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 income Have more time to do strategy vs tactical work Make better decisions Maximize your growth Gain control of your day Achieve better follow-up Have more free time Reduce 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 Management 1. 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.)

Schedule Daily “Work” Activities 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)

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 Lunch 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