Time management can make or break your real estate career.
Many agents are drawn to real estate because it offers the opportunity to set your own schedule. Freedom of time is a big motivator.
If you don’t manage your time effectively, though, real estate can completely take over your personal life. That’s especially true as your business grows.
Below you’ll find our agents’ best time management tips, drawn straight from a meeting at our top-producing team’s office.
This is how our agents keep up with a very high volume of leads, appointments, and transactions — including getting over 100 clients under contract in the month of June 2020! And best of all, they do it while still having time to enjoy their personal lives. Time management is one of the best ways to relieve stress and prevent burnout.
Time Management Tip #1: Keep a Calendar
A calendar is the most indispensable time management tool for any real estate professional. Don’t take it for granted.
As soon as you know about a time-specific commitment, mark it on your calendar immediately. If you try to hold everything in your head, you will not only be more stressed, but you’ll also forget important commitments. Make sure everything gets entered on your calendar.
Here’s another tip from our agent Angela: If your commute is long, try to schedule appointments together on single days to make the trip count. If you do have long commutes, reclaim some of that time by listening to real estate podcasts and audiobooks that give you valuable information and motivation.
Every evening, review your calendar to see what’s coming up tomorrow.
And if you really want to make the most of your calendar, give it a thorough review every weekend: Review the previous seven days and write down any remaining to-do items from the previous week. Then review one week forward so you’re well-prepared for the coming week.
Time Management Tip #2: Block Time to Save Time
Block time for different tasks and make an effort to avoid all the distractions you can.
If you’re working on a computer, put your phone somewhere out of sight — it’s too easy to get distracted. Blocking out time like this makes duties faster and easier than constant task switching. Managing your time means managing your focus, too.
Batch similar tasks as much as possible. It’s more efficient to knock out 10 similar tasks in a row than it is to spread them out across days.
Time Management Tip #3: Do More Business & Be Less Busy
Of course you’ll need to check your email at the beginning of the day — but maybe don’t make email the first thing you do.
Real estate is of course a highly-connected area of work, but make sure you’re not entirely driven by the latest and loudest — take time to build those lead magnets, build those follow-up systems, and lay the foundation for future business. Otherwise you’ll find yourself on a never-ending treadmill of “urgent” but relatively unimportant tasks.
Time management in real estate isn’t just about keeping up with what’s on your calendar — it’s also about growing your business and getting ahead.
So if you’re a morning person like Dan is, leverage it by blocking time for those non-urgent — but important — projects early in the morning. Then you can start your day proactively instead of getting caught up in your inbox and working reactively.
Do you want to be “busy,” or do you want to do business?
Time Management Tip #4: Stay on Top of Every Client and Lead
If you don’t already have an organized list of leads and clients, including what their likely timelines are, start a spreadsheet now! Update it regularly so you know where to focus your attention.
Focus on converting serious leads as soon as you can. Once one lead is converted, your schedule opens up and you have room for more incoming leads.
Time Management Tip #5: Get More Referrals with Simple Outreach
Follow up with every lead and client.
Follow up after every meeting and call.
Follow up with leads regularly: Open house leads, booked leads that ghosted you, etc.
Jonathan is 22, has been on the team since January 1st, and has ratified 15 properties so far in 2020. Any agent can be successful, but you have to have a consistent cadence for follow up and prospecting.
Time Management Tip #6: How to Get New Clients
Prospecting new clients: Reach out to your SOI and get zoom appointments: either by talking real estate or just by chatting. Make sure to keep notes on what you learn about each person and their life. This not only helps you serve the prospect’s real estate needs better, but also helps you stay connected with them as a person (see also Tip #5, above).
Most of each day, says our agent Nadia, is spent following up and checking in: With past clients, leads from ISAs, Open house leads, or with SOI.
Stay top of mind. Check in with each SOI contact at least once a month. Engage with your SOI on as many platforms as possible. It’s a free and easy way to stay connected.
Time Management Tip #7: Don’t JUST Ask for Referrals
Don’t be that agent who’s silent for months or even years… and then suddenly, awkwardly shows up to ask for referrals out of nowhere.
Keep a list or a separate calendar of client birthdays, anniversaries, home anniversaries, and more. Check it daily and reach out to your clients on the regular to say hello.
Follow up with past clients at least once per month. Give them your full attention and write down that you want to remember, like where they work, what their kids are studying, etc. This is key to building that relationship. Good, consistent follow up makes it much more graceful to ask for referrals and keeps you top-of-mind for repeat business.
Keeping up with past clients might even give you more job satisfaction — you provide a valuable service to clients during major life milestones, after all! Connecting with satisfied clients can be a boost on those days when the cold-calling is tough.
To stay in touch with your entire SOI in just minutes, consider writing a letter from the heart.
Time Management Tip #8: Know Your Strengths!
Understand your strengths and weaknesses: know when you are most productive, what tasks you’re fast at, which ones you’re slow at, etc.
It can be hard, but try to be honest with yourself about this. Keri hired specialists who covered her weaknesses so that she could fully focus on her strengths. The Keri Shull Team is now one of the top-producing teams in the nation by sales volume, according to REAL Trends. Work your strengths, and your business will work.
Time Management Tip #9: Delegate!
Look, at a certain level of business, you will become too busy.
Your calendar will be full to bursting. You’ll hit a plateau that you cannot grow beyond. Your choices at that point will be to either continue working 90 hours a week and burn out… or hire, begin to build a team, and delegate.
Don’t fall into the trap of trying to do it all yourself. Provide opportunities for other people! If you can do work worth hundreds of dollars per hour, hire an admin, inside sales agent, or assistant to delegate other tasks to. Do more of your highest-value work and create jobs for other people at the same time! Not only will your business continue to grow, but your impact and legacy will too.
Plus: Delegating gives you your life back. Which brings us to…
Time Management Tip #10: Block Time For Yourself, Too
When you’re time blocking, don’t forget to set aside time specifically for non-work activities that you find rewarding and meaningful: Fitness, friends, family, hobbies, and causes.
Put these on your calendar well ahead of time, and protect them from overlapping commitments as much as possible.
At HyperFast Agent we believe time management is not only about doing more business in the most efficient way possible — it’s about building a business that fuels an amazing life, full of memories.
Make time to do what you love with the people you love. In the end, that’s what it’s all about.
Free up your calendar for high-value work — or make more time to enjoy the important things in your life. Start delegating that busywork and build a business that scales! Enroll in our Recruitment Done Right course on HyperFast Academy.