Time management


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Time management

  1. 1. Time Management Sales Meeting February 2, 2011
  2. 2. Video <ul><li>Conquer Your Time Management Challenges - Realty Academy </li></ul><ul><li>Featuring Carla Cross </li></ul><ul><li>Time Management </li></ul><ul><li>Featuring Darryl Cross </li></ul>
  3. 3. Urgent Not Urgent Important Not Important 1 2 3 4 Too much time in 1, will force you to spend too much time in 4 Too much time in 4 may get you fired Most important to spend time in 2- Planning and Strategy are critical. You need to schedule time to think and plan. Crisis Deadlines Meetings Planning Experiment Creative Strategy Interruptions Emails Meetings Projects “ Escape” Time Trivial Matters, Surfing the Internet Wasting Time, Grabbing a Coffee
  4. 4. Business Producing & Supporting Activities <ul><li>Lead Generation </li></ul><ul><li>Interviews </li></ul><ul><ul><li>Buyers </li></ul></ul><ul><ul><li>Sellers </li></ul></ul><ul><li>Showing Buyers </li></ul><ul><li>Listing Properties </li></ul><ul><li>Sales </li></ul><ul><li>Listing Selling </li></ul><ul><li>Marketing </li></ul><ul><li>Meetings </li></ul><ul><li>Trainings </li></ul><ul><li>2 Ways to Make $$$ </li></ul><ul><ul><ul><li>Selling a House </li></ul></ul></ul><ul><ul><ul><li>Listing Selling </li></ul></ul></ul>Business Producing Business Supporting
  5. 5. Are you… <ul><li>Spending time working with clients that beat the crap out of you every day? </li></ul><ul><li>Doing more jobs for customers who haven’t paid you for the first job? </li></ul><ul><li>Spending time on the phone working old leads that never call you back? </li></ul><ul><li>Still spending $1500 a month on that print ad? How many calls is it bringing in? Have you checked? </li></ul><ul><li>Allowing yourself to be interrupted with calls throughout the day to deal with mundane stuff that doesn’t grow your business? </li></ul><ul><li>Checking your email 20 times a day? </li></ul>
  6. 6. Time Management <ul><li>It only takes a few small adjustments in the way you use your time to change your life forever. </li></ul><ul><li>You can not manage time, but you can manage yourself. </li></ul><ul><ul><li>Identify the things in life that truly matter to you - this is where you should spend your time. </li></ul></ul><ul><li>Managing time effectively will bring dramatic improvements in your life, but be prepared to make some fundamental changes. </li></ul><ul><ul><li>No need to rush, you can make the necessary changes at your own pace. </li></ul></ul><ul><ul><li>Best to go slowly, at least to begin with, as you may not succeed if you try to do too much, too soon. </li></ul></ul>
  7. 7. Knowing Yourself <ul><li>First step on the road to effective time management </li></ul><ul><li>Figure out what you want out of life. </li></ul><ul><ul><li>With pressures of modern life it is easy to lose sight of what we want in our lives . </li></ul></ul><ul><ul><li>This is where you find your vision. </li></ul></ul><ul><li>How you would like your personal and professional life to be? </li></ul><ul><li>Think about your capabilities and what is possible for you in life. </li></ul>
  8. 8. Plan Your Day <ul><li>Pick 2 things you want to achieve, one big and one small. </li></ul><ul><ul><li>Decide on one small step you can take towards achieving each of these tomorrow. </li></ul></ul><ul><li>You must be more meticulous in planning days so you complete everything you need to do by only spending time on the things that really matter to you. </li></ul><ul><li>Daily time plan. </li></ul><ul><ul><li>Clear idea of what needs to be done, how long it will take, and when it is going to be done. </li></ul></ul><ul><ul><li>It can be difficult to know how long each task will take, so keep a time log for a week before starting to keep a time plan. </li></ul></ul><ul><ul><li>Write down: </li></ul></ul><ul><ul><ul><li>What you do every day </li></ul></ul></ul><ul><ul><ul><li>How long it takes. </li></ul></ul></ul><ul><li>Do this for a few days to get a clear idea of how you spend your time and how long tasks take you. </li></ul>
  9. 9. The 4 D’s <ul><li>Do it - This needs to be done immediately. </li></ul><ul><li>Delegate it - Not the best use of your time. Pass it on to someone else. </li></ul><ul><li>Dump it - Anything that is unimportant now and in the future. </li></ul><ul><li>Defer it - Something for the 'to do' pile. Come back to it later. </li></ul>
  10. 10. Focus on What Pays <ul><li>Do you provide as much value as an attorney? What do you make per hour? </li></ul><ul><li>In real estate, it is clear that some activities are worth more per hour than others. </li></ul><ul><li>Focus on doing the activities that pay you what you are worth! </li></ul>“ Only a few activities that we do allow us to be highly paid.”
  11. 11. 15 Ways to Manage Your Time More Efficiently <ul><li>Spend the first 15 minutes of every day, or the last 15 minutes at night, making a to-do list. </li></ul><ul><li>Decide what times of day you are the most productive, and schedule your most difficult jobs then. </li></ul><ul><li>Use waiting-time effectively by planning small tasks you can do in short segments of time. </li></ul><ul><li>Build flexibility into your schedule so you can adapt when things don’t go according to schedule or new opportunities arise. </li></ul><ul><li>When you return a phone call, minimize phone tag by including a time you can be reached. </li></ul>
  12. 12. 15 Ways to Manage Your Time More Efficiently <ul><li>Spend the most time on the job that produces the most income. </li></ul><ul><li>Don’t let non-productive tasks consume your time. </li></ul><ul><li>Take a break to refresh yourself; you’ll be more productive. </li></ul><ul><li>Split longer tasks into smaller increments to allow you to fit them into available time. </li></ul><ul><li>Divide a difficult job into several parts so you don’t burn out before it’s done </li></ul>
  13. 13. 15 Ways to Manage Your Time More Efficiently <ul><li>Set completion dates for tasks to avoid procrastination. </li></ul><ul><li>Create a system to prioritize tasks, but plan on re-evaluating priorities daily. </li></ul><ul><li>Reward yourself with 15 minutes of fun after completing a difficult job. </li></ul><ul><li>Delegate routine chores, but be sure you train your helpers well. </li></ul><ul><li>Value your time, and ask others to do the same. </li></ul>
  14. 14. Where are you now? <ul><li>Most believe: </li></ul><ul><ul><li>Effective time management is about good time-keeping. </li></ul></ul><ul><li>Effective time management can transform your life on a much more fundamental level. </li></ul><ul><li>Achieving your ideal reality will involve little changes and big changes in your life. </li></ul><ul><ul><li>A small change is something like taking a walk every evening. </li></ul></ul><ul><ul><li>A big change might be starting up your own business. </li></ul></ul><ul><ul><ul><li>Both are achievable with the right approach. </li></ul></ul></ul><ul><li>No matter how wide the gap is between your ideal reality and how you live your life now, it can be bridged. </li></ul>
  15. 15. Be Proactive in Your Success! <ul><li>If you want to be successful, you must treat yourself and your career with respect. </li></ul><ul><li>Tips for Successful Time Management: </li></ul><ul><ul><li>Show up at the office at the same time every day. </li></ul></ul><ul><ul><li>Complete your workday at the end of the day. </li></ul></ul><ul><ul><li>Once you set a meeting, write an agenda. </li></ul></ul><ul><li>Agents who come in focused and put in a full day's work will be successful! </li></ul>
  16. 16. What other Realtors do… <ul><li>Merge High-Tech with Common Sense </li></ul><ul><li>I carry around an electronic PDA and a small but sturdy pad of paper. I found that I don't have the savvy or patience to enter every single to-do item in my PDA, so I put all of my appointments — business and personal — in the PDA, and I jot down my daily and weekly to-do items in my notepad. I set audio reminders on my PDA for my appointments, and I simply check off the items on my to-do list with a pen. It's the best of both worlds for me. </li></ul><ul><li>Becky Jordan, RE/MAX Execs, Carson, Calif. </li></ul>
  17. 17. What other Realtors do… <ul><li>Leave Yourself a Voicemail </li></ul><ul><li>As I am running errands, cooking dinner, or trying to fall asleep, and I think of something I need to do, I call my office and leave myself a voicemail message. I use the same strategy for personal reminders when I’m at work — I call home and leave a message. Sometimes when I get back to the office, I wonder who in the world would have called me at midnight, only to realize it was me! </li></ul><ul><li>Arianna Jordan Burke </li></ul><ul><li>Highlands Association of REALTORS® </li></ul>
  18. 18. What other Realtors do… <ul><li>Put Personal Time on a Pedestal </li></ul><ul><li>Twelve years ago I was working full time and raising two daughters on my own. I was almost always on the phone or running to and from appointments. Then, I had a wake-up call. </li></ul><ul><li>My oldest daughter asked me how long my appointments usually last. I told her that it depends, but that they’re normally 30 minutes to an hour. Without skipping a beat, she asked if she could have an appointment with me. </li></ul><ul><li>I now make appointments for everything. Going with a friend to get a pedicure? It’s a one-hour meeting. Sneaking away for a movie? I tell clients: &quot;I've got appointments from 1 to 3 p.m.&quot; I don’t have one bit of guilt about this. I equate my personal time to a million-dollar closing, and I would be crazy to miss that! </li></ul><ul><li>As my daughters grew up, I rarely missed a sporting event — and one of them competed nationally in gymnastics. I made every parent-teacher conference, and I still have a weekly &quot;meeting&quot; with a girlfriend for cocktails and appetizers. </li></ul><ul><li>Shelly Brunette, Real Estate One, Traverse City, Mich. </li></ul>
  19. 19. Starting Tomorrow.. <ul><li>Write daily “to do” lists </li></ul><ul><li>Organize them: </li></ul><ul><ul><li>Urgent </li></ul></ul><ul><ul><li>Important </li></ul></ul><ul><ul><li>Not Urgent </li></ul></ul><ul><ul><li>Not Important </li></ul></ul><ul><li>Time Block for everything </li></ul><ul><ul><li>Personal time, Shopping, Lunch, Meetings, etc. </li></ul></ul><ul><li>Write an agenda after making an appointment </li></ul><ul><li>Focus on the activities that produce results! </li></ul>
  20. 20. Questions/Comments