Module 4: Pipeline Reviews and Notes

A pipeline review is the systematic evaluation and analysis of the status and progress of a collection of ongoing tasks, projects, or transactions. It involves reviewing the various stages or phases through which these tasks or transactions pass, from initiation to completion, and assessing their overall health, efficiency, and alignment with organizational goals.

In the mortgage lending industry specifically, a pipeline review typically involves examining the status of loan applications or mortgage files at different stages of the lending process. This includes evaluating the progress of applications from initial submission to underwriting, approval, documentation, and ultimately, closing.

During a pipeline review, key information about each task or transaction is assessed, such as its current stage, associated timelines, potential roadblocks or bottlenecks, outstanding requirements, and any necessary follow-up actions. This information is often presented visually, using tools like Encompass, pipeline management software, or spreadsheets, to provide a clear and concise overview of the overall workflow.

By conducting regular pipeline reviews, mortgage lenders can ensure that tasks are progressing smoothly, customer expectations are met, and deadlines are adhered to.

Pipeline reviews often involve collaboration and discussion among team members, managers, and stakeholders. They serve as an opportunity to share updates, discuss challenges, and seek input or guidance when needed. Team or collaborative pipeline reviews usually have set schedules (such as weekly) and are organized by your team’s supervisor or Branch Manager.

To prepare effectively for pipeline reviews and enhance the value you add in these meetings, you must prepare your notes and be ready to point out your challenges and progress when the discussion heads to items you are actively working on or have worked.

Regarding your notes, keep in mind the following:

• Create a clear and organized structure for your notes.

• Highlight priorities or upcoming deadlines.

• Ensure that your notes provide a comprehensive snapshot of the current state of the pipeline.

• Summarize progress and status. Include information on what has been accomplished, any outstanding items, and any specific actions or decisions that need to be taken.

• Note any challenges, bottlenecks, or issues that have arisen during the process.

• Add any questions that arise so they can be solved.

• Update and review your notes regularly.

Regardless of the pipeline meetings, make sure to communicate frequently with your team and notify them of any questions, issues, and challenges that arise while working on your tasks. These items are a high priority and may need to be addressed by your supervisor immediately. Do not wait until pipeline review to bring these topics to your team’s attention.