Property Collective
18 min read
Secrets of success - How the most successful real estate agents achieve work life balance
In real estate, you learn to wear many hats. You are truly a professional juggler – managing a multitude of moving parts that require skilled handling. A realtor dealing with buyers, sellers, agents, escrow officers, inspectors – the list goes on. Not only must you be a top salesperson, but you must also be accomplished at time management, a problem-solver, negotiator, marketer, and skilled operations person. And beyond this, a fantastic listener.
And outside of your role as realtor, you might also be a parent, a partner, a friend or a carer. Sound familiar? Your time is pretty spread, huh?
It may seem counterintuitive, but taking time off from work can increase your focus and productivity, improve your customer service, and minimise the number of sick days you need to take going forward!
The best real estate agents find a way to balance their work (and life) to avoid burnout and achieve the greatest success.
Here are a few ways the best real estate agents achieve balance.
Take the time to do the groundwork with your communications.
Ensure your email footer has all of your contact information at hand – such as cell phone number, email, personal website link, or further details of the agency you work on behalf of.
Social media pages should also display your contact details in an easy-to-find way. Consider creating a visual Facebook banner image that features your contact details too.
Once clients have reached out to you, through whatever mediums you use, manage it. Both email and social media have brilliant auto-respond features that will automatically populate and reply to inquiries at pace. Set up an auto-reply that gives clients the feeling that their message matters, with further details and an ETA on when they can expect to hear from you. This is also your chance to gather additional information from them that will help you answer their questions in one call – ask for their full name, best contact details, and a detailed message about what they're hoping to achieve.
If a client phones you, ensure your answer machine is clear and concise. Ask those calling you to leave a detailed message of exactly how you can help them. This way, when you find the time to respond to their call or message, you will be better equipped to help them.
If you are a stickler for a fast response, send a quick reply to acknowledge an email, message, or call, then schedule a time to respond in detail.
It's essential to divide your time wisely and to group activities, so, for example, 6-9 pm is family time, and 9-10 pm is your time to respond to all emails before you head to bed.
While it is true that successful agents give their clients around-the-clock attention, the fact is, nobody truly has that much energy or time to give.
By clearly communicating your office hours on your website and business cards, or by implementing auto-responses such as those suggested above, clients feel heard without you needing to be at their beck and call.
Utilising mail features such as labels and folders is a great way to organise your inbox better. For example, consider creating a folder for any client that you're selling for, or perhaps a label such as 'lead' if you have a contact who you believe you may represent in the future.
These tags or folders can also allow you to prioritise emails. For example, if you are working with a vendor whose home is selling that week, they will need to be your top priority. However, you don't want to lose future leads by forgetting to respond to a seemingly less urgent email that could result in future listings or sales.
Organising your inbox allows you to keep streamlined with your communications and to ensure messages do not become lost in the plethora of spam that can often land in our inbox daily.
"Success is the sum of small efforts, repeated day in and day out" - Robert Collier.
Every day there is something to do, but remember that not every day needs to be frantic. Often, some of the stress in real estate is self-inflicted. Case in point, failing to sort and file away last week's paperwork, or failing to respond to emails promptly, will leave you swamped by the end of the week.
Make life simpler and more efficient by staying on top of your easy daily tasks. Set aside and schedule a specific block of time every day, i.e., 60 minutes per day, to read through and respond to emails.
If you check off these small tasks each day, you will save yourself a lot of time in the long run – not to mention subtly and slowly warming your leads. Make a list of said tasks and schedule these in the first and last hour of your day, for example. However you manage it, make this time a non-negotiable.
Time management can be challenging to achieve in real estate, as the duality of personal time and work boundaries are often blurred. We know the energy and dedication that it takes to do well in real estate. This, along with the infamous work ethic of agents, means that taking time or yourself and slowing down can be an afterthought.
Agents who fail to dedicate time for their personal lives will burn out, resulting in your business suffering. Remember, in many ways; you are your business! You must learn and feel comfortable in making time for yourself, without exceptions! If your child's rugby games on Saturday mornings are important to you, then be sure to let your clients know your schedule from the get-go!
Managing your time also involves being realistic about what you can truly fit into your schedule - be careful not to overload it. Successful agents know that there are times when your workload feels overwhelming; it is just the nature of the business! However, you can far more successfully manage your time once you learn not to overload your schedule:
Schedule out time for yourself and your family. Schedule everything.
A good way to feel in control of your life is to schedule everything, including personal and family time. Keeping a tight schedule of family activities and work appointments allows you to maximize every minute. You're never 'not busy'.
"Carving time out of your schedule for meaningful projects and activities can relieve stress because even though you're still busy, you're not burnt-out."
While it's not likely that you'll ever not feel busy, it's still possible to manage your personal time and business for a more fulfilling life. Give yourself space!
Smart real estate marketing tools give you back time. Of course, employing the right tools will make you more efficient, but with a plethora of tools on the market, it's important to decipher what tools are right for you and your business.
Based on your needs and requirements, smart technology tools will free up your time -- ensuring you can focus on creating a strong sales pipeline! Keep testing and trying new tools until you find the ones that complement your sales efforts the best – work to your strengths!
Great examples include email automation tools such as Mailchimp or ConvertKit, automatic lead collectors for open homes - like Follow Up Boss or Spacio , marketing and design tools such as Canva, and, powerful property data and insight tools such as Relab.
No matter how hard you try, there will be times when your work-life balance is out of whack. And that's OK.
Accept that some days you will work more than you desire – while also accepting that there are times when we have no listings too – which is equally challenging.
Most importantly, seek balance. This balance will give you the space to prioritise your physical and mental wellbeing. It's vital to remember that your health directly impacts your work's purpose – helping others change their lives.
We must remember that one of the key benefits of being a realtor is helping clients to achieve successful transactions. Our client's happiness and success is largely dependent on our healthy well-being. So fill your cup first, and you'll have more to give others.
You might also find this article helpful:
Managing stress in Real Estate with Time Management
And outside of your role as realtor, you might also be a parent, a partner, a friend or a carer. Sound familiar? Your time is pretty spread, huh?
It may seem counterintuitive, but taking time off from work can increase your focus and productivity, improve your customer service, and minimise the number of sick days you need to take going forward!
The best real estate agents find a way to balance their work (and life) to avoid burnout and achieve the greatest success.
Here are a few ways the best real estate agents achieve balance.
Manage Your Communications
Take the time to do the groundwork with your communications.
Ensure your email footer has all of your contact information at hand – such as cell phone number, email, personal website link, or further details of the agency you work on behalf of.
Social media pages should also display your contact details in an easy-to-find way. Consider creating a visual Facebook banner image that features your contact details too.
Once clients have reached out to you, through whatever mediums you use, manage it. Both email and social media have brilliant auto-respond features that will automatically populate and reply to inquiries at pace. Set up an auto-reply that gives clients the feeling that their message matters, with further details and an ETA on when they can expect to hear from you. This is also your chance to gather additional information from them that will help you answer their questions in one call – ask for their full name, best contact details, and a detailed message about what they're hoping to achieve.
"Letting your clients know how soon you typically respond and what they need from you can ease their anxiety as well as yours."
If a client phones you, ensure your answer machine is clear and concise. Ask those calling you to leave a detailed message of exactly how you can help them. This way, when you find the time to respond to their call or message, you will be better equipped to help them.
"Avoid extra calls by asking for a detailed voice message. By knowing all the information, you can also ensure you can better help your clients once you're on the line with them."
If you are a stickler for a fast response, send a quick reply to acknowledge an email, message, or call, then schedule a time to respond in detail.
It's essential to divide your time wisely and to group activities, so, for example, 6-9 pm is family time, and 9-10 pm is your time to respond to all emails before you head to bed.
While it is true that successful agents give their clients around-the-clock attention, the fact is, nobody truly has that much energy or time to give.
By clearly communicating your office hours on your website and business cards, or by implementing auto-responses such as those suggested above, clients feel heard without you needing to be at their beck and call.
Organise your inbox
Utilising mail features such as labels and folders is a great way to organise your inbox better. For example, consider creating a folder for any client that you're selling for, or perhaps a label such as 'lead' if you have a contact who you believe you may represent in the future.
These tags or folders can also allow you to prioritise emails. For example, if you are working with a vendor whose home is selling that week, they will need to be your top priority. However, you don't want to lose future leads by forgetting to respond to a seemingly less urgent email that could result in future listings or sales.
Organising your inbox allows you to keep streamlined with your communications and to ensure messages do not become lost in the plethora of spam that can often land in our inbox daily.
Don't neglect those daily tasks
"Success is the sum of small efforts, repeated day in and day out" - Robert Collier.
Every day there is something to do, but remember that not every day needs to be frantic. Often, some of the stress in real estate is self-inflicted. Case in point, failing to sort and file away last week's paperwork, or failing to respond to emails promptly, will leave you swamped by the end of the week.
Make life simpler and more efficient by staying on top of your easy daily tasks. Set aside and schedule a specific block of time every day, i.e., 60 minutes per day, to read through and respond to emails.
- Other tasks include:
- Organising Documents
- Answering Voicemails
- Cultivating Leads (i.e., social media posts, blogging, sending newsletters, updating email database, etc.)
- Updating calendar
- Following up with past vendors
If you check off these small tasks each day, you will save yourself a lot of time in the long run – not to mention subtly and slowly warming your leads. Make a list of said tasks and schedule these in the first and last hour of your day, for example. However you manage it, make this time a non-negotiable.
Manage Your Time
Time management can be challenging to achieve in real estate, as the duality of personal time and work boundaries are often blurred. We know the energy and dedication that it takes to do well in real estate. This, along with the infamous work ethic of agents, means that taking time or yourself and slowing down can be an afterthought.
Agents who fail to dedicate time for their personal lives will burn out, resulting in your business suffering. Remember, in many ways; you are your business! You must learn and feel comfortable in making time for yourself, without exceptions! If your child's rugby games on Saturday mornings are important to you, then be sure to let your clients know your schedule from the get-go!
Managing your time also involves being realistic about what you can truly fit into your schedule - be careful not to overload it. Successful agents know that there are times when your workload feels overwhelming; it is just the nature of the business! However, you can far more successfully manage your time once you learn not to overload your schedule:
- Give yourself time between appointments without feeling rushed.
- Where possible, avoid back-to-back appointments.
- This wiggle room can be used wisely – call back a client whose call you missed. Phone your loved one! Update your calendar on the go.
- Be sure to schedule your personal time on your work schedule. Make sure this is an immovable appointment.
Schedule out time for yourself and your family. Schedule everything.
A good way to feel in control of your life is to schedule everything, including personal and family time. Keeping a tight schedule of family activities and work appointments allows you to maximize every minute. You're never 'not busy'.
"Carving time out of your schedule for meaningful projects and activities can relieve stress because even though you're still busy, you're not burnt-out."
While it's not likely that you'll ever not feel busy, it's still possible to manage your personal time and business for a more fulfilling life. Give yourself space!
Use smart technologies to save everyone time
Smart real estate marketing tools give you back time. Of course, employing the right tools will make you more efficient, but with a plethora of tools on the market, it's important to decipher what tools are right for you and your business.
Based on your needs and requirements, smart technology tools will free up your time -- ensuring you can focus on creating a strong sales pipeline! Keep testing and trying new tools until you find the ones that complement your sales efforts the best – work to your strengths!
Great examples include email automation tools such as Mailchimp or ConvertKit, automatic lead collectors for open homes - like Follow Up Boss or Spacio , marketing and design tools such as Canva, and, powerful property data and insight tools such as Relab.
Go Easy On Yourself
No matter how hard you try, there will be times when your work-life balance is out of whack. And that's OK.
Accept that some days you will work more than you desire – while also accepting that there are times when we have no listings too – which is equally challenging.
Most importantly, seek balance. This balance will give you the space to prioritise your physical and mental wellbeing. It's vital to remember that your health directly impacts your work's purpose – helping others change their lives.
We must remember that one of the key benefits of being a realtor is helping clients to achieve successful transactions. Our client's happiness and success is largely dependent on our healthy well-being. So fill your cup first, and you'll have more to give others.
You might also find this article helpful:
Managing stress in Real Estate with Time Management
