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Looking at the week ahead, and back to the week that was, is sometimes overwhelming. A database of potential buyers to contact. Dozens, sometimes hundreds, of people from your open homes. Not to mention the abundance of email enquiries about properties that are currently listed. Working out who’s serious right now, who’s worth keeping up to date with properties in the next six months, 12 months and beyond.

And you can’t drop the ball on your current vendors – organising pre-settlement inspections, negotiations, arranging access for pest and building inspections, booking in the auctioneer, keeping potential buyers in the loop for changes in open home details and more. Let alone keeping an active up to date database.

Don’t forget the all-important cold calling, prospecting, and database management that you need to keep on top of.

And your phone – constantly pinging and beeping with notifications from emails, texts, messenger, social media and more.

Phew! No wonder you feel time poor and overwhelmed.

All this on top of making sure your marketing campaigns are on track. Ad copy, social media, typesetting, photography and more. E-Mag, Profiles, newspaper and online advertising deadlines.

Now don’t get me wrong. These are all critical activities for any decent agent. You can’t ignore them. But here’s a few simple steps to manage them so you don’t drop the ball and miss opportunities and at the same time maintaining your sanity.

time management systemsHave clear processes/systems in place

  • Set up auto responders in your emails so people feel like you’re not ignoring them. From initial contact through to listing and beyond. You could have a standard email template for each step of the way. Saving you loads of time in writing emails from scratch each time
  • Know that you spend every Monday morning returning calls and emails from the weekend. Block it out and don’t get distracted.
  • When you have back to back open homes on a Saturday, change your voicemail to let people know when you’ll return their calls (later in the day, or Monday for example).


Use apps to keep track of times, set reminders and even see when you are spending your time.

Apps such as Timely let you segment your time into projects, add an hourly rate so you can track your billable hours, and time how long activities take so you can get a handle on where you are spending your time.

Making best use of your email app such as Outlook can help too. Colour coding for certain activities through the day, setting reminders, and assigning tasks to others will all help you make better use of your time.

time managementBlock your time

Using a method such as Pomodoro (read more about it here), to help you focus on one task at a time, then have a break between tasks. Pomodoro is 25 minutes, with a 5 minute break before starting the next task. You’d be surprised how much you can get done when you commit to 25 minutes.

Hire/Use a marketing company like the Marketing Muse

What a relief it is when you can outsource to an expert so you can focus on the things you love doing and are truly good at. From ongoing monthly support to picking up the slack during peak season.

We can provide the support you need so you can focus on nurturing your data base, and the dollar productive activities to grow your business We concentrate on the marketing process for you from the bookings, to artwork, to deadlines, to editorials. So you can focus on your clients and don’t have the headaches of learning new technologies.

We’ve been in Real Estate marketing for 19 years and have built strong relationships across media channels both digital and mainstream. You get to capitalise on those connections through our fast affordable marketing services. We provide professional no-hype marketing support and work to your timeframe.

Your Turn

How do you manage the competing demands on your time and still maintain your client relationships and your sanity? Please share your comments below.

Please get in touch with us today for a quote for your specific marketing needs – or head over to our website for details about the packages we offer our time poor clients, including:

  • Maxi-Muse – The complete done-for-you marketing service
  • Mini-Muse – Our basic ongoing monthly package
  • Medical-Muse – Our on call service to cover sick leave
  • Merry-Muse – Seasonal support services

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