Time management can be a very difficult skill to learn, even harder to master. However, it is important for agents to have high-level time management skills for multiple reasons. Managing one's time can be extremely hard to do when one is their own boss and wants to be successful.
Both professionally and personally, time management skills are necessary for agents. Especially in 2021, a lot of people have adopted shorter work weeks or sought more balance - but it seems agents are busier than ever. Working smarter, not harder, although cliche - is the goal here.
Setting the Scene
Let's start with the basics and the beginning: A morning routine is a great place to start. Agents should design whatever morning routine works for them and their circumstances, but studies do show that a morning routine, waking up around the same time, and not hopping on a cell phone immediately all boost productivity. Exercise is also always a great way to start the day. Clearing one's mind before interacting with people all day is a great place to begin.
When it does come time to take on the workday - starting your workday at a similar time is another great idea. The start of the workday can be overwhelming if an inbox number seems high or there are several missed calls. In order to get a grip and not go down a rabbit hole of time wasted - begin to prioritize the days tasks. Also, make a list of the top 5-7 things you'd like to realistically accomplish and prioritize your day around those 5-7 items. Don't forget to delegate if possible!
Time blocking is another great way to time manage. The format of time blocking is as it sounds - simply chunk categories together and do one task or similar tasks for a block of time before moving onto another block of time with other tasks. For example: from from 8:30-9 each morning is responding to immediate needs, then from 9-11, emails are returned and any online paperwork needed at that time is sent out. Then, from 11:30-12:30 is mapping out showings and so on. Incredibly busy agents with a team to help them, can also time block their days - showings only on Wednesdays and calls and meetings on Thursdays and so on.
The Bigger Picture down to the Details
Once the tone for the day has been set - it's time to look at the bigger picture and also, the details.
On a larger scale it's time to look at systems in place for work. Agents should be sure their websites and system for generating and collecting leads are as streamline as possible. Strong website developers can make sure everything is integrated properly so agents can focus on the important stuff. Automatic replies and other automated outreach systems are key for being efficient. The same goes for one's calendar and office time.
Getting into the details: it's time to look at organizing. Keep all contacts you may need handy in your phone and in email. There's nothing worse than wasting time looking for a contact that you forgot to save. This is just one example of small things that can save people a lot of time.
Creating labels and folders in an email inbox is also key. That way priority emails are seen first - you can even label/filter by client or property. A feature that should be utilized much more is the email template feature where you can write the body of an email you send frequently (perhaps what you attach to a docusign) and instead of retyping the same email over and over again - you insert the template and change the details.
How to Implement
While a lot of these tips seem simple or obvious - they add up to higher productivity. So, when agents have more time to rest and recharge, they also are able to focus more on lead generation.
Being one's own boss comes with a lot of perks, but it also comes with the heavy responsibility of managing one's time most effectively. Prioritize and organize to see the best results!
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