Real Estate Webinar - Increase Your Productivity and Streamline Your Activities

www.melissazavala.com
How to Streamline Your
Business and Increase
Daily Productivity

Today’s Agenda:
ü  Simple strategies for increasing your productivity this season
ü  Tactics for improving the efficiency of your day-to-day workflow
ü  Time-tested daily systems to maintain your performance
ü  Tips for identifying ways to save time
ü  Best practices for balancing time working on your business and in your business
ü  Overview of available success tools, apps, and hot products
ü  Questions + Answers

When we have lots of transactions in the pipeline…

We get too busy putting out fires
in our transactions

Do you have peaks and valleys
in your business?
“All of life is peaks and valleys. Don’t let the peaks get too
high or the valleys get too low.” –John Wooden

Focus on Daily Processes Rather
than Sales Outcomes

Craft Processes that
Save Time and
Increase
Productivity

You need to work “on” your
business and “in” your business

The truth is…
“[Success] has less to do with what’s done in a
business and more to do with how it’s done. The
commodity isn’t what’s important—the way it’s
delivered is.”
--Michael Gerber, The E-Myth Revisited

Daily Processes Lead to Sales Outcomes

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Develop Processes
for Your Business

Identify Your Strengths
DISC Assessment
•  Decisive (Dominance)
•  Interactive (Interpersonal)
•  Stability
•  Cautious
Take a disc assessment test at
www.tonyrobbins.com/ue/disc-profile.php
Other Strengths Identifiers:
Strengths Finder 2.0 by Tom Rath
Stand Out by Marcus Buckingham
1

List Best Uses of Your Time2
What income-producing activities are you best at?

Consider Time Wasters3
•  List all the real estate activities
that can be done by someone
else.
•  Delivering signs
•  Delivering flyers
•  Meeting a home inspector
•  Scanning documents
•  Ask yourself: Do I really have to
do this or can someone else do it
for me?

Identify Support Staff4
•  Am I doing things that I
shouldn’t be doing?
•  “But it only takes a few
minutes…”
•  Can preferred providers
(sales representatives,
lenders, etc.) help?

Create a Process for Everything5
•  Make a list of regimented
activities
•  Write down the process
for each activity
•  Note who is responsible
for each activity in the
process
•  If there is a process for it,
you may not have to do it
yourself

Some Areas of Business that
Require Processes
•  Listing Management
•  Social Media Posting
•  Marketing to Sphere of
Influence
•  Transaction File Management
•  Email Marketing
•  Internet Lead Management
•  Daily Prospecting
•  Expired or FSBO Prospecting

Sample listing process
ü  Prior to listing appointment…
ü  Research property—order title, create CMA, generate listing agreement and
other required documents
ü  Listing appointment—standard presentation (somewhat scripted, on
iPad, hard copy, or sent previously via email)
ü  After listing appointment…
ü  Schedule photographer
ü  Order sign post
ü  Prepare listing as draft for MLS
ü  Receive photos
ü  Order flyer and Just Listed capture postcards
ü  Make listing live on a Wednesday or Thursday
ü  Syndicate listing on Friday
ü  Post open houses to syndication sites
ü  Prepare for open house on the weekend

Create a Schedule6
•  Schedule repeats each week
•  Sync across all devices
•  Use scheduling apps
•  Only break schedule in an
emergency (an angry client is
not an emergency)
•  Don’t go to sleep until all
tasks are completed

Everything needs to be on the
calendar

Put Systems on
Autopilot

Automated Activities
Which daily activities can be on autopilot? Which
activities require minimal human intervention?

Drip Campaigns
•  Consider RSS drip campaigns
•  Once per week, add new emails to the list
•  Sent automatically at regular intervals

Property Alerts
•  Internet leads opt-in for automated alerts
•  Manually add any buyer prospects
•  Automated daily or weekly alerts as properties come
on the market

Inbound Marketing Campaigns
•  Create plans and
pathways for
different inbound
marketing
campaigns
•  Use automated
responses when
applicable
•  Deliver immediately

Social Media Posting
•  Schedule posts in
advance
•  Outsource posting
when applicable
•  Don’t get lost in
Facebook
•  Use posting
platforms

Track Your Results
•  Collect data
•  Use social media monitoring
(or Google Analytics)
•  Only 45% of marketing
CEOs actually know their
results

Sample Results from a Drip Campaign

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Tools to Help You
Succeed:
ü CRM
ü Calendar apps
ü Digital workspaces
ü File hosting
services
ü Drip Campaigns
ü Market Reports
ü Autoresponders
ü Add-ons or
Extensions

Always keep an eye on your processes

Don’t Stop Running the Race

Don’t Be a “Pop-Tart”

Take Control of the Day
•  Rise early
•  Have a plan
•  Set daily targets
•  Keep a journal
•  Exercise
•  Breathe

Set Client and Staff Expectations Accordingly

Simple Tips to Remember
1. In General
-  The goal is to be deliberate and systematized
-  Every client or prospect needs to have the same experience
-  Stick with it!
2. Process Tips
-  Be the rainmaker, and focus only on what you do best
-  Some fires put themselves out…
-  Stick to the schedule unless it is an emergency
3. Technology Tips
-  Use regular and systematized drip campaigns
-  Schedule social media posting in advance for the entire week
-  Select a CRM that does the work for you

Recap: Your Productivity Plan…
•  Create a system for everything
•  Put as many activities on autopilot as possible
•  Focus on process rather than outcome
•  Outsource annoying tasks and time wasters
•  Live by your schedule
•  Know your value
•  Control your day—don’t let your day control you!

It’s All About Good Systems

Streamline activities to avoid peaks
and valleys in your business

Questions?

Find more upcoming webinars at http://www.melissazavala.com/speaking
Thank you for attending!

Real Estate Webinar - Increase Your Productivity and Streamline Your Activities

Real Estate Webinar - Increase Your Productivity and Streamline Your Activities

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