Real Estate Agents: 20 Effective Techniques for Time Management

Time management is a crucial skill for real estate agents to succeed in their demanding profession. With numerous tasks to juggle, from client meetings to property viewings and paperwork, effective time management techniques become essential. This article explores twenty tried and tested methods that real estate agents can implement to prioritize, plan, and optimize their time for maximum productivity and success in the fast-paced world of real estate.

20 Effective Time Management Techniques You Can Do As a Real Estate Agent

1. Continuously establish goals. My upbringing revolved around the cultivation of goals, emphasizing constant goal-setting and to-do lists. The intriguing aspect of goals is their malleability. It's not solely the accomplishment of a goal that truly matters, but rather the transformative journey it leads to. Perhaps you've encountered this notion previously. Accordingly, what holds greater significance than attaining a goal is your attitude toward and actions surrounding it. The true impact of a goal lies in its ability to shape an individual. It determines whether you sit idly on the sidelines, immersed in trivial dramas, or actively engage in the real estate world. You may currently harbor the belief that reaching goals holds the utmost importance. However, in truth, it is your unwavering commitment to those goals that carries weight. Your actions must align with your commitments. Nevertheless, if you find that your enthusiasm diminishes in pursuit of a certain goal and your actions betray a waning commitment, it is perfectly acceptable to adapt and redirect your efforts toward something else. Have you pondered whether, upon your eventual departure from this world, the number of houses you listed or the wealth you amassed will hold any significance? What truly matters are the contributions you made to people's lives and the positive impact you had on your family and the community at large. That holds true importance. Goals should be designed to enhance our authenticity. Therefore, if you find a goal that fails to invigorate and inspire you, don't hesitate to make a change.
2. It is crucial to prioritize the development of your listing inventory. Allow me to now share a valuable perspective with you. Suppose you were to exclusively focus on working with buyers; would it be possible to attain a substantial six-figure income? Indeed, it is feasible, although it would be highly detrimental to your mental well-being. The most effective approach to enhancing your productivity while effectively managing your time lies in obtaining listings. Consider this: if the majority of your business revolves around selling homes to buyers, you would constantly need to be available to assist them. Conversely, by possessing a considerable number of listings that are likely to be sold within a reasonable timeframe, you could be absent on vacation while still generating income. Why, you ask? Simply because other agents would be showcasing and presenting your available properties. The more listings you have in your inventory, the greater the degree of personal time you can allocate for yourself. Should you find yourself investing excessive amounts of time servicing your listings, you are probably not adequately optimizing that aspect of your business.
3. Motivational tools can be immensely powerful in clearing any mental obstacles and keeping one's focus firmly on their commitments. In the process of designing your next level and defining the person you're dedicated to becoming over the next 12 months, you can further enhance your motivation by creating a visual representation of that next level on a poster board. Cut out images and words from magazines that symbolize your aspirations, such as a Mercedes or a boat, and arrange them on the board alongside supporting words. This visual representation will serve as a constant reminder to maintain focus on your next-level objectives. Throughout my experience of training numerous agents, I've discovered that self-imposed stress often hinders their progress. A common self-imposed stressor is a constant desire for more listings or a sale. This predicament can be effectively addressed through the use of a target board, which has proven to be invaluable to my students. Implementing a target board enables individuals to alleviate this stress and, according to the overwhelming feedback from my students, it is among the most impactful lessons they have learned.
4. Employ a daily task list alongside a highlighter to enhance your productivity. It is advisable to utilize a planner or a similar tool to outline the tasks you need to complete. However, how do we typically mark a task as completed? We often place a checkmark next to it or cross it off, correct? The issue with this approach is that, at the end of the day, our focus tends to shift toward what remains unfinished rather than recognizing our accomplishments. To remedy this, I propose a simple yet impactful solution: instead of mere checkmarks, highlight each completed item on your list. This seemingly minor adjustment yields a profound transformation in your mindset and overall attitude.
5. Embrace the power of delegation whenever feasible! Here's a valuable exercise that can prove highly beneficial. Take a moment to compile a comprehensive list encompassing all the low-priority tasks you currently undertake, both within your business and personal life. Next, explore opportunities for delegating these tasks to others. Consider activities such as capturing images of your new listings, duplicating keys, handling mailings, arranging filing, tending to household chores, or tending to the garden. Unless you find solace and satisfaction in personally executing these specific tasks, I strongly advise outsourcing them to suitable individuals or services. By doing so, you free up valuable time and energy to focus on more critical aspects of your professional and personal spheres.
6. Direct your focus towards your achievements. Allow me to introduce you to an incredibly effective technique I have personally utilized: the "Accomplishment Track." Have you ever experienced a period in your real estate career when you felt deeply disheartened? A time when it seemed like, despite investing substantial effort in tasks such as prospecting or showing properties to potential buyers, deals were constantly falling through and nothing appeared to be going right? Sometimes, this downward spiral can become so overwhelming that the more you do, the more things seem to deteriorate. Eventually, you find yourself trapped within a distorted perspective where nothing seems possible—a constricting box of despair where nothing goes according to plan, intensifying the negativity at every turn. During one such challenging phase in my career, I found myself desperately needing an escape from this unproductive whirlwind. The solution arose when I shifted my mindset and began emphasizing my accomplishments. And thus, the achievement chart was born. It was a simple yet profound method that left an indelible impact on my outlook. This chart features two columns: "Remarkable Achievements of Today" and "Remarkable Achievements of  Tomorrow."Every evening, before retiring for the night, I would review the chart and diligently note down all my achievements for the day. Even during moments of difficulty, I compelled myself to find something positive. For instance, on the first day, I recorded that I had performed home previews, organized my desk, and made several calls. Although these accomplishments may not have been groundbreaking, they still held significance. Once I had answered the question, "What did I accomplish today?" I set a special goal for the following day on the chart, restricting it to one-day objectives. These goals included attending three listing presentations and previewing five new properties. I continued this practice day after day, persistently working with the chart for three weeks. And then, a breakthrough occurred. In the third week, I managed to list three homes and close two sales! It's not a bad record for a single week. Before implementing this method, I had achieved comparatively little due to my entrapment in the web of negative aspects within the business. I wholeheartedly encourage you to adopt the Accomplishment Track whenever you require a surge of motivation in your real estate career. Allow it to serve as a powerful tool to remind you of your past achievements and propel you forward toward future successes.
7. Implement effective problem-solving scheduling as part of your top agent strategy. Once you've reached your next level and possess an impressive inventory of 30, 40, or even 50 listings, it becomes unfeasible to cater to every seller's call individually; otherwise, you'll find yourself incessantly tied up on the phone. This is where many accomplished agents devise a solution by incorporating scheduled problem-solving sessions into their routines. During listing appointments, they communicate to the sellers, "Mr. and Mrs. Seller, if you require my assistance for any problems or queries, I dedicate a specific window of time to interact with my clients, typically between 5 and 7 p.m. I have deliberately allocated this time because, for the remainder of the day, my utmost priority is to diligently work towards successfully selling your property. Additionally, at any other hour, my efficient and capable assistant is available to handle most concerns and inquiries." By adopting this method, top producers effectively manage their time while ensuring clients receive dedicated attention when most needed.
8. Focus on the property, not the buyer. The typical scenario unfolds when a prospective buyer contacts the office and states their preference for a three-bedroom, two-bath house. So, what does the average agent do? They drop everything in an attempt to locate that specific house for the buyer. Once found, the agent takes the buyer on a series of house tours, presenting one property after another. If the buyer doesn't make a purchase during this process, the agent adjusts their approach: "Alright, if you don't like this one, I'll make sure to exclude it and show you a different kind of house." This is an example of catering to the buyer's preferences. Some agents occasionally ask me, "But Eric, isn't that what I'm supposed to do as a buyer's agent?" Let me make it clear that there is no rule dictating that you must tirelessly show a multitude of houses. Trust me, this approach is ineffective. "Working the house" means shifting the dynamic. Instead of taking one buyer and trotting around multiple properties, the better strategy is to select a single property and bring several potential buyers to view it. Think about it in terms of probabilities. Which offers a higher chance of success, taking one buyer to view 10 houses or bringing 10 different buyers to see one house? By showcasing a single property to multiple individuals, your odds increase dramatically, paving the way for a successful sale. Allow me to demonstrate this with an example. When you attend open houses hosted by other brokers on behalf of your office, if you stumble upon an attractive property, agents rush back to the office and immediately contact their buyers, urging them to visit and solely focus on that specific house. Notice what happens in this scenario. In a relatively short time, that very house gets sold! At that moment, all the agents involved successfully concentrated their efforts on promoting the property rather than focusing solely on the buyer.
9. Focus on the curated selection of desirable properties. Your buyers have specific price ranges in mind, such as $160K, and it would be wise to explore listings ranging from $160K to $200K. Similarly, for buyers seeking homes around $200K, consider properties valued between $200K and $220K. Essentially, you can classify buyers based on their price preferences. Let's say there are 20 houses available in the $160K to $220K range within your market. Among those, don't you usually find three or four exceptional options? Disregard style, the number of bedrooms, and other details. These are the standout options, the cream of the crop, the "shiny pennies." Buyers looking to make a serious purchase in that price range typically lean towards these top-tier properties, irrespective of the specific style they initially mentioned. Hence, at seminars, you've been advised not to fret if buyers express their desires regarding style and price because they often end up purchasing a completely different kind of property. Their decision is often based on securing the best option available within their price range. Therefore, I suggest that you focus on identifying and showcasing these remarkable properties within each price range. If a buyer doesn't choose one of these "shiny pennies," it could indicate that they may not be fully ready to commit to a purchase just yet. Keep them in your files, and when another exceptional property emerges in the market, reach out to all the potential buyers within that particular price range and present them with that single house. Now, I recommend going back to your office and compiling a thorough list of the price ranges prevalent in your market. Identify the "shiny pennies" within each range and create a comprehensive master list of these properties. This will become the focal point of your showings and efforts. By implementing this strategy, you have the potential to significantly boost your sales in the upcoming 12 months. Follow this approach, and you will witness the doubling of your sales.
10. Minimize the amount of property previewing. As a new agent, previewing homes is essential for developing a sense of value. However, once you grasp the intrinsic worth of properties, constant previewing should no longer be necessary. Interestingly enough, numerous agents have achieved their most remarkable sales without having laid eyes on the house beforehand. This phenomenon, known as the "element of surprise," applies not only to real estate but also to various other industries. By previewing a property, you inadvertently eliminate that sense of awe and astonishment that accompanies the unknown.
11. A notepad for ideas. For those times when you find yourself thinking about new ideas, such as while you are traveling in the vehicle, this is available to you. It's not a really large thing, but it gets the job done. At all times, be sure that you have your idea pad on you. Put it even closer to your bed at night so that if you wake up with a brilliant thought, it will be yours for the rest of your life for sure.
12. Maintain an "ad book" that contains all of your advertisements for additional residences. Create a book that contains all of your previous advertisements, arranged according to title, concept, or category, such as a section on colonial homes with three bedrooms. That way, when you list a property, you won't have to sit there trying to come up with an advertisement; instead, you can just return to the area that has advertisements for the same kind of house from many months ago and utilize one of those advertisements.
13. Enhance your technical skills and techniques. Some real estate brokers are so far behind the times that they forget that it is no longer possible to maintain a firm without increasing your technological abilities. Aside from computers and the Internet, I'm also talking about other things. It's possible that you aren't even aware of the functions that your mobile phone or workplace voice mail system is capable of doing. When you can make use of some of these goods, you will find that they may significantly free up your time.
14. Engage the services of an assistant when the time feels right, a decision you'll discern instinctively. If your aim is to maximize your earnings in minimal time, consider employing someone at a rate of $7 hourly to provide valuable support and assistance. 
15. Reinforce your focus by managing a listing campaign, recognizing the dual pillars of real estate pursuits: listings and sales, buyers and sellers. Striving to excel at both endeavors entirely will only lead to exhaustion and fruitlessness. Allow me to share a strategy I employed during my sales tenure embarking on an intensive listing campaign. Dedicate yourself solely to generating listings, relentlessly expanding your inventory for a concentrated period of 30 days. Subsequently, take heed of your well-deserved reprieve. What then becomes your primary focus? Buyers become delightful playgrounds for you to explore. While continuously enhancing your listings inventory, a gratifying sense of accomplishment will permeate your being. However, remember the importance of balance; don't overwhelm yourself by working diligently on listings incessantly. Otherwise, your mental well-being may teeter on the brink. I affectionately label this phase as "playing with buyers" because analyzing the potential for their purchases becomes a pleasant game overshadowed by the absence of desperate selling instincts. Subtly showcase the most alluring properties for a few weeks, allowing the inherent allure to ensnare their interest naturally. And behold, they will willingly turn those acquisitions into actuality. This occurs as you refrain from being consumed by the thought, "I must secure a sale!" Instead, you present these prospects as the cream of the crop. Consequently, your closing rate for buyers will soar, accompanied by a heightened sense of enjoyment in your professional journey. After successfully closing a couple of deals and charting a few triumphs, redirect your focus towards composing commendable offers and driving them into contracts. Accumulating a few achievements on your record, you once again dive into the listing campaign. However, never attempt to juggle both tasks simultaneously, or else you risk losing your sanity. Remember, pacing oneself is key in the realm of real estate—a marathon, not a sprint.
16. Regularly rearrange your workspace, changing the positioning of your desk every six months to invigorate your surroundings and offer a fresh perspective. Granted, it might not be feasible for everyone to physically relocate their desk, but if the opportunity arises, seize it. Alternatively, consider swapping desks with a fellow agent to breathe new life into your workspace. I personally engage in the practice of completely rearranging my entire office whenever I sense a staleness creeping in, an act that serves as a powerful stimulant or a rejuvenating wake-up call, as agents have attested. Furthermore, such reorganizing requires tidying up your desk and unearthing surprising discoveries in the process.
17. Next, approach every phone call with a purpose—a crucial practice we'll explore in greater detail in the section on telephony and prospecting. Even before delving into specifics, ponder this intriguing thought: how often do we dial a number without a crystal-clear objective in mind? Before connecting, pose the question to yourself, "What singular achievement do I seek from this conversation?" Whether conversing with existing clients, a potential buyer, a prospect, or a referral, don't engage in idle chatter without intent. Instead, harbor a fervent purpose, a definable goal that propels your every word. This approach drastically reduces lengthy exchanges that morph five minutes of business-minded dialogue into a tedious fifty-minute ordeal amplified by aimless small talk. By cultivating a distinct purpose, every call acquires a newfound efficiency.
18. Embark on the creation of a captivating "scrapbook of the future," an idea so ingeniously shared by one of my students that it instantly captivated my imagination. Often, we possess scrapbooks dedicated solely to our yesteryears, housing cherished snapshots of infancy, heartfelt letters penned during camp adventures, and an array of memorable keepsakes. However, I present to you the concept of curating a scrapbook that unveils and celebrates your future aspirations. Envision this: gather cutouts exemplifying all the experiences, possessions, and milestones you yearn for as you stylishly shape your desired life and flourishing career. These carefully selected images will then find their place within the pages of your scrapbook—an enchanting testament to the visualization techniques discussed in technique no. 3, taken to a fascinating new level. This delightful project urges you to momentarily indulge in make-believe, as the scrapbook paints an intimate and vivid portrait of your future self, bound to set your imagination ablaze. I wholeheartedly advocate embracing this remarkable idea, for it promises to be a truly splendid endeavor.
19. Get your family involved in your goals by marking this as a priority. One aspect that poses a challenge in our line of work is the considerable number of hours we put in. We already discussed this earlier. If we schedule 55 hours in real estate this week and fail to manage it effectively, we might end up expanding to 65, 75, and even more hours. However, by doing so, we take away precious time from our family and personal life, leading to increased stress within family dynamics. To mitigate this, I strongly recommend including your family when defining your monthly goals. Allow me to present two suggestions for implementation. Let's assume I have a wife and two children, and my objective for this month is to secure five listings. Realistically, accomplishing this will require additional effort on my part. So, I would initiate a family discussion, informing them of my objectives for the upcoming 30 days. I would express my intention to attain five listings and the consequent need to put in extra work hours. Furthermore, I would outline my game plan. If we successfully acquire these additional listings, I propose rewarding my wife and me with a weekend retreat to the desired resort, focusing on relaxation and rejuvenation. Additionally, to stimulate enthusiasm amongst the children, I would promise to buy each of them new 10-speed bikes. Needless to say, such prospects will likely excite your family members. Now, imagine returning home around six or seven in the evening; what reaction do you anticipate? They would most likely exclaim, "Why are you here? Get out and knock on doors, make those calls! We only need three more listings!" Do you comprehend my point? While this may impose some pressure, it transforms into a positive form of motivation. Consider it a "challenge." Engage your family in your goals, and life will become much more pleasurable. Allow me to share an additional technique that my students have revealed to be exceptionally effective in maintaining a strong bond with one's family. Typically, when we feel guilty for neglecting our loved ones, taking them out for a movie or dinner seems like the solution. However, I propose a "Family Happy List" as an alternative approach. Compile a comprehensive catalog of activities that you can enjoy with your family, such as picnics, ice skating, horseback riding, theater visits, or bowling. Display this list prominently on your refrigerator. The objective of this "game" is to refrain from repeating an activity until each one has been experienced at least once. By doing so, you are compelled to indulge in new and creative endeavors with your family. Moreover, having the list visible inspires proactive engagement, driven by the desire to spend quality time with your loved ones rather than mere feelings of guilt. As an added tip, be sure to mark the completed activities on the list to track your progress and generate a sense of accomplishment.
20. Ensure your organizational system is in order. In the 13th technique mentioned briefly before, I encouraged you to "get technical" and make the most of your computer, cell phone, and other devices. We have an entire chapter solely dedicated to technology. However, let's now focus on your filing system. Let's start with the buyers. Earlier, we discussed the concept of working with the "shiny penny" list, where each price category contains a handful of exceptional properties—a cream of the crop. Bearing that in mind, it's crucial to file your buyers based on their price range. This way, when you come across a remarkable property within a specific price range, you can readily locate all the potential buyers in that range from your buyer file and invite them to view that exceptional property. Additionally, within your buyer file, it is advisable to have a separate folder for what I refer to as "A" buyers. These are individuals who are compelled to purchase a house, most likely having sold another property, and possessing the necessary funds. They stand out as exceptions to the standard practice of focusing on the price range. With "A" buyers, you should showcase any and every property because it's not a matter of what they will buy, but rather whom they will choose to buy from. Moving on to sellers, the primary and most effective method for organizing them is by their phone numbers. For instance, if you are working with FSBOs (For Sale By Owner), gather a box with index cards and create tabs marked as "0000," "1000," "2000," and so on, with each number representing the last four digits of a phone number. Imagine you have two FSBOs with phone numbers 224-0993 and 529-6789. The first FSBO would go behind the "0000" tab, and the second FSBO would be placed behind the "1000" tab. From the newspaper, cut out each FSBO ad and attach it to a separate index card. In the upper left corner of the card, write the town's name if you are working in more than one town. In the right corner, include the phone number, which is how you will file and organize them. Add additional information such as their address and name. Each time you come across their ad, note the date of the advertisement. If they later lower their price, don't discard the original ad; instead, use the index card with the original ad and write the new price next to it. On the back of the index card, you can jot down details of your conversation with the FSBO when you call them. Here's the real power of this system—when an FSBO stops advertising for a month but then you notice a new ad with a modified price, you can call the owners and say, "Hello,. and Mrs. Seller, this is Eric from ABC Realty. I noticed that you've started advertising your house again. I remember when you advertised it a month ago for [previous price]." They will be amazed at your ability to recall this information. Using this filing system, you won't make repetitive calls to the same FSBOs realizing that you've spoken to them before. Whenever you spot new FSBOs in the newspaper, cut out the ad and attach it to an index card. You don't need to cut out the ad again if you already have a card for a particular FSBO. This is an incredibly effective system for monitoring FSBOs. Of course, it is important to actually call these individuals. While it is possible to use a database software program like Top Producer to file this information, despite my knowledge of technology, I still prefer this physical filing system for FSBOs. There's something about seeing the "real ad" that provides a better understanding of who these sellers are. Now that we have a filing system for prospects using a file box and index cards, we need a separate system for existing clients, which entails individual folders. More details on this will be provided once we delve into the chapter on servicing listings.