Episode 45: Funding Stacks, Missed Deadlines & the Transaction Coordination.

Aug 5, 2025

This episode dives into the intricacies of transaction coordination in real estate. The hosts share personal anecdotes about summer's impact on their business and stress the importance of efficient funding strategies. They explore how missed deadlines can lead to costly mistakes and highlight the need for robust systems to manage increased deal volume. The conversation covers the essential traits of effective transaction coordinators, including organization and attention to detail, alongside insights into leveraging tools for improved workflow and accountability.

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ADVICE

Act Fast In The First Week

Open title and start due diligence immediately after signing a purchase agreement.
Use a checklist to kick the property into a weekly TC meeting to define the plan within the first week.

INSIGHT

Scaling Amplifies Decision Risk

Scaling multiplies decision points and dates, creating big risk if ownership is unclear.
Missed ownership on deadlines leads directly to lost earnest money and wasted capital.

ADVICE

Frontload Communication And Expectations

Treat the first week of contact as the make-or-break window and establish expectations quickly.
Prioritize moving inventory fast because TC timelines (e.g., 30 vs 60 days) change operational outcomes.

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🎙️Welcome Back to The Ground Game Podcast! 🎙️

In this episode, hosts Clay Hepler and Justin Piché dive into the critical yet often overlooked aspect of real estate investing: transaction coordination. They share hard-earned lessons on managing multiple contracts, deadlines, and the importance of clear ownership in decision-making as they navigate the complexities of scaling their land businesses.

Key Highlights

Personal Updates:
Clay and Justin kick off the episode with some light-hearted banter, discussing how summer is impacting their business. They reflect on their current deal flow, with Justin sharing insights on his recent experiences with funding and the challenges of managing cash flow.

Scaling Challenges:
The hosts delve into the challenges land investors face during the scaling phase, particularly the intricacies of transaction coordination. They discuss how to avoid costly mistakes due to missed deadlines and the importance of having a robust system in place as deal volume increases.

The Importance of Transaction Coordination:
Justin and Clay emphasize the critical role of transaction coordination in ensuring smooth operations. They share their experiences with hiring the right coordinators and the key performance indicators (KPIs) they track to maintain efficiency and accountability.

KPIs and Accountability:
Listeners will learn why KPIs, feedback loops, and clear ownership matter more than ever in driving business success. Clay and Justin discuss the processes they are currently rebuilding to enhance their transaction coordination efforts.

Founder Burnout:
The episode also touches on recognizing and overcoming founder burnout. Clay and Justin share their strategies for maintaining balance while driving business growth, emphasizing the importance of prioritization and self-reflection.

Tech and Data Management:
The episode wraps up with a discussion on the significance of tracking key performance indicators (KPIs) and leveraging technology to streamline operations. Clay and Justin encourage listeners to utilize data for informed decision-making, sharing their experiences with various systems and the importance of a cohesive tech stack.

If you're navigating the complexities of transaction coordination in your land business, this one's for you! 📌

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