1. Making the Most of Time
Management and Organization
BLDS, Business Leadership Development Series
The Best Place for the Best People

2. Making the Most of Time Management and
Organization
 Have you ever felt like you worked all day but still
nothing happened?
 Have you ever worked all week/month/year and had
the same feeling?
 Today’s session is built around helping you get past
this feeling and focusing on how to have a much
better business.
“Luck is What Happens When
Preparation Meets
Opportunity.”
Darrell Royal

3. Making the Most of Time Management and
Organization
 John Maxwell says a budget (for your money) is
telling your money where to go instead of wondering
where it went. Managing time is the same; you will
either tell your day what to do or wonder where it
went.
 Something to think about…
 The weird thing is that the more efficient, on task, on goal
that you are with your time, the more energy you have.
 Working with no plan or traction does not relax you, in fact
it will drain you.
 Strange as this may seem, when you work a daily plan in
pursuit of your written goals that flow from your mission
statement born of your vision of living your dreams, you
are energized after a long tough day!

4. Making the Most of Time Management and
Organization
 As Realtors we have two activities that we need to
focus on…
 1. Income Producing Activities
 2. Administrative Duties
 If you want to have success in Real Estate, the key is
planning your day so that 75% of it is spent on Income
Producing Activities and only 25% is spent on the
Administrative Duties.
 Most agents will spend 80% of their time on Admin Duties
 NAR Stat – Average Agent in 2010 sold 2.3 homes for the year

5. Making the Most of Time Management and
Organization
 Dr. Stephen Covey, author of “The 7 Habits of Highly
Effective People” explains that all of our time is spent in
one of four quadrants.
 1. Important and Urgent
 2. Important but not Urgent
 3. Not Important but Urgent
 4. Not Important and not Urgent

6. Making the Most of Time Management and
Organization
 Group Exercise
 Use the provided worksheets to discuss and list the items that
we routinely do on a given day in real estate, sorting the
activities into the four quadrants.

7. Making the Most of Time Management and
Organization
 Controlling Your Time with a To-Do List
 Remember this:
 If you spend 15 minutes planning your day on paper every
morning, you will add 20% to your productivity.
 Think about that…15 minutes will give you an extra 1/5th of a day
 20% of an 8 hour workday is 1.6 hours
 When you start managing your time more efficiently you
will see a huge change in productivity and even more
importantly…satisfaction!
 Remember that Traction equals Satisfaction
“The key is not to prioritize what's on your schedule, but
to schedule your priorities.”
Dr. Steven Covey

8. Making the Most of Time Management and
Organization
 The To-Do List
 This is a very simple and time honored proven method
that works.
 Each morning make a list of activities that need to be done
today
 Then look at your list and determine which items must be done
TODAY, put an “A” beside each one
 Then look at the remaining activities and ask yourself what
should be done very soon (and today would be nice). Put a “B”
beside those
 The remaining activities get a “C” and are great ideas that if not
moved up to a B or an A within a couple of weeks should be
delegated or put in an idea file

9. Making the Most of Time Management and
Organization
 The To-Do List
 Continued
 Now look at all the “A” items and ask…What is the most
important item or activity that must be done today-and if that’s
all that gets done, have you done the correct thing?
 Put a 1 next to that…making it A1
 Then do it again, working your way through the A’s, B’s and C’s
 Then rewrite your list with A1 at the top and C12 at the
bottom…you get the picture!
 You now have the most important item at the top of your list or
as I like to call it your A1…Your A1 Steak Sauce!
Put some sauce on your steak - your life – by spending some
of your precious moments on this planet doing important
work instead of reading junk emails!

10. Making the Most of Time Management and
Organization
 The TEST (and you will be tested)
 Sometime during your first hour of the day, you will look
up from your desk and you will have a co-worker, usually
with a coffee cup staring at you with a “problem” or a
“distraction”. You need to ask yourself, Are they Steak
Sauce?
 Is there problem more important-not more urgent, but more
important than your A1? Usually not.
With the proper plan your day will be under control and

when the interruptions come…you will have a place to
come back to
Results are generated by activities, If I manage my
activities than the results I want occur. If I make more calls,
learn my market and service my clients better, the natural
result is increased earnings. Think Profit!

11. Making the Most of Time Management and
Organization
 The To-Do List
 This is a very“Motivation is a fire from within. If someone
else tries to light that fire under you, chances are it will
burn very briefly.” simple and time honored proven
method that works.
 Each morning make a list of activities that need to be done
today
 Then look at your list and determine which items must be done
TODAY, put an “A” beside each one
 Then look at the remaining activities and ask yourself what
should be done very soon (and today would be nice). Put a “B”
beside those
 The remaining activities get a “C” and are great ideas that if not
moved up to a B or an A within a couple of weeks should be
delegated or put in an idea file

12. Making the Most of Time Management and
Organization
 Simple Tools
 Notepad
 Outlook
 Utilize and post your Outlook Schedule
 Schedule your meetings in advance and have an agenda
 Do not wing your meetings…if you don’t need one, cancel it
 Smart Phone
 Laptop
 Ipad
 Files
 Accountability

13. Making the Most of Time Management and
Organization
 Your Office and Your Desktop
 The top of your desk is a great picture of how well
organized you are. If you have paper stacked all over,
chances are you are working on Quadrant 3 things on a
regular basis. Unproductive.
 Clean Your Desk
 File it
 Throw it out
 The waste basket might be one of the biggest time savers you
can use
“Motivation is a fire from within. If someone else tries to
light that fire under you, chances are it will burn very
briefly.”

14. Making the Most of Time Management and
Organization
 Your Challenge…if you choose to accept it
 Try this time-management approach for ninety days with-
out stopping. I promise you will see a new level of
traction and thereby a new level of satisfaction. Nothing
is more unsatisfying than to work so hard and not make
progress.
Is this your A1?