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Years ago, South Florida–based Steve Snider, managing broker at One Sotheby’s Realty, received a day planner at a conference held by the late Stephen Covey, author of “The 7 Habits of Highly Effective People.” But when the program ended, he drove off, leaving the planner on top of his car.
When he realized he’d lost it, Snider wasn’t disappointed. Such structured planning wasn't his cup of tea. “I haven’t had a planner since,” he admits.
Rather than pigeonholing himself into the most accepted way of organizing his days, Snider figured out what worked for him. He successfully manages offices with nearly 500 agents using strategies like jotting down notes and to-dos on a legal pad he carries around with him.
As a broker, you decide how you organize your time and tasks. What’s important is finding a strategy—and sticking to it. Hearing what’s worked for others might spark some ideas on how to get started. Here are nine strategies Snider and other top brokers use to stay on top of their business.
Write Everything Down
Many brokers find this simple method surprisingly effective. When you have an idea or want to remember something, record it immediately. That way, you can open “brain space” to reflect on other topics. The key is consistency and knowing what tools complement your working style.
On his ever-present legal pads, Snider jots down notes, phone numbers and to-dos. For him, it’s important to have everything in one place that he can look back at later. Others make technology the cornerstone of their organizational strategy. April Harrington, CIPS, GRI, broker-owner at EXIT Real Estate Experts in Old Hickory, Tenn., often emails herself reminders, sometimes while she’s in meetings.
Digital tools and apps like Microsoft Outlook or Evernote offer dynamic solutions for task management, providing reminders, tracking progress and allowing instant access to information.
Regardless of the method you choose, the common thread is committing to a system that aligns with your workflow and helps maintain a focus on your goals. Don’t forget to check your notes regularly, reminds Jeff Samuels, EVP of Brokerage Operations and Regional Manager, NorCal, The Agency, Alamo, Calif. “A to-do list is only good if you review it.”
Surround Yourself With Great Organizers
Florida-based Ben Schachter, GRI, broker and president at The Signature Real Estate based in Boca Raton, Fla., emphasizes the importance of delegating tasks that others can do well.
Rather than forcing yourself to be checklist-oriented if that’s not how you operate, surround yourself with ace organizers. Snider turns to his assistant sales manager. For Harrington, it’s her operations manager, executive administrator, and senior administrator. “Find what you’re best at and just focus on that,” Snider says. He tells his agents, “If you’re not organized, find someone to organize you.”
Create More Time
If you’re a morning person, consider waking up one hour earlier, Samuels suggests. Give yourself that needed time each morning to review transactions, create a daily to-do list, handle urgent matters and reach out to agents you’re trying to recruit. Then, during the afternoon, you’ll have time to respond to problems. “Real estate is a reaction business,” he says. “A lot of things come up. So, the more things I stack on the first half of my day, the better.”
Triage Email
Email can present a major time suck, but not all emails need your attention right away. Samuels divides emails into three categories. If he can respond quickly, he’ll do so. If he can delegate, he’ll forward the message to the appropriate team member. If a message isn’t urgent, he’ll mark it as read and “backburner” it to address when he has time. “This system helps me stay on top of everything, and my inbox doesn’t pile up,” he says.
Keep Tabs on Your Work
For some, a screen of open tabs might lead to angst. For others, however, open tabs serve as necessary reminders. “Everyone who sees my computer screen gasps at the enormous number of tabs I keep open at all times,” says Harrington. But this system works for her. When she has 15 minutes, she’ll jump into one window to work on a project. “I can spend eight hours working on 94 different projects,” she says. Popular tabs include her calendar, email accounts, Canva, Eventbrite, Mailchimp, Google sheets and documents, and her transaction management platform.
Make Scheduling Easier
Schachter uses the Calendly app, giving his agents a way to easily schedule meetings with him. Each week, he opens 15–20 hours for meetings. “My agents love knowing I’m accessible—there’s no gatekeeper,” he says.
Stick to a Basic Schedule
Try adhering to the same routine each weekday. For instance, Schachter walks his dogs and responds to messages from 4:30 a.m. to 5:30 a.m. Then, he exercises from 5:30 a.m. to 7 a.m., then gets ready for work. At 7:30 a.m., he leaves to drive his younger child to school and himself to the office, generally eating a protein bar along the way. In the evenings, he never works from 7 p.m. to 9 p.m. or from 10:30 p.m. to 11:30 p.m. Those are dedicated family hours, he says.
It might take a little trial-and-error to find a schedule that works for you. But once you have it and your team knows it, you’ll feel your days coming together in a more harmonious way.
Live by a Master Document
“We all get lost,” Samuels says. That’s why he swears by his “one document to rule them all.” Here, he keeps everything from categorized to-do lists to helpful contacts to links to important resources. He divides this document into sections, one for each aspect of his job. For instance, under “Relocation,” he records ideas to discuss with his director of relocation. That way, he’s always prepared for meetings. Keep this document current by updating it at least a couple of times per year, he recommends.
…or your calendar
For some people, the calendar is really the best way to stay organized. “I live by Google Calendar,” Harrington admits. “If I miss something on my calendar or there’s an emergency, I move [those tasks] to another time; I don’t delete them.” Because she time-blocks everything—even watering her plants—she knows she can focus fully on one task or person at a time. To coordinate with her team, she shares her calendar with her operations manager, client care director and administrators.
Schachter also uses his calendar as his to-do list, even for minor tasks like office supply ordering. He blocks out individual items (like emails) and lists details under “Notes.”
Stick to Your Business Plan, Sort Of
No matter what method you use to organize your time, you need a touchstone to make sure you’re doing the right things. That means a robust business plan, one that includes metrics you can measure over time. Include:
- Short and long-term goals
- Objectives
- Strategies
- Tactics
- Timelines
- Budgets
- A SWOT analysis (an assessment of strengths, weaknesses, opportunities, and threats)
As you map out your time, block time to check in on your goals so that you can adjust at regular intervals.
If you see that something isn’t working, you can make changes to your plan,” advises Schachter. “However, don’t make your plan so incredibly flexible where if you don’t reach your goals, you’ll suddenly change all your goals and settle for lower success rates.”
