Per Microsoft’s 2025 Work Trend Index, 53% of leaders say productivity must increase. But 80% of the global workforce says they don’t have enough time or energy to do their work. 

That’s probably due, at least in part, to inefficiencies caused by bottlenecks at critical points. And the mortgage process is no different. 

But bottlenecks aren’t always immediately apparent. They can be hidden behind outdated processes or even well-intentioned team members.    

What’s more, finding them is only half the battle. Fixing them is even more important. 

If you’d like to drive efficiencies in your business by effectively managing bottlenecks, here’s what you need to know: 

Understanding the Power of Bottlenecks  

Any point of congestion in your systems or processes could be labeled a bottleneck.  

And even small bottlenecks can cause ripple effects in both efficiency and revenue. Think: slowed pipeline momentum, unnecessary back-and-forth, and extended time to close. This could cause borrowers to feel mounting frustration and mistrust, or lenders to develop a negative view of your business.   

That’s why it’s critical that mortgage brokers effectively diagnose and treat any bottlenecks in their business. 

How to Spot Bottlenecks in the Mortgage Process 

To identify bottlenecks in your processes, start by analyzing some data, primarily key loan cycle metrics. How many days are spent in each stage? Are there any stages or transitions that are clearly sapping efficiency? 

You might also look at repeated borrower or lender questions. Any topics that generate confusion or miscommunications on a regular basis are also probably costing you time and energy. 

Then, review any borrower satisfaction surveys or post-close testimonials. You might find certain pieces of constructive criticism popping up again and again, cluing you into areas that could be meaningfully improved. 

Finally, if you have a team, conduct a few internal, informational interviews. Where do they find most deals get stuck? 

Bottlenecks will look different from company to company, but you might find some of the most common tend to include:   

• Documentation Delays: Missing or incomplete borrower paperwork, sometimes caused by an over-reliance on manual collection methods or lack of communication. 
• Communication Gaps: Overall poor coordination with borrowers, lenders, underwriters, title companies, and other stakeholders. 
• Processing and Underwriting Backlogs: Could be due to volume spikes, insufficient automation, or errors in initial submissions. 
• Technology Shortcomings: Outdated systems and/or lack of integration with CRMs or borrower portals. 
• Compliance and Regulatory Hurdles: Typically stem from slow responses to new regulations or missing data checks/audit trails. 

How to Fix Bottlenecks in the Mortgage Process 

Now that you’ve identified your unique bottlenecks, you’ll need to work to remedy them. Of course, the right approach will depend on the issues at hand. But, in general, you might consider: 

Streamlining Documentation 

Many mortgage professionals spend too much time and energy manually managing documents. You might consider using borrower portals or digital document upload tools instead. Upfront checklists and proactive client communication can help here, as well. 

Improving Communication Flows 

Miscommunications can also be extremely inefficient. Be proactive in addressing any areas for potential miscommunication – both externally (perhaps via automated updates) and internally (for example, by utilizing clear standard operating procedures aka SOPs for handoffs) – to avoid delays. 

Working Smarter with Processors 

To cut down on bottlenecks here, be sure to double-check submissions before sending, work to build positive relationships with processors, or consider a seamless, third-party processing solution. 

Upgrading Technology 

Tech should drive efficiency, not drain resources. Depending on your needs – and the year of your last upgrade – you might consider investing in a new loan origination system or customer relationship management tool. E-signature capabilities always help, too! 

Staying Ahead of Compliance 

Nothing slows mortgage pros down quite like a compliance issue. Make a point to invest in continuous training – for both you and your team – to stay on top of any changes and evolutions. A regular audit process can also keep everyone in line on a reasonable schedule. 

Wrapping Up: Managing Bottlenecks in the Mortgage Process 

Successfully (and proactively!) managing bottlenecks could benefit your businesses in several ways. 

Fewer sticking points could mean faster closings, which might just translate to more deals per month. 

It could also lead to stronger borrower satisfaction, higher reviews, and even more referrals. 

Internal staff could see reduced stress and burnout when they’re not spinning their wheels unnecessarily. 

And, finally, you could earn yourself a competitive advantage in a crowded mortgage market. After all, not everyone has figured out how to identify and fix these pesky, painful bottlenecks! 

Now, let’s get to identifying, analyzing, and solving yours.