How strong are your brokerage’s systems? Take this 5-minute self-test
- Mark Cadesky
- Sep 9
- 4 min read
Updated: Nov 8
Running a small to mid-sized real estate brokerage is demanding - you’re not only managing your own business, but also leading agents, overseeing admin, handling compliance, and making countless decisions every day.
It’s easy to assume everything is “good enough.” Deals are getting done, your staff shows up, and your agents are (mostly) happy. But when you scratch beneath the surface, how strong are the actual systems that support your brokerage?
The truth is, most brokerage owners don’t know until something breaks.
This post walks you through a quick but powerful Brokerage Self-Test. If you answer “no” or “not sure” to even a few of these questions, it may be time to take a closer look under the hood - before operational blind spots start costing you time, money, or your best agents.
Self-Test: Is Your Brokerage Set Up for Scale - or Set Up for Stress?
For each question below, answer honestly: Yes, No, or I’m not sure.
1. Do you have clear, written procedures for how deals are processed from listing to closing?
Why it matters: Inconsistent or undocumented workflows lead to errors, missed deadlines, and compliance issues. Staff and agents should never be “guessing” the next step.
2. Can your admin team confidently handle day-to-day operations without needing your input?
Why it matters: If every issue funnels back to you, you're the bottleneck. Staff should be trained, equipped, and empowered to make routine decisions independently.
3. Do new hires (admin or agents) have a structured onboarding process with defined training milestones?
Why it matters: Every new team member should know what’s expected in week 1, week 2, and beyond. Ad hoc onboarding leads to confusion, wasted time, and inconsistent performance.
4. Are you confident that your staff understands real estate-specific systems and compliance requirements?
Why it matters: Real estate admin is not generic admin. Mistakes in deal files, trust deposits, or board compliance can put your brokerage at serious risk.
5. Do you have documentation that outlines how your front desk, marketing, and compliance processes work?
Why it matters: If your business lives only in your head (or one employee’s), you’re vulnerable to disruption, burnout, and turnover.
6. When your agents have a question about TRESA, a form, or process - do they have somewhere to go other than you?
Why it matters: A centralized knowledge base or “agent handbook” reduces pressure on the Broker of Record and empowers agents to be more independent.
7. Are your recruiting and retention strategies intentional and consistent, or reactive?
Why it matters: Growth depends on the right agents. Without a strategy, you’re stuck hiring anyone available and struggling to keep the good ones from leaving.
Scoring Your Results
Count how many No or Not Sure responses you gave. Here’s what it means:
0–1: Your systems are strong - but don’t get complacent. Auditing once per year is still wise.
2–3: You’re doing okay, but gaps are forming. Now is the time to refine your operations.
4–5: Your brokerage is vulnerable. You’re likely feeling the pressure, and your growth is being slowed.
6+: You’re not running your business - your business is running you.
How AskMark Can Help
If this test opened your eyes to cracks in your operation, you’re not alone. Most brokerages don’t even realize they’re operating inefficiently until something breaks.
AskMark offers a hands-on Brokerage Audit & Optimization service specifically designed for small to medium brokerages in Ontario. Here’s what that includes:
Deep-Dive Audit
We review every corner of your business - from your admin structure and agent support to deal processing, recruiting, and compliance systems.
Custom Action Plan
We don’t just tell you what’s broken - we create a step-by-step plan to fix it, tailored to your business goals, size, and team.
Implementation Support
You don’t have to do it alone. Mark helps you implement systems, train your team, and refine your workflows for long-term success.
Growth-Oriented Mindset
The goal isn’t to just “clean up” your operations. It’s to build a business that can scale - smoothly, profitably, and without relying on you for every decision.
Bonus Check-In: Are You Losing Money Without Realizing It?
Operational inefficiency isn’t just about messy systems - it’s about your bottom line. Many brokerages are bleeding money without even knowing it.
Here are some of the financial blind spots AskMark sees again and again:
Commission Splits That Don’t Work: Are your splits rewarding loyalty and production - or just eroding your margins? Many brokerages are offering 90/10 or even 100% splits to agents who aren’t producing enough to justify them.
Expense Creep: From unnecessary software subscriptions to unused office space or underutilized staff, money often goes out the door without oversight. Are you regularly reviewing your recurring costs?
Lopsided Deal Mix: Too many leases and not enough sales? That could be a training or recruitment issue. A weak deal mix affects cash flow and long-term profitability - and often points to a larger gap in agent performance or support.
Inconsistent Fee Collection: Are monthly desk fees, tech fees, or per-transaction admin fees being properly tracked and enforced? If not, your income is unpredictable and inconsistent.
AskMark doesn’t just look at your systems - we look at the full financial picture, including how much you’re making, keeping, and losing without realizing it.
You Can’t Scale on Guesswork
You wouldn’t tell an agent to list a home without a CMA or market data - so why run your brokerage without analyzing how it’s performing operationally?
If you’re unsure whether your systems are helping or hurting your business, it’s time to find out.
AskMark can give you the clarity, structure, and confidence you need to run a better brokerage - one that works with you, not against you.
