5 time management techniques you must be using.

There are actually a million and one things you need to do as an agent: manage current vendors, prepare for this coming weekends inspections and auctions, write content, make business development calls, manage your call back lists, call clients you haven't spoken to in 30-90 days, and the list goes on. So how can you get it all done, succinctly, pragmatically, and easily so you don't get stressed? Here's how:

1. Set expectations and manage expectations:

The biggest reason agents feel pressure from vendors is they over promise and under deliver. The easiest way to avoid this is from the outset set expectations. Break the campaign down over a 6 week period and discuss when you will update them weekly, and when you will meet face-face during the campaign. If they are the last inspection you run on a weekend, mention you will stay back for 10 minutes post inspection to give an update, and if not, give them a call after every inspection. Never over promise and under deliver, because even if you do an amazing job, you will be compared to what you promised. 

2. Build a team, use your team:

Having a team is great, especially if they get you. The biggest issues people create for themselves is not explaining to the team member their role and how they fit in to the bigger picture. They need to see that they are contributing and how their individual role will make a huge impact on bottom line results. People need to feel important to really care and take pride in the work they do. People are inherently lazy, and it is your job to motivate them, inspire them, invigorate them. Any agent that doesn't constantly support their team and explain how valuable the role someone plays to their business is being lazy and runs the risk of losing good staff.


Your team should do the following for you:

  • Schedule meetings
  • Schedule call lists
  • Monitor and update email lists
  • Be first point of contact to monitor the importance before it gets to you

One way to have everyone on the same page is to create a Google Calendar that is shared with the team, where each person codes their activities and keeps the team updated on the progress. 

3. Schedule core hours:

Every day should be based around core hours, it is not possible to stress how important this is. Want to be successful in real estate? Find a system that generates revenue and stick to it. A lot of people sell a few homes and change things and can't pinpoint why they aren't getting the same results- core hours should be allocated to:

  • Business development x 6-10 hours a week (calling prospective people to list)
  • Follow ups x 5+ hours a week (calling back every person who doesn't get through)
  • Upcoming campaigns x 5 hours a week (you should be calling every vendor you are selling for in the upcoming weeks with a check in)
  • Branding and social x 5-10 hours (you need to constantly work on building your social brand, this should be used for writing blogs and scheduling content)
  • Inspections x 10 hours (try and schedule your inspections back to back, to save you getting out on the road constantly, block as many of your listings together and show them back to back)

This is how you should start structuring your week, this only makes up 40 hours, and to be a good agent, you probably need many hours allocated. If you need to stretch one of these out, do so, if you think it will make you more money.

4. Set precedents:

People should know to expect your weekly eDM at the same time, on the same day every week. If you are sending out a market wrap, this should be going out every Monday morning and be written on a Sunday night. These patterns are essential as people will get used to reading the content and responding accordingly. Keep it simple, don't overcomplicate it and whatever you do, make the patterns predictable! 

5. Work to a clock, and never disrupt the clock:

Ever heard this quote?


Having structures to remain busy is essential, it creates urgency, and urgency ensures that things get done, and quickly. Each activity should have a time frame, that you will not work more than 45 minutes on a given task before moving on to the next thing (the time amount is variable) but the concept is not. You have to stick to smashing each task, one at a time, and when you are making calls, don't answer emails, and play on your phone. Work productively on that one task, as 45 minutes of one activity, where you are focused, is better than 90 minutes where you are working on two things at once.


Every staff member you have should have a countdown clock on their desk. No questions asked. 

About the Author:

Todd Schulberg

Todd Schulberg handles all things marketing for Homely.com.au - Living and breathing property, Todd has a keen interest in the movements in the market and how agents can utilise new tools and technology in order to be more connected. Using all things social, Todd suggests different ways that agents can engage and think outside the square with their marketing approach.

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