Had a fantastic show last night in the SWS Virtual Studio on the subject of Time Management for Real Estate Agents. I wasn't really expecting a huge turn-out - after all, managing your time is not nearly as sexy a topic as real estate commissions, sphere of influence marketing or prospecting to expired listings! But apparently I was wrong! We had over 250 agents register for the show and over half show up which is a fantastic show-up ratio!
Anyway, I had a blast with my guest, Mike Baird of The A Team Real Estate Professionals in Northeast Tennessee. We traded tips for about 75 minutes; we agreed on some and not on others, which is just dandy... there are many paths to success so hopefully the audience was able to learn a thing or two or three or four that will help them both in their business and personal lives.
At the end of the show, I asked the audience to vote on their "favorite" tips of the evening... and here are the results:
Favorite-est Tip #1: Do Your Quickie Tasks FIRST
Every morning, pile everything up on your desk into one pile. Go thru the pile one item at a time and when you get to an item that will take five minutes or less to do, DO IT, regardless of its importance. Do the same thing with your to-do list. In half an hour, you might be able to wipe out half (or more) of your to-do list which is incredibly satisfying, and will clear up your mind so you can focus on the bigger fires and projects.
Favorite-est Tip #2: Know when to Decline The Monkey
Based on a series I did last year here at AR, Declining the Monkey means that you are able to respectfully delegate responsibility to your clients when it's appropriate to do so. You can read more about the Art of Monkey Declining here: http://activerain.com/blogsview/1233851/avoid-burnout-stop-taking-responsibility-for-stuff-that-s-not-your-responsibility-to-take-
Favorite-est Tip #3: Put your "wish-list" on a white board
That this tip was so popular surprised me since I almost took it out of the show. What it means is to make a list of projects you'd really like to get done, but don't know when you'll find the time. Write this list on a dry-erase board, and hang the board somewhere out of your immediate view. Look at your board every week or so (any more often and it'll just frustrate you) and you may be surprised how many of these wish-list projects ARE getting done!
Favorite-est Tip #4: Use a (paper-based) planner
A real estate agent without a planner is a frazzled real estate agent indeed. C'mon, we have a lot of important things to remember to do (our clients are counting on us!) and sticky-notes posted on our computer screen, dashboard and bathroom mirror won't cut it. GET a planner and learn to use it and love it. And unless you're really really technologically-inclined, a paper-based planner (that is, a physical planner that isn't electronic) will probably work better for you. Don't feel pressured to learn that fancy calendar feature on your Smart Phone if you don't wanna.
Favorite-est Tip #5: Files Are Not Artwork
Your client files are where you store pieces of paper that frankly, you'll probably never need again. Don't waste hours of your time trying to make your client files works of art. As long as the piece of paper you might need someday is IN the right file, you'll be able to find it. But chances are, once that transaction closes, you'll never open the file again.
Other tips from the show...
- Color-coordinate your scheduled blocks of time.
- Plan ahead and make sure you schedule in time for your personal life, including days off.
- Spend 30 minutes a day on "connection time" (i.e. staying in touch with your SOI).
- Buy and use manilla folders for any project with more than once piece of paper
- If you're a control freak about your business, consider hiring a personal assistant to help you with domestic duties instead of a real estate assistant.
- Consider recruiting brand new agents to "intern" for you to help them learn the business and help you get things done.
- Don't be afraid to refer business to other agents, and FIND those agents to refer to before you need them.
- Do the ugly stuff on your list first.
- Always take care of your clients as your first priority. Prospecting can wait.
- Use an inbox and an outbox.
- Don't be afraid to say "no" when clients make unreasonable demands of your time. They will usually accommodate your schedule.
Good stuff, huh?
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Great Tips, I'm not sure if its just a guy thing or what, but lists seem to be the only thing that work for me. If I can cross it out on paper, I'm MUCH more likely to get it done!
Jennifer - Well your right ... there's not 101, but the ones that you have given us carry real time-saving power .... I just need to spend more time with the monkey-ones ... thanks for sharing.
Jennifer, it was a great seminar and learned a lot!! I already blocked my afternoon to go to library and pick up the book I have being wanting to read for a long time. I will take a 30 min time off before kids are back from school. Thank You!!!
Wonderful stuff! And I'm sorry I missed the show! I also need to work on that monkey-thing. There's this line between what is our "responsibility" as a "good real estate agent" and what we can delegate to our clients! As for that paper planner...is it in the mail yet??? :)
I listened to the show last night and it really helped! I started on the "5 minute or less" tip and now I can see the woodgrain on my desk! Thanks, Jennifer.
Pat - that's GREAT ! I need to do that RIGHT NOW. Back in a sec...
Sue - Oops - thanks for the reminder... good thing my mail comes late in the day!
Ritu - You are very welcome! And thanks for your nice note last night.
Jack - Yep - The Art of Monkey Declining will save you GOBS of time!
Curt -Nope, not a guy thing. I LOVE LOVE LOVE lists.
Jennifer, You have provided some clear cut details that I think may help me focus on the specifics as I tend to get way to involved in the big picture scheme! And, that's when the pile of "to do" gets out of control!
IT's NOT MY MONKEY! That is one of my favorites!
All great tips... Especially the planner piece, hard to believe people dont have one... I switched years ago to a palm then to the BB calendar and cant believe I ever used paper, but you are right, it doesnt have to be electronic, but we all DO need a calendar of some sort.
Jennifer, these are great tips. I tried moving away from the paper planner but it's not working really well for me so I'm going back. I love the white board idea!
I use my Blackberry calendar - but I've often thought about going back to a paper planner. There is nothing like the ease of looking at a larger format that you can scribble onto.
Good tips for the time-management challenged.
Thanks for the de-briefing Jennifer. I was on the "less than half" side of the ratio.
As with Pat I started the 5 min plan this morning. It worked great and found a few things that were hiding on my desk. I went one step further and set my stove timer for one hour and when it was finished so was I, at least for today. Thks again Jennifer and Mike
Thanks for the review of last nights webinar! Great stuff. Like Margaret I too use my Blackberry - but will start "visualizing" my To Do List with a written one as well. :) Great stuff - TIME is MONEY!!
Jennifer,
I was bummed I couldn't tune it. I was sitting at a title company waiting and dealing with a lender who was not truthful with my buyers. I'll have to catch it next time. Thank you for all your hard work
I'm so tickled that the 5-minute idea is such a hit! I might have to do a whole blog on that tip alone (if I can get it done in five minutes or less, that is).
Jennifer ~ I've always been excellent at time management. That was, of course, until I became a Realtor and started performing most of my work from home. Since then...not so pretty! I've bookmarked and will refer back to it often...when I can make the time, that is!
Declining the monkey is kind of like my old P³ philosophy. P*$$ Poor Planning on your part does not constitute an emergency on mine.
These are great tips! I am especially fond of #4 (I'm a dinosaur and refuse to use the calendar on my phone) and #5 (My last few files are a mess, but it's all in there!).
Great tips - I am sorry I missed the show, but I was not able to make it last night. Is this a recording we'll get via Club SWS? Thanks!
I've switched from a paper planner to an electronic planner and back a couple of times. Just can't seem to decide which one works best. Shouldn't this be an easy decision? Is there something wrong with me?
Jennifer - These are excelent tips. I definitely need to improve in this area. Thx so much for sharing.
"Favorite-est Tip #4: Use a (paper-based) planner"
Like Matt above, I have to have the visual of PAPER! Last week my assistant cracked up when she noticed a couple of post-it notes attached to my iphone!
Hi Jennifer - sorry I missed the call. I'm on your list, so I'm sure I'll be informed when the replay is available. There are really great tips in your post - I also have a 15-minute Friday, when I take a few minutes to quickly scroll through my TTD list and do the things that can be done in 15 minutes or less.
Okay, so... I'm in meltdown mode right now. TOOOOO much to DOOOOOOO... tooooo little time...
Deep breath... practice what you preach, Jennifer!
Jennifer,
I love that you can communicate all of this in such an amusing way! Thank you so much. I love the Declining The Monkey tip! Clients should do certain things for themselves. They know what follow up questions they need to find out. It's their money!
I prefer the paper planners and having checklists. My partner (girlfriend) makes a new to-do list for me every day - sort of the 'Business Honey-Do List' :)
Jennifer ~ great tips, some I use already - paper planner - just cant get my head around the electronic ones. I like to schedule my days also knowing what's to come before and after that appointment.PLUS- the batteries never die and I cant sync improperly and wipe the entire thing. Thanks again!
Love the list, Jennifer. Your favorite-est tip #1 is my favorite-est. Getting those small tasks out of the way first will save you a headache in the long run!
Time block routine tasks and learn to just say NO! Love the old-school planner...been using them for years and will never change that way of managing my schedule. At-a-Glance is where it's at!!
I would add to know yourself and your productivity windows. I do best early morning so put some of the harder tasks there; more energy to get them done.
Cindy in Indy
I need a planner but for me it can't be paper. That just means that it gets buried under the other mounds of paper on my desk. And now that I've just admitted that, I'm going to shame myself into doing something about it.
Yes, that's a potholder sitting there from where I ate my lunch yesterday at my desk directly from the hot pot.
very good stuff,
the paper planner is great! Even though my partner and I communicate our events with google calendar; there is just something great about having a planner right there in your hand. My favorite - is a planner that you can open and see the entire month; not just the week. I really need to see the whole month - it just makes me feel better!
thanks so much for the great tips!
Kelly
Thanks for the Timely Post! I have training for my agents next week on Time Management.
I clicked on it hoping to read 101 ideas, and I am grateful their want's that many. My A.D.D. would have kicked in. :) Thanks for the Great article
Great Post Jennifer - I'm a fan of #4 - I'm a paper planner myself, I carry my planner with me at all times, can't be on the phone and write out your time via your phone planner. If you buy a real nice planner, you'll tend to keep up with it better. I've seen agents use notebooks as a planner????? but I guess that's their choice and I guess the most important things is their keeping up with dates and times.
I agree about the PAPER planner!! My BlackBerry is great for on the go stuff, but my paper planner is my "go to"!! It's much easier to see your week or month at a glance.
Jennifer I always love your posts - this one racks! I committed to pulling an idea a day from AR to improve my business and this is a piece of it. Thanks for the paper planner shout out - I caould not agree more! You rock1
Lots of great information, I do like having my planner be a tangible item I can work with and having with me. It really helps out.
THANK YOU Jennifer for #4! People look at me like I have 3 eyes when I say I use a paper planner. To me, it works much better than your phone or electronic organizer. My brain just works better when I see it on paper and can scribble quick note or check something off.
Excellent tips, Jennifer. Thank you so much for sharing! This is the part of Active Rain I love the most. Agents selflessley sharing with one another and learning from one another. So good....
There are many new young agents in my office, who are very tech-savvy and I thought I was really way behind the times in using a paper planner. Jennifer, your post and the many comments above are re-assuring that I am OK and on the right path.
I love the tips and how you communicated them. Very well done and does not take alot of time to implement. Thanks
I would like to think I have gotten better at this over the years, but there is always room for improvement!
Jennifer, what a wonderful post! I love the power of a timer, MANY tasks take way less time that I thought they will, especially when you measure it and have a proof on the timer, how long (actually short!) it took...
I love paper planner. To those who cannot decide - I'd use both for a while, a smart phone and a paper one, and see which works best. Besides, there are unexpected disasters, when having all info in a different source (say paper versus an electronic device) can save you big time.
Regarding your Tip #4, using a paper-based planner: Just yesterday I came to the conclusion that I need to start using a paper-based planner. A few months ago I decided to stop using Outlook as my mail client, and switch to an online client so I could access my email from any computer. Then, for months, I looked at different online calendars, and found them all lacking. So, I am making the switch. I'll have a simple calendar planner that I can take with me wherever I go, and not be dependent on the Internet.
Jennifer, great thoughts. I like to do the IMPORTANT tasks first. Hopefully I can find some quickie important ones.
I constantly jot things down; to-do lists, domain ideas, songs to look up, etc. Love the written list.
~Jennifer you are awesome! and I read every word of this post! thanks!
Good tips and I could use a bit of a refresher!
Hi Jen,
I find that if a task migrates 3 days or so and I haven't gotten to it, it's not happenning, It's dead.
Difficult for control freaks, but it's a time saver for me.
I listened to the audio 3 times while cleaning up my chaos! My favorite is tip is your tip # 1 too. I really liked the "Visual" of the written calendar, to do list and dry erase board and I liked how he called his database connections.
That referring to other agents is a powerful one...especially as we will have confidence in their abilities.
Jennifer - The wish list white board is a very good idea. Visualize, complete.