While many professionals have great systems to help them keep tasks getting complete, real estate agents have system use down to a science. They have many different tools all working together to automate what they can, and keep all the information they need in the palm of their hand. This keeps them mobile, agile and ready for whatever new client they happen to bump into. So here’s three of their systems we can also use to our benefit!
Calendar Blocking
Tired of interruptions when you’re trying to focus? Having people constantly coming in and stopping the progress you’re making or the conversation you’re trying to have? Time blocks can be incredibly helpful to let us focus, but they need a system where people can both see when we’re unavailable and when they can request some of our time.
Many modern scheduling systems allow you to set up your time blocks and then let others set up time around them. Here’s two that might work for you (Calendly, Clickup). Now you can be free to focus on what matters during deep work while still allowing others to select a spot where you can focus on what they need. Plus many systems allow you to set up a spot where they can leave notes for you on what they need so you can be prepared when the conversation comes up.
CRM tools
Often times, real estate agents are playing the long game waiting for a good relationship to be ready to move. One report by Consumer Affairs found that Americans own their home for almost 12 years. Interestingly, data from Pennsylvania Association of Realtors found that almost half of all sellers used the same person from when they purchased, and referrals were almost 40% of new clients for agents! That means a lot of long term relationships!
Customer Relationship Management (CRM) systems help keep track of not only phone numbers, but any key dates and other information that might be helpful later! Instead of a book of business cards, a cluttered contact list, and a book of notes, these online systems can be easily searched and sorted. Best of all, the systems are backed up online so if your phone breaks you don’t lose access to the information!
Templates
One of the biggest productivity killers is having to recreate the same set of documents or retype things over and over. Templates are huge productivity boosters. If you have a task or a document that you regularly use, then try and make a template that is easily editable. Templates aren’t just for documents, if you have a process you can make a “process template.” Once you have it down you can train others to help you if you need to delegate or use some automation to make progress happen without you having to put in the work.
