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Staying focused – and organized – in Real Estate

As a real estate agent, you could be the difference between a successful sale and a frustrated client with an empty house. The work of the realtor goes far beyond putting up for sale signs and showing houses. If you are not focused and prepared, that has an effect on every aspect of a real estate transaction. Professionalism is the key and it starts with good organization.

Choose a method you will use

Diaries, smartphones, tablets and notebooks all allow you to add data, record important information and keep track of your day. Using too many methods at once can be as bad as having none; it only takes you to forget to transfer one appointment from your phone to your diary and your whole day can be thrown into chaos. If you use your phone or tablet to record appointments, make sure, when you are out, to sync the information to your office computer as soon as you return. If you prefer the pen and paper version, then carry your diary everywhere.

Communicate and confirm

Whenever you arrange a home evaluation or a viewing, ensure that you have the other person's contact details. Not only does this allow you to contact them in an emergency situation, but it also means that you can confirm your appointments. It’s a good idea to call your customers after sending out reminder texts. As well as ensuring they have received the message, a voice contact gives a personal touch to the communication process and shows you are interested in them, as well as the service you are providing.

Set reminders

It’s one thing to have everything written down; it is quite another to remember to act on these notes and appointment dates. Use your phone, tablet or laptop to set yourself reminders. If you have a viewing or a home evaluation, your reminder will need to be set to give you enough time to get to where you need to be. If, however, it is a scheduled phone call that you need to make, or a meeting in the office, you may need less time between the reminder and the actual event.

Don’t forget your personal life

Life can become very, very busy at times and it is too easy to forget other priorities outside of work. Add important personal dates to your diary so that you can work around them where possible. Medical check-ups, family birthdays, school plays and even getting the car serviced are all important to the smooth running of your life, both inside and outside of work.

Have a long-term view

Whether it is on the office wall or your computer, you need to have a long-term calendar or chart that allows you to see into the future. It doesn’t need to be detailed, just provide enough information so that you can see where you are already booked up, have a holiday planned or have space to potentially increase your workload. A yearly wall planner with coloured dots is ideal for this type of at-a-glance, long-term planning.

Remember to breathe

It may sound silly at first, but if you are busy rushing from place to place all day, you can become too hasty and that will show in your work and communication. Simply stop, just for a minute, before you meet each client and breathe. Collect your thoughts and put yourself in the present so that each assignment has your full and undivided attention. If you can do this, everything else will follow and you will be the most focused and organised realtor ever.