Real Estate Business

Time Blocking

Exercise

• Take 15 minutes to write down everything you did yesterday from the time you awoke until bed.

– Personal Time and business Time

– In close to chronological order

– Just Bullet Points of Activities

• Once Done, Write Approximate Minutes Next to each Activity – Try to Account for Waking hours

Why is Time Blocking Important?

• Done Correctly You Can…

Maximize your incomeHave more time to do strategy vs tactical workMake better decisionsMaximize your growthGain control of your dayAchieve better follow-upHave more free timeReduce stress

Where Does All Your Time Go?

• Keep a daily log of your time for 1 week.

• Determine if any of your tasks are better handled by others.

• Maximize your income by prioritizing highest value activity.

• Hire an administrative assistant if necessary!• List job duties in writing• Even if it changes over time, change the list• If new admin, they have an established

road map (critical for smooth transition).

Top 5 Time Wasters in Real Estate

Time Management1. Starting the Day Without a Plan

2. Procrastination: Particularly with “Less Than Fun Tasks”

3. Not using a Set Farming, Contact and Task Management Systems

4. Allowing Non-Critical Interruptions of Planned Activities

5. Letting Disappointment and Negativity Destroy your Plan

What Is Time Blocking?

• The predetermined scheduling of specific actions in specific

segments of time during the day / week.

• You plan in advance what action or activity to engage in

during certain times of the day.

– Flexibility is fine, but should be the unpredictable exception.

Have a System for Time Blocking

• Google Calendar

• Outlook

• Day Timer

• Desk Calendar

What are your Activities? Blocking your Time

Organizing and Scheduling – Major Categories

• Personal Time

• Real Estate Related “Work” Activities

Personal Time

Schedule Your Personal Time First!

• Schedule a minimum of 1 day off each week– Always on the same day– You will be completely off from work (No Email, No Calls)

• Set Some Evenings Off in Addition to your Days Off.

• Schedule Routine Activities– Exercise, Hobbies, Kids Games, Date Night, Church, Gym

• Schedule Vacations Early

Time Blocking Your Work Day

(Schedule ONLY after “Personal Time” is on the Calendar.)

• Future Business – New Listings

• Current Business – Follow-up

• Fire Fighting

• Past Business

• Administrative Time– Emails, Voicemails

• Flex Time (Closings, Walk-ins)

• Breaks (15 min/am, 15 min/pm)

• Lunch (30 min-1 Hour)

Schedule Daily “Work” Activities

Future Business - Creating New Business

• Minimum of 2 Hours / Daily– 12 Hours / Weekly for Future GCI $

• Lead Generation or Prospecting:– Farming for Future Listings– Working Expired or FSBOs, Tell 10/100, Just Listed / Solds,

Sphere of Influence, Referrals, Milk Route…– Review 30 Techniques on Intranet – Pick 2-5– Class Top Listing Techniques Roundtable

• Conversion: – Following up on Previous Lead Generation, CMA’s,

Market Info

• Business Planning:– Development and Tracking

Make a Daily List of Current Business

• Pending Sellers:– Review 100% of Property Under Contract / Follow-ups

• Pending Buyers:– Review 100% Pending Contract for Follow-Ups / Schedule Inspections

• Active Sellers:– Review 10% of All Property Listed / Follow-ups– Need Contact Market / Showing Info

• Active Buyers:– Find and Send them 1-2 Properties per Day

• Team Management:– Coaching and Follow-up

Fighting Fires…

• Tackling Difficult Tasks - Unreasonable Clients

• These are the tasks that require the most energy and are the ones we tend to procrastinate the most.

• #1 Recommended Time to Fight Fires– After Your Future and Current Business Blocks in the Morning

Past Business Activities

• Stay In Touch with All Past Customers!!

• Past Buyers and Sellers

• Establish a System

– Follow up Phone Calls– Cards– Letters– Newsletters– Pop By–Opportunistic – Ex: See them in a Restaurant

Administrative Activities

• Administrative work can consume our entire day and most likely disrupt our planned time blocking.

• This expansion causes most agents to avoid or delay the more challenging lead-generation responsibilities and current client follow-up and servicing needs.

• Usually requires less brain power energy and is a great activity to block during the mid afternoon hours (pre and post lunch).

Flex Time

• This time is needed and should be scheduled several times throughout the day

• Recommended Flex Time is approximately– 30 minutes, twice a day.

• Allows time to handle Work Related “Emergencies” that come up during a day without interrupting the “Blocking”

Breaks and Lunch

• Schedule Them

• Breaks– Walk, Socialize, Snacks, Facebook, Personal Calls

• Lunch– Friends, Sphere of Influence, Community Engagement

Work Time Block Example

• Future Business 2 Hour

• Current Business 1 Hours

• Fire Fighting 30 Minutes

• Break 15 min

• Past Business 1 Hour

• Lunch 30 min-1 Hour

• Flex Time 1 Hour

• Break 15 Minute

• Administration Time 1 ½ Hour

Daily, Weekly, Monthly, Yearly

Everyone Works Differently…

Time Blocking is to Have a Daily Plan and Try to Stick to It.

Sit Down with your Calendar and List Ideal Activities

Roll with the Punches and Start Over Each Day

Plan your Life and Career for Success.

In Conclusion

• Stay focused on the Objective and Benefits of Time Blocking

• Time blocking is a discipline to practice over time.

• It is a process of revision, review and patience.

• Craft your initial schedule using deliberate strategy.

• Check your progress each week to assess how well you adhered to your schedule.

• Start Fresh Each Day - Do not get Discouraged