Time is on my side
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Time management strategies to work efficiently and make the most out of every day.
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Time is on my side
- 1. Time Is On My Side Jefferson County Chamber of Commerce August 1, 2016
- 2. Who is Emily Caryl Ingram? • Local mortgage lender with New American Funding • 15 years experience • Loan originator, processor, and underwriter • Bachelor’s degree in mathematics • Board member, Jefferson Co Home Builders Association • Board member, Real Estate Professionals for Affordable Housing • Loved by monkeys
- 3. Objectives • Mindset • Identify Goals • Develop a Plan • Put it to Work
- 4. Eliminate Busy • Busy is a cop out • Be authentic • Positive “self talk” • Invite new business
- 7. Referral from Realtor – 51.56% Sphere of Influence – 18.75% Referral from LO – 10.94% Previous Client – 7.81% Networking Groups – 6.25% Online – Zillow/Google Source of Business Referral from Realtor 51.6% Sphere of Influence 18.8% Referral from LO 10.9% Previous Clients 7.8% Networking Groups 6.3% Google Search / Social Media 4.7%
- 9. My Plan
- 10. Work Your Plan • Identify time wasters • Eliminate distractions • Allocate specific tasks
- 11. Customer Relationship Mgmt • Contact Management • Lead Management • Tasks & Events • Sales Opportunities • Reports
- 12. Delegate Title Agent Escrow Agent Mortgage Lender Insurance Agent Builder / Contractor Painter Repair Person Landscaping Technical Consultant Social Media Guru CPA Attorney Real Estate Agent House Cleaner Business Coach Financial Advisor Appraiser Photographer Caterer Personal Banker Web Developer Mentor Graphic Designer Printer Home Inspector Promotional Products Office Supplies Engineer Processor Roofer Who is on your Board of Directors?
Editor's Notes
- Thanks, Holley.
- My name is Emily Ingram. I’m a local mortgage lender here in Port Townsend. I get to help people own homes. And I love what I do. It’s a pretty amazing job. I also got to love on a bunch of spider monkeys in Mexico earlier this year. No jokes about monkeys and bankers please.
- Now, normally I talk to y’all about real estate and mortgage lending. And I was scheduled to talk about that in March or April. But someone had other plans. There was a huge windstorm that weekend which knocked the power out to the Elk’s Club and the meeting was canceled. Well I know how to take a hint! I thought maybe y’all want to hear about something else. So today we’re gonna talk about time management. The time management attitude. And how we use our goals and what we already know about our business to prioritize and implement the tasks and activities that will make us successful, efficient and help us make the most of each day.
- Eliminate busy Tersa Goldsmith Badge of honor – Bill Gates How are you today? Crazy busy Busy = Fine ASK ME HOW MY DAY WAS Single mother… Authentic Y’all try it. Implies we don’t have time for them Story about Jerry Last thing – feeding that idea to our brains Woo-woo / New Age The way we talk to ourselves and the way we talk about ourselves shapes who we are. I’m horrible with names! What I tell myself. Feed my brain a positive message instead of a negative message. When we replace busy with an authentic conversation, we’re feeding our brain a positive message about our businesses and our ability to manage our time.
- And that’s all time management is, right? How we spend our time. This is Pogo Paul. As you might guess, Paul sells pogo sticks. And just like everyone in this room, Paul has a plethora of activities he could be engaged in on any given day, week, or month to manage his business. Time management is about: which tasks or activities we choose to work on and which can be stricken from the list which tasks are a priority and which tasks can wait for another day how long we spend on each task So how do we determine those three things?
- We’ve got to have a plan. Everyone has a written business plan, right? Our business plans include our goals are for our business. So we know what the end results need to be. - sell 2,000 pogo sticks. - have 25% market share. - earn $100,000. - get promoted to a management position. So all we have to do is look at the numbers. Pogo Paul wants to earn $75,000… Well that’s pretty simple. If I were Pogo Paul, part of my time management plan would be to make 5 phone calls a day. But how does Paul know which one of those potential activities is going to help him reach that goal? How does he get those leads? How does he know who to call? Paul needs to know the source of his sales. Where does his business come from?
- “Where did you get my name & number? And I track that information. I want to know how my customers find me. And this is how my customers have found me this year – 2016. Over 80% of my business comes from real estate agent referrals, referrals from other lenders or loan officers and my SOI What do these numbers tell you? I spend a lot of time networking with real estate agents, huh? They’re pretty important to my business. Probably a good idea to maintain relationships with people like Terence and XXX. These numbers also tell me what I need to work on… When I looked at my source of business for last year – 2015 – people who found my name online accounted for less than 2% of my business… What’s also important is what ISN’T on this list. Zillow story.
- - We’ve developed a list of activities or tasks based on our goals. - And we know how to prioritize those tasks based on where our business comes from. - How do we implement that on a day-to-day basis? There are more strategies about how to do this than there are hours in the day. The one thing that every strategy agrees on though, is that you have to write it down. You’ve got to plan how to spend your time. Eisenhower Matrix. Remember the book The Seven Habits of Highly Effective People. Tim Blocking Plan the entire day hour by hour. From 8:30am to 9am, I check email. From 9am to 10am, I do inventory. If that works for you, great. Another method is the A, B, C List. Doesn’t really matter which method you choose. Just develop a plan and write it down.
- - Of course, I do things a little differently. - Hour by hour or time blocking the whole day doesn’t work for me. So I use a combination of list-making and time blocking. Most of the top part of the list is stuff I know I need to do to keep my business running. I know I need to call 2 referral sources per day. I know I need to contact 10 people potential customers. Follow-up calls. In the middle I track the number of leads or referrals I get… Just like Pogo Paul. - And the bottom part I use for what I call “business development activities.” / Important but not Urgent. - These are things that I time block. So that A) I actually get them done. And B) I don’t spend more time than is necessary. - 1-3 hours / turn off the phone / lock the door. - And I have a different category of task for each day. - today – Newsletter - OCD Friday is my “self maintenance” day.
- So you’ve got your plan. How do you ensure success? How do you make sure you stay on task? Figure out your time wasters. Time Log Facebook / Words with Friends / Cruising Amazon researching a new vacuum cleaner - I’m easily distracted online. I wonder how much flights to Paris are? Oh, look at that hotel… Eliminate distractions. For me, it's email. Email is critical to my business. I probably send and receive more than 100 emails a day. turn off notifications so I’m not tempted. Use your list to allocate when to do specific tasks. For instance, I'm checking email in the morning and I get a notice about a class I need to register for. Great. I make a note on my worksheet to register for that class on Friday - my “self maintenance" day. Or I see an email about a topic I'd like to share on my next eNewsletter. Great, I stick it a folder so I can find it later. And when it's time for me to write that eNewsletter, I bring it out again.
- - How many of you have a CRM system or a database that stores all your customer information? How many use sticky notes and file folders? - What is it? Software, phone book, address list, to-do list, tickler file, calendar, and contact mechanism all in one. My CRM is absolutely vital to managing my time wisely. I enter everyone I talk to into the system. Every. Single. Person. And I keep track of all their pertinent contact information. I can enter notes about the person the person I’m talking to. Enter follow-up dates in a CRM system. Most CRMs will let you send letters or emails to groups of people. Postcards / emails / campaigns It’s useful information for my customers. It keeps my name in front of them. It happens automatically. I don’t have to go through my list every week and email each individual person. I'll give you an example of a CRM fail… Mom’s birthday If you don’t have a CRM system, check out Insightly. \
- One of the last recommendations for effective time management is delegate. Who is on your team? Even though I work in a one-person office, I have an entire team of professionals that help me do my job efficiently. I can’t delegate taking a loan application. That’s a pretty specialized skill and one I can only do myself. But I have Alyssa to manage my social media and online presence. Rick and Al at Bootstrap designed my logo and they’re helping me with branding. And I get calls literally every single day from customers who are looking for a referral to a home inspector, an insurance agent, a painter, a web developer, a real estate agent, a landscaper. And when I give a name to my customer, I need to know that person is going to do a stellar job. Those people are my Board of Directors. They help me do my job. They make look good to my customers and referral partners. They free up my time so I can focus on what I do best.
- Finally, realize that time management is a work in progress. Nobody manages their time perfectly. Not even Bill Gates or the POTUS. I have great time management skills. Does that mean I never find myself sitting at work looking up flights to Paris or Airbnb apartments in Belize? No. It happens. I have days where my brain isn't into it. I'm just not efficient. But I recognize that my brain isn't into it. And I try to shift my focus elsewhere. Don't feel good? Read that business book I've been meaning to get around to. It's not calling on referral sources. But it's better than surfing Facebook. Time management is a process. Try something. If it doesn’t work, try something different.
- If you’d like to keep the conversation going, you can contact me using all the usual methods. This presentation will also be available on Slideshare.net.