situation are dealing with ...". Each DREAM reads after "so you can ...". No agent's own numbers go in a slot.

1. THE FILTER

Annual closed deals	Status	Order
0 to 5	OUT, do not contact	none
5 to 10	IN	second wave
10 to 20	IN	first (10 plus goes first)
20 to 40	IN	first

Side	Rule
Buyer heavy	buyer sides are more than half of closed sides
Listing heavy	everything else, including an even split

Why 0 to 5 is out: A10 first deal OP "It seems like a lot of money I'm giving her"; A1 u/DeanOMiite "It's tough to pay that price when I only have one or two".

2. THE CHART

2.0 Title switch blocks (the cells refer to these)

Block	Fill	Evidence
T1 · buyer heavy, title company states	Extra P: `things title assumed someone else handled`. Extra VA tasks: track title, HOA and survey deadlines; confirm clear to close and funding; weekly lender follow-up and CD review; check what title left off the ALTA.	A1 u/Dhoni_7318 "title, agents, and municipalities all assume someone else handled it"; B31 (TX) "Track every deadline: option period, financing, appraisal, title, HOA, survey, closing." and "clear-to-close confirmed, funding confirmed"; B15 (CA) "Coordinate weekly lender follow-ups, appraisal, Clear to Close, CD review, and loan doc signing"; A2 u/stephyod "catching any details that title might leave off the ALTA"
T1 · attorney states	The tasks change to tracking the attorney review deadline and coordinating with the closing attorney. Which states: `[VERIFY: attorney closing states list]`	B30 (NJ) "Track attorney review"; B18 (NC) "Communicate with closing attorneys"; B23 (GA) "closing attorneys"; B41 (Chicago, IL) "coordinating with attorneys and lenders". These only show which states' posts name attorneys. They are not a legal list.
T2 · listing heavy	Lighter. Extra P: `a file missing a cert nobody ordered`. Extra VA tasks: confirm the municipal certs are ordered, and prepare the commission paperwork. DERIVED: the research does not say which side orders the cert. The NJ post shows this task in an attorney state too.	A3 u/Hot_Technology5177 "my brokerage is holding my commission because the file is missing the smoke/CO cert."; B30 "Coordinate CO, smoke/fire certifications and applicable municipal requirements"; B35 "Prepare commission statements for listings"

2.1 · 5 to 10 · BUYER HEAVY

Slot	Fill	Evidence
P1	contract dates kept on a wall calendar and in phone notes	A1 u/Ry715 "I'm using a chart on the wall with dates and check boxes along with a large wall calender. I also put notes in my phone"
P2	new leads forgotten during showings	A5 u/Harley_Bush_REALTOR "I opened this email up when I was doing showings and then completely forgot about it"
P3	compliance paperwork pushed to the day of closing	A3 u/Environmental_Box22 "I honestly relegate all my compliance to Friday mornings and even then sometimes not until the day of closing."
DREAM	sell instead of chasing paperwork	A3 u/Young_Denver "I have better things to do than chase down paperwork."; B31 "Agents on the team free to sell, not chase paperwork."
VA TAKES	C2 put every contract date on a calendar with reminders · C1 give every lead a next action and send a daily follow-up list (the VA flags and the agent calls) · C13 route documents for e-signature · C7 submit to broker compliance	C ranks 2, 1, 13, 7; B27 "Create daily follow-up lists for me"; A9 u/goosetavo2013 "they will excel at admin tasks and struggle more at sales tasks."
SOFTWARE	Google Calendar, Follow Up Boss, Dotloop or SkySlope, DocuSign	C2, C1, C13; D1, D2
TITLE SWITCH	T1, done for the agent's own few files	2.0

2.2 · 10 to 20 · BUYER HEAVY

Slot	Fill	Evidence
P1	deadlines slipping between contract and close	A2 u/joe-seppy "I had recorded the effective date of the contract wrong"; A1 u/DeanOMiite "at five my brain falls apart"
P2	chasing the lender, title and the other agent for updates	C3, 30 of 49 posts: "Chase lender, title, escrow, attorney, co-op agent for status"; A2 u/I_Like_Silent_People "they wait until 2 weeks before closing to actually do anything"
P3	working every weekend	A7 u/theironjeff "You can't have 10 buyers and not work every weekend."
DREAM	stay out showing homes while every file stays on schedule	A1 u/Mo0ose1422 "I was showing homes and writing a contract one day and she fired off and cc'd me on about 15 emails for my other deals"; A1 u/Moist-Consequence "make sure everything is on schedule."
VA TAKES	C5 open the file the day the contract is executed · C2 dates to the calendar · C3 chase the lender, title, escrow and co-op agent · C18 schedule inspections, appraisals and walkthroughs · C9 status updates to agent and client · C14 chase missing signatures	C ranks 5, 2, 3, 18, 9, 14
SOFTWARE	Dotloop or SkySlope, DocuSign, Google Calendar, Gmail, Follow Up Boss, ShowingTime	C4, C13, C18; D1, D2, D3
TITLE SWITCH	T1 in full. The VA owns title follow-up on every file.	2.0

2.3 · 20 to 40 · BUYER HEAVY

Slot	Fill	Evidence
P1	being at capacity even with a TC on the files	A6 OP "I am already using a contract to close coordinator" ... "am officially at capacity!"; VOL A10 u/Character-Reaction12 pays a "$145 a transaction" processor "(I close 35 a 50 a year)"
P2	leads slipping through the cracks in a busy schedule	A5 u/chillrealtor "Due to the volume of leads I'm getting and my busy schedule, many leads are slipping through the cracks."
P3	vacations that aren't actually vacations	A7 OP "I have a TC and a VA behind me to help already" ... "vacations aren't actually vacations anymore." (Stated at 50 to 60 deals, above this band. The placement is DERIVED: the same "already has help" pattern shows at this band in P1.)
DREAM	start each day with only the things that need your personal attention	A6 / B27 "Here are the things that need your personal attention today. I've already handled everything else."
VA TAKES	C16 weekly report on new leads, overdue tasks, active files and upcoming deadlines · C1 a next action on every active lead · C10 inbox triage and calendar · C3 chase the lender and title on every file · C7 broker compliance and clearing deficiencies. The VA works alongside the existing TC and does not replace it (DERIVED from P1).	C ranks 16, 1, 10, 3, 7
SOFTWARE	Follow Up Boss, Brivity or BoldTrail, Google Sheets, Gmail, Google Calendar, SkySlope or Brokermint	C16, C1, C10, C7; D1, D2
TITLE SWITCH	T1 across every file on the team	2.0

2.4 · 5 to 10 · LISTING HEAVY

Slot	Fill	Evidence
P1	MLS input and disclosure uploads squeezed between appointments	A6 17soah2 OP "Enter listing in mls for todays 9am appt." (logged at 4pm) and "Upload disclosures and pics."; D3 u/i__cant__even__ "at that point you need a break and a snack."
P2	chasing photographers and sign installs to get a listing live	C12, 19 of 49 posts; 1qwnrqr "two weeks lead time for photos once the spring rush starts"; A6 17soah2 "Order sign placement for a broken sign on a house."
P3	past clients listing with another agent because nobody kept in touch	A4 u/DHumphreys "seeing a person that I sold a house to years ago that has listed with another Realtor because I didn't keep in touch."
DREAM	get new listings live the same day	C8 / B36 "same-day service for all listings submitted by 4 p.m."
VA TAKES	C8 MLS input and status changes · C12 book the photographer, sign and lockbox · C6 prepare the listing disclosure package for the agent's review · C15 and C24 past client touches and home anniversary lists · C17 Canva flyer and just listed post	C ranks 8, 12, 6, 15, 24, 17; B1 "Prep listing documents/disclosures"
SOFTWARE	MLS (Matrix, Bright, FMLS, GAMLS, Paragon), Canva, Dotloop or DocuSign, Follow Up Boss	C8, C17, C6; D3
TITLE SWITCH	T2	2.0

2.5 · 10 to 20 · LISTING HEAVY

Slot	Fill	Evidence
P1	listings they don't have time to push	A6 u/Needketchup "i feel like im not pushing my listings like i should be, but i just dont have time"
P2	sellers waiting on updates nobody had time to send	C9 mwyjp9 (a seller) "a quick text explaining the issue earlier today would have gone a long way"; B45 "deliver regular listing status reports to each seller"
P3	chasing ShowingTime requests and showing feedback	D3 1am8d6m "Today I'm at 23 hours with no reply from one."; D3 u/i__cant__even__ "When I'm operating as a listing agent, I'm not also operating as a Secretary."
DREAM	spend your days out getting the next listing	A6 u/PlzbuffRakiThenNerf "$500/hr work for the lead agent (LISTING APPOINTMENTS, negotiations, client facing interactions)"; A6 u/eeshasfaith "Taking over my admin duties has made way for more appointments."
VA TAKES	C20 confirm ShowingTime requests and collect feedback · C9 weekly seller status report · C8 price and status changes · calendar invites for listing deadlines · C12 vendors · C17 Canva and social	C ranks 20, 9, 8, 12, 17; B1 "Calender invites for listing deadlines"
SOFTWARE	ShowingTime, MLS, Canva, Follow Up Boss, Gmail, Google Calendar	C20, C8, C17; D3
TITLE SWITCH	T2	2.0

2.6 · 20 to 40 · LISTING HEAVY

Slot	Fill	Evidence
P1	still having to ask whether things got done	A8 / B23 "We do not want to constantly ask, "Did this get done?""; A8 u/laylobrown_ their VA "was not completing tasks"
P2	a pipeline that goes quiet during the busy stretch	A5 u/Embarrassed_Will_605 "during that time, neglected my pipeline." ... "I'm seeing listings go up that I know should have been mine" LIVE, Richard Nguyen: "maybe 35 hours, and it took me like 15 hours, 20 hours on, you know, doing listing" [00:10:04]; "took too long on on servicing the listing servicing the sale." [00:10:04]
P3	a commission held up because one document is missing	A3 u/Hot_Technology5177 "my brokerage is holding my commission because the file is missing the smoke/CO cert."; A3 u/Jodeenjb "I like to get paid when my transaction closes, not days/weeks later." LIVE, Richard Nguyen: "chasing after customer for you know asking them to send me uh the list of" [00:02:36]; "we have to get leases, we have to get the agreement" [00:01:29]
DREAM	spend your day talking to people and closing deals, not doing MLS	LIVE, Richard Nguyen: "My job is talking to people closing deal not to do MLS." [00:10:04]; "If I can spend five hour talking to people a day, you know, imagine I can double triple my business" [00:30:21]
VA TAKES	C11 checklists and SOPs for each listing type · C16 weekly report · C7 broker compliance and clearing deficiencies · C4 keep the platform file current · C21 CMAs and listing presentations · C15 past client touches	C ranks 11, 16, 7, 4, 21, 15
SOFTWARE	Paperless Pipeline, SkySlope or Brokermint, MLS, Google Sheets, Follow Up Boss or Brivity, MoxiPresentations or RPR	C11, C4, C21; D1, D2
TITLE SWITCH	T2 across every listing file	2.0

3. HOW THE CELLS DIFFER

By volume

	5 to 10	10 to 20	20 to 40
Help today	Usually none. A4 u/Less_Cicada_4965 "a solo agent without an assistant" (tier DERIVED)	First handoff. A6 u/BenefitElectronic317 "my business has reached the point where it has become necessary."; u/_intrepid_ "I just can't really figure out what to task them." (tier DERIVED)	Often has some help already. VOL A10 u/Character-Reaction12: a per transaction processor and a part time assistant; A6 "already using a contract to close coordinator"
Core problem	Doing it all by hand (A1 wall calendar)	The manual system stops scaling. A2 u/Personal_War1075 "the manual system doesn't scale as you expect" (tier DERIVED)	The help does not keep up. A8 B23 "Did this get done?"; VOL A6 Houston OP (28 deals) "tough to manage all by myself."
Price reaction	The price hurts. A1 "tough to pay that price when I only have one or two"	DERIVED: a per deal TC fee starts to feel worth it. A1 u/DeanOMiite "at five... I need her" is about pendings, not annual deals	Two objections. A10 u/RadishExpert5653 "My TC is literally the biggest expensive in my business". VOL A10 u/thatzwhatido_1 (3 to 4 closings a month) "I have the time to do the work"
Hours ask	Small: "like five hours a week" (1cclg5k) (tier DERIVED)	Part time: B25 asks 15 hours; B27 asks "approximately 20 hours per week" (tier DERIVED)	Full time: 23 of 31 onlinejobs.ph posts ask 40 (B.2) (tier DERIVED)
Lead problem	Leads forgotten one at a time (A5)	Leads lost during showings or listing work (A5, A6)	Leads slip because of the volume, and the pipeline goes quiet (A5 chillrealtor, Embarrassed_Will_605)

By side

	Buyer heavy	Listing heavy
Where the time goes	Out at showings and contract to close (A1 Mo0ose1422, A5 Harley_Bush)	Pre-list to live, then seller upkeep (A6 17soah2, C12, C9)
Weekends	"You can't have 10 buyers and not work every weekend." (A7)	"I can have 20 listings and not work weekends." (A7, same author)
Leads	New inbound leads that go cold during showings (A5)	Past clients and sphere going quiet (A4 DHumphreys, A5 Embarrassed_Will_605)
The VA starts with	Contract dates, the lender and title chase (C2, C3, C5)	MLS input, vendors, ShowingTime, seller updates (C8, C12, C20, C9)
Title switch weight	Heavy (T1)	Light (T2, DERIVED)

4. SLOT EXAMPLES (slot fill only, not finished emails)

10 to 20 · BUYER HEAVY

E1: "Most agents in your situation are dealing with deadlines slipping between contract and close, chasing the lender, title and the other agent for updates, and working every weekend."
E2: "Are you still looking for help with chasing the lender, title and the other agent for updates so you can stay out showing homes while every file stays on schedule?"

10 to 20 · LISTING HEAVY

E1: "Most agents in your situation are dealing with listings they don't have time to push, sellers waiting on updates nobody had time to send, and chasing ShowingTime requests and showing feedback."
E2: "Are you still looking for help with sellers waiting on updates so you can spend your days out getting the next listing?"

5. OPEN ITEMS

#	Item	Owner
1	Special offer: TBD, from Chau's data on Tuesday. The Email 1 slot "We're doing a special offer..." is empty until then.	Chau, Tim
2	`[VERIFY: attorney closing states list]` for T1. Tim named Illinois. The research names none.	Tim
3	Tier edges: the bands share 5, 10 and 20. Which tier gets an agent with exactly 5, 10 or 20 deals? And are agents with more than 40 deals in or out? (The one 50 to 60 deal agent in A7 already has a TC and a VA.)	Tim
4	Data source for annual closed deals, the buyer and listing split, and the "recent deal" trigger. None of these are in the research.	Tim, Ela
5	Who makes the calls in between. A9: "I don't let my VA do cold calling because of his accent"; "those types of buyers and sellers don't respond well to offshore phone prospectors." Decide whether a US voice (Robin) makes the calls and texts.	Tim, Chau
6	Price frame. Direct hire rates on onlinejobs.ph run $3 to $10 an hour (A10). The A8 dream (DERIVED in the research) is that "someone else does the vetting, the training and the replacing". That is Chau's edge over direct hire, and the offer should use it.	Chau
7	The research has no "segments" section. The buyer and listing split here is built from quotes in A, C and D.	Tim

LIVE PROOF: Richard Nguyen, 2026-09-24


Who	Richard Nguyen, real estate broker in Quebec, Canada (works in French and English). A referral from Brandon, not a cold outreach lead.
Tier	20 to 40 (§ 2.6): "Right now, I'm doing around 35 40 deal" [00:29:32]
Side	LISTING heavy, from his own description: "we do prospecting. We um we we do listing." [00:01:29]. His buyer and listing split was not stated on the call.
Result	Verbal yes to 20 hours a week at $10 an hour: "20 hour a week." [00:40:25]; "So so good. So just go with that." [00:41:08]. Not yet signed. Chau's VA sends the contract, then a meet and greet.
In § 2.6	P2 and P3 carry his words as LIVE evidence. The DREAM is in his own words.