Time is the most precious resource you have. It’s one of those things that, as a busy real estate professional, you don’t feel you have enough of. Between showings, client meetings, marketing efforts, and administrative tasks, you’d likely do anything to get more hours in the day. Although you can’t create more hours in the day,  what if you could reclaim control of your schedule and skyrocket your productivity? The good news is you can… with the help of effective time management. Let’s dive into some essential time management tips for real estate professionals:

Stay organized

Disorganization is the silent killer of productivity. Imagine searching frantically for a document minutes before a crucial meeting or realizing you’ve double-booked a showing. Sound familiar?  If it hasn’t happened to you, it might be your biggest worry. You can alleviate this anxiety by getting organized. This is the first crucial step towards maximizing your time.

Create a centralized filing system

Whether you store your documents digitally or physically, establish a clear and consistent system for organizing your documents, client files, and marketing materials. This will save you countless hours searching for what you need. It’s one less thing to have to worry about, especially as you are running off from appointment to appointment. 

Schedule your day 

Don’t let your lead-generating tasks pile up! Time blocking is a tried and true way to take control of your day so you can work through your to-do list. Take out your calendar or open the app on your phone and block out specific times in your day to handle emails, paperwork, and follow-ups. Then, make sure you do them at the allotted time.  Think of it as a date you’re making with the task at hand. Treating these tasks as appointments so you can get it all done and it allows you to keep distractions at bay. 

Use a CRM

A robust CRM, like CircleCloser, is invaluable for real estate agents. It allows you to track client interactions, set reminders for follow-ups, and manage your leads effectively. Plus it lets you know who to contact every day. Simply log in to your Dashboard and start connecting.

Prioritize your tasks

Not all tasks are created equal. Some tasks are hugely important to your business. Others are tasks that need to get done but they aren’t imperative. Unfortunately, many of us spend so much time on these less important tasks that we leave no time for the ones that drive our businesses. Spending your time on low-priority activities can leave you feeling busy but ultimately unproductive. It’s like spinning your wheels in the mud – lots of effort, but no real traction. So, what tasks are actually important and will move the needle on your business?

Think of your tasks as different types of investments. Some offer immediate, high returns, while others are essential for long-term stability. Understanding these distinctions is crucial for effective time allocation.

Urgent

These are critical tasks with immediate deadlines, like responding to a hot lead or preparing a crucial offer and have to get done now. You can’t put them off until tomorrow. In fact, tasks like writing an offer often have legal timeliness. Examples include:

• Responding to a hot lead: A prospect actively seeking to buy or sell today requires immediate engagement. Delay can mean losing the deal to a competitor.
• Preparing a crucial offer: Missing an offer deadline can eliminate your client from contention for their dream property.
• Addressing an immediate client crisis: A distressed client needs your prompt attention and resolution.
• Signing time-sensitive documents: Legal and contractual obligations often have strict timelines.

These should be circled, starred or otherwise highlighted on your list. Don’t do anything else until these tasks are done.

Important, non-urgent

These are tasks that contribute to your long-term goals and include lead generation, professional development, etc. They’re important to do daily but can be tackled once your urgent tasks are completed. Schedule time for these in your calendar:

• Lead generation activities: Prospecting, networking, online marketing, and building your referral network.
• Professional development: Attending training sessions, learning new market trends, and honing your skills.
• Building client relationships: Following up with past clients, sending personalized updates, and nurturing your sphere of influence.
• Strategic planning: Setting business goals, analyzing your performance, and developing marketing strategies.
• Creating valuable content: Writing blog posts, creating social media updates, or developing marketing materials.

Everything else

These tasks can include those that demand your immediate attention but don’t directly contribute to your core goals, like minor administrative tasks). If possible, delegate these so you can spend time doing the tasks that will contribute to your business.

Also, keep in mind…

Beyond categorizing tasks, once you understand your own energy levels and productivity patterns you can more effectively prioritize your day.  When are you most productive? Do you feel more productive in the morning, charging through your to-do list or do you do your best work in the afternoon or evening? Identifying your peak productivity window can help you schedule your most demanding and crucial tasks for when you’re feeling most focused and your energy is at its peak. Save those less demanding tasks for times when your energy might be lower. Working with your natural rhythms, rather than against them, can boost your efficiency and the quality of your work.

Recharge

It might seem counterintuitive, but taking regular breaks can actually boost your productivity. 8n fact they are critical to providing the best output. Working non-stop leads to burnout, decreased focus, and ultimately, lower output. If you want to get more done, you have to schedule time to rest and recharge. 

Schedule short  breaks

Incorporate short breaks throughout your day to step away from your work, stretch, or simply clear your head. Even a 5-10 minute break every hour can make a difference.

Take your lunch

It’s tempting to work through lunch, especially if you’re feeling non-stop busy, but don’t give in. Take that lunch!  Eating at your desk while working doesn’t count. Step away, refuel your body and mind, and return to your tasks with renewed energy. You need that change of scenery. If you have trouble remembering to break, set an alarm and abide by it.

Get your zzzzz

Adequate sleep is crucial for cognitive function, focus, and overall well-being. Although how much you need differs for everyone, aim for a consistent number of quality hours of sleep each night.

Take time off

Just like any other professional, real estate agents need time to disconnect and recharge. Schedule regular days off to avoid burnout and maintain a healthy work-life balance, even if it’s just a day here and there. 

CircleCloser can help you streamline your workflow

Real estate is becoming more tech-driven so utilizing the right tools can significantly improve your time management and productivity. CircleCloser is a prime example of technology designed to simplify and streamline the closing process, freeing up valuable time for you to focus on other crucial aspects of your business. You’ll have a centralized platform to manage all aspects of your transactions, from initial offer to final closing. Set follow-up appointments and reminders, track your goals, and maintain your database, all in one place.

Mastering time management is not about working harder; it’s about working smarter. By implementing these strategies, you can take control of your schedule, maximize your productivity, and achieve greater success in your real estate career. Not using CircleCloser yet? Find out what it’s about here.