Guide · Leadership
Run a weekly land portfolio exception review
A bounded weekly review of inventory movement, approvals, ownership exceptions, Tenant Finance, and follow-up decisions.
- Category
- Leadership
- Best for
- Executives, estate leads, operations leads, and finance leads
- Reading time
- 5 min read
- Content review
Scope of this guidance
This routine uses operational records available in Pole. A dashboard or export can be partial or stale and is not, by itself, a certified financial statement, valuation, or legal portfolio register.
Step 1 of 4
Set the review scope
Start by naming the company, estates, reporting cutoff, timezone, and data freshness. A count without that scope cannot explain whether a change is a real movement, a filter difference, or unavailable data.
- Confirm the estates and plot states included in the review.
- Record the reporting period, timezone, last refresh, and any unavailable section.
- Carry forward unresolved exceptions from the previous review before adding new ones.
Step 2 of 4
Review inventory and decision queues
Compare Available, Reserved, Allocated, and Sold plot counts by estate, then inspect the changes behind the totals. Review holds, pending approvals, rejected corrections, expired or stale reservations, and ownership inconsistencies as separate exceptions.
- Explain material movement with the plot or batch records that produced it.
- Identify pending decisions with an owner, age, and blocking condition.
- Keep no data, zero activity, and completed work as different states.
Step 3 of 4
Review Tenant Finance in allocation context
Read paid, refunded, net paid, outstanding, overdue, waived, and overpaid amounts with the allocation episodes that own them. Do not combine these figures with Pole subscription billing or treat an unreconciled projection as a closed account.
- Inspect overdue agreements, unresolved finance reviews, refund activity, and reference anomalies.
- Compare finance exceptions with revocations, transfers, and plot-state changes from the same period.
- Assign reconciliation work where the ledger and visible summary do not agree.
Step 4 of 4
Record decisions and follow-up
The review should end with a small action register, not only with viewed metrics. Each item needs an owner, due condition, source record, and evidence required to close it.
- Record the decision, responsible role, affected estate or record, and next review point.
- Separate a request for investigation from an approved operational change.
- Close an item only when its record shows the intended result.
Final checks
Confirm these points before treating the workflow review as complete.
- Estate scope, reporting period, timezone, and freshness are recorded.
- Summary movement can be traced to underlying records.
- Tenant Finance exceptions remain separate from Platform Billing.
- Every open exception has an owner and evidence-based closure condition.
Continue the review
Continue evaluating this workflow
Review the related Pole workflow, then request organization access when your organization is ready to begin the application. Access is reviewed by Platform and is not created immediately.