An initial search phase can show whether an agency understands the brief before the buyer expands the instruction. Its value comes from defined learning objectives, not simply from delaying a formal decision. Clarify the commercial and contractual basis of the phase before work starts.
An initial search phase can show whether an agency understands the brief before the buyer expands the instruction. Its value comes from defined learning objectives, not simply from delaying a formal decision. Clarify the commercial and contractual basis of the phase before work starts.
Set a specific property requirement and explain the information the agency should provide. Agree the expected output and the date for reviewing it. Avoid asking for an unrealistic number of properties simply to test enthusiasm.
Identify what the phase is intended to reveal: screening accuracy, relevant market knowledge, communication quality or the ability to obtain reliable information. Some capabilities, such as managing a complex transaction, will remain untested by an initial shortlist.
Check whether the proposed properties meet mandatory requirements and whether uncertainty is visible. Review the reasons for inclusion. Ask the agency to explain any deliberate trade-off rather than assuming every departure is an error.
Give clear feedback and observe how the agency uses it. A candidate that corrects an ambiguous interpretation and improves the next submission may demonstrate a stronger process than one that continues sending the same unsuitable options.
Select a material unanswered question and ask the agency to obtain the information from the appropriate source. Assess how it communicates the response and any remaining limitation. Do not require the agency to provide specialist conclusions outside its role.
For example, the buyer may need clarification of a property's access arrangements before involving an operations team. The agency should obtain a useful answer or clearly explain why the issue remains unresolved. An unsupported reassurance is not equivalent to completed enquiry.
Record whether to continue, adjust the instruction or select another provider, subject to the agreed terms. Identify which capabilities were demonstrated and which still require evidence. Do not convert a successful small search into an unrestricted approval for every property type or jurisdiction.
If continuing, carry the lessons into the brief, communication process and appointment. If stopping, close the phase in accordance with the agreed commercial arrangements and retain the search record. A disciplined initial phase should reduce uncertainty for both parties and create a clearer basis for the work that follows.
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