Commercial real estate reports can be invaluable in helping your firm to keep a pulse on pipeline deals, upcoming action items, team workloads and much more. Before your reports can be as accurate, clear and impactful as possible, though, your firm must consider how data is sourced, stored and managed. Manually building reports requires a significant time investment, without guaranteeing accurate results. Many of the leading investment management teams rely on Dealpath to automate standard reports, keeping stakeholders informed about deal flow at regular intervals. Read on to learn more about commercial real estate reporting best practices followed by leading investment management teams, and 6 types of reports they look to for a baseline pulse on deal flow.
Understanding Commercial Real Estate Reporting Best Practices
Leverage Consistent, Standardized Data
Standardizing the way you organize data empowers your firm to analyze information in a more systematic manner. This can be accomplished in Excel, but requires diligent attention to detail and accepted organizational standards.
As a first step, develop a clear standard for which data should be included in every deal, and how it should be labeled. Some deal management platforms enable teams to require specific fields and enforce naming standards, preventing unhygienic data. Deal management platforms also solve the complicated question of how to format that data, which is not as simple via Excel.
Standardizing data on the upfront provides powerful data manipulation capabilities further down the line, especially when using filters in a robust deal management platform like Dealpath.
Use Dropdown Fields To Create Team-Wide Alignment
One way to enforce naming standards when aggregating deal data is using dropdown fields, which are also called list fields in Dealpath. Rather than leaving team members to decide how to name data, dropdown fields help ensure organization, alignment and clarity. Without dropdowns, team members could misspell words, use different terminology, or abbreviate–which makes it difficult to analyze information. For example, some team members may classify office properties as “Class A”, while others could input “A” or “CL A”.
Providing team members with a designated list of field options to choose from enforces data hygiene, while building consistent terminology. With uniform naming conventions, your team can freely filter deal data and group deals in a dashboard or report without concern for inaccuracies.
Mapping The Appropriate Deal Information
Utilizing a deal management platform like Dealpath, you can map deal information to specific fields as you import it. By doing so, you can capture all the information pertinent to your investment analyses, rather than omitting fields that could later become important.
Leveraging a filterable database, you have far more reporting options than you would otherwise. Consider what fields you might want to utilize in a report, and plan accordingly.
The 6 Best Reports for Commercial Real Estate Investment Managers
These are the 6 reports that leading teams tend to generate on a weekly or regular basis to keep a tight pulse on their pipelines and organizations.
1. Pipeline Report
The Bottom Line: Pipeline reports provide a snapshot of current deals in progress and where they stand
Because pipeline reports provide a quick glimpse into currently active deals, many teams use them to facilitate weekly meetings. Many of these reports include key details like deal progress, deal type, property type, bid date, square footage, price/unit, as well as key metrics like cap rates.
Teams that use Dealpath automate pipeline reports, which often include unique, firm-specific fields, for daily, weekly or monthly delivery. They can also be broken down with a secondary grouping, like the region, which better curates relevant data for stakeholder reviews. Examining dates on historical pipeline reports can also help you understand how many deals closed in a specific timeframe.
2. Critical Dates Report
The Bottom Line: Critical dates reports provide a high-level overview of upcoming and past action items for deals in your pipeline
Pipeline reports illustrate current deals, but how can you illustrate the work each one requires? Rather than digging into each deal to uncover upcoming milestones, many teams utilize critical dates reports to visualize and understand current and future priorities. Building critical dates reports for historical deals can also showcase what a typical deal lifecycle looks like.
Choosing to require these fields in Dealpath forces team members to input accurate dates.
Firms can assign critical dates for every deal directly to users, ensuring important tasks never slip through the cracks.
3. Deal Lifecycle Tracking Report
The Bottom Line: Deal lifecycle tracking reports help you uncover operational metrics to analyze deal flow and adjust investment strategies
How long does it typically take for a deal to move from sourcing to closed, or until the letter of intent is submitted? Does that timeframe vary among retail, multifamily and industrial deals? Deal lifecycle tracking reports help firms understand operational metrics related to deal flow, allowing them to identify gaps in their processes and adjust investment strategies accordingly.
Some timeframes that deal lifecycle reports track include:
- Time to close
- Deal creation to LOI submission
- Deal creation to bid
- LOI submission to bid
- LOI submission to contract
In Dealpath, firms can precisely control which metrics are included to build the most insightful reports possible.
4. Dead Deal Analysis Report
The Bottom Line: Dead deal analysis reports help firms determine which deal types die sooner or more often than others, and analyze why
As deals in your pipeline move to dead, including a “dead reason” about why the deal died in Dealpath allows you to generate a dead deal analysis report. When your firm’s investment strategy involves a diverse range of property types, regions, and other variables, dead deal analysis reports help you uncover insights about which deals die most often, fastest, and overall, observe trends about why certain deals die.
By reviewing a dead deal analysis report in Dealpath, your firm can hone in on the deals that best align with your investment strategy. As a result, you can make informed choices about which deals to prioritize in the future. For example, the data might show that retail properties in the Great Lakes region tend to die at a much faster rate than comparable properties in the Southeast area. With these insights, your firm can allocate more resources toward properties in the Southeast, while minimizing time spent on Great Lakes deals. Including comments about why the particular deal died and the purchase price at the time it died preserve important context when it comes time to review these deals.
5. Staffing Workload Tracker Report
The Bottom Line: Staffing workload tracker reports help decision makers understand team workloads to allocate resources and delegate new deals accordingly
Which team members are currently at maximum capacity when it comes to current deals? Who can take on new deals, or help other team members with high-priority deals? Staffing workload tracker reports help decision makers to visualize their team’s workload, so that they can appropriately delegate responsibilities.
In Dealpath, staffing workload tracker reports can be grouped by deal lead, deal status, and other list fields. If certain deals are approaching a critical date and the assigned team member needs support, managers will not only know to provide it, but can also determine who’s able to help. Including anticipated deal closing dates in this report also helps firms identify when team members might have the bandwidth to work new deals.
6. Development Budgeting Report
The Bottom Line: Development budgeting reports help teams maintain oversight into development deals and corresponding costs as projects progress
Throughout ongoing development projects, new, unanticipated costs often affect projected budgets. Development budgeting reports help your team to remain aware of how new variables or delayed timelines are impacting projects from a financial standpoint.
Teams that use Dealpath frequently create development budgeting reports that include total budgeted costs, actual project costs, and the difference, highlighting any discrepancies or overages. Based on these numbers, your firm can adjust its budget accordingly.
Elevating Your Commercial Real Estate Reporting
Turnkey reporting can help your firm not only maintain transparent visibility into deals, but also make crucial determinations about your investment strategy moving forward. To learn more about how Dealpath automates various report types to help your team keep a pulse on moving deals and the specific reports outlined above, watch our recent webinar about reporting best practices, led by Dealpath’s Customer Success team.
To receive help building one of the reports mentioned in this blog post in your firm’s Dealpath instance, reach out to your Customer Success Manager.