Time Management and
Personal Organizational Systems

The #1 Rule of Real Estate Time Management

It’s not how much time you have, It’s how you spend that time that matters!

Steps for Developing A Personal & Business Organizational System

Step #1. Create & follow a business plan

Evaluate prior year source of business
Establish Written Objectives
Strategies to reach each objective
Action steps (Who, What, When)
Plan for “what if”
Plan for business cycles
Schedule regular business plan review

Step #2. Create a Missing Statement

Identify the customers to be served
Services to be provided
Method services are delivered
Philosophical statement of beliefs

Step #3. Utilize a Day Planner & Calendar System to schedule all yearly & monthly Activity

Personal Items
Vacations
Birthdays
Anniversaries
School schedules
Children’s schedules
Administrative Items
Ad due dates
Company & office meetings
Education & convention dates
Income Generating Items
Floor Schedule
Next 6 planned mailings
Sphere of influence contacts
Regularly scheduled telephone prospecting
Regularly scheduled telephone follow-up
Servicing and Maintenance Items
Schedule for contacting clients
Schedule for reviewing open transactions
Update market analysis existing listings

Step #4. Utilize a List of Things to do Today

Spend 30 minutes every am or p.m.
List everything you need & want to do
Use an ABC system of prioritizing

A-Action Now
B-Before the day is over
C-Can Wait
D-Delegate to someone else
How much is your time worth?
Can’t make $50,000 at $5.00 hr

Mandatory Time Block Everyday

2 hours per day High Impact prospecting
1 hour per day Lead & Client follow-up

Do what you DO NOT want to do first & Do what you want to do last

Always finish what you start

Step #5. Master the Time Wasters

Telephone Tips
Don’t give out home or celluar number
Take and Return calls only at certain times
Keep your per call average to 3 minutes
Review objectives of a call before it’s made
Hold calls for at least 1 hour everyday
Leave messages that don’t require call back
Client Control
Learn to say NO
Give clients a list of their responsibilities
Send faxes or notes instead of phone calls
Qualify and counsel early
Improve your listing presentation
Price listings right from the start
Tell sellers when you will “contact” them
All clients come to office for signatures
Best Time Management Tips
Have all clients come to the office
Develop preprinted note cards
(Congratulations, Thinking of You, etc)
Use list of questions for all appointment
Take notes with all customers & clients
Start appointments 15 & 45 minutes after
Put fax machine in long distance listings
Create sets of labels for repetitive mailings
Leave yourself reminder notes
Always leave time for the unexpected
Plan errands around your daily travels
Throw things away a lot
Go to the office the same time each day
Use postcards to send quick notes
Do paperwork in “off peak” hours
Don’t allow people to waste your time
Schedule once a week to do “C” tasks
Respond to notes & letters on the original
Step #6. Use Modern Techniques and Technology

Put a new computer in your house or office
Use contact management software
Hook up to MLS at home
Get connected to the inter-net
Put a fax machine in your house
Get a phone with caller ID feature
Use the cassette player in your car to learn
Get a celluar phone
Get a laptop computer w/wireless modem
Use a micro cassette recorder to take notes
Use a remote call forwarding system
Automate your mailing process

Step #7. Allocate Your Time

1/3 of each working day SERVICING existing business

1/3 of each working day SELLING (Getting existing prospects to say yes)

1/3 DEVELOPING NEW BUSINESS