SkillSET Blog
Advice For Pros · May 09, 2022 · AUTHOR: Darwin Pelea

How to Stay Organized as a Real Estate Agent

Staying organized is the best way to be more efficient in any profession. If you are a realtor, you can save a lot of your time and effort by staying organized and creating a great impression on your clients. You exude confidence and inspire your clients and others in your network when they find you cool and organized all the time. Here are some simple and easy ways to get organized and be more productive.

Get rid of all the clutter

As a real estate agent, you must manage many documents and retrieve the real estate business plan whenever you need them. You can easily find yourself lost in a sea of papers and files if you do not keep them organized. The easiest way to keep the clutter under control is to keep all documents in files and folders and give them descriptive titles to know where to find what you're looking for. If you have everything organized in your office, you will not fumble looking for documents in front of your clients.

Here are some tips for getting rid of clutter:

Get rid of all unnecessary papers (old contracts, expired listings, etc.)

Please get rid of these documents and put them in a file box or shred them.

Create folders for each client/household location/year/month

There will be no chance of misplacing anything when looking for it later on. Label all folders with subject headings (i.e., contracts) to be easily found when needed.

File everything into these labeled folders

File all paperwork into the appropriate folders and keep them there until they are no longer needed by your clients or yourself. You don't want to lose track of any important documents!

Make a habit of documenting everything

It can be difficult to remember all your activities in a day as a realtor since you spend so much time rushing from one place and one appointment to another. Create notes so you can sort your task easily before inputting them using a task management tool.

Try the app Evernote on your smartphone or tablet to make it easy to track your notes on the go:

Create a new note

Use the app Evernote on your smartphone or tablet to make it easy to track your movements on the go.

Enter the date and time when you started working

Make sure you enter this information at the top of each note so that it's easy to find later.

Enter what you did each time

Instead of just listing tasks, give them more detail by including who you saw, what they said, and any notes you took during the meeting (such as addresses or phone numbers).

When the task is complete, click Done

It will remove the task from your list and allow you to focus on something else!

Use task management tools

Try the app Taskable on your smartphone or tablet to make it easy to track your tasks on the go:

Sign up for Taskable by creating an account on their website.

Create a new project by clicking the "New Project" button and giving it a name.

Add tasks to your project by clicking the "Add Task" button and filling in the details such as task name, due date, and priority.

Assign tasks to team members by clicking the "Assign" button and selecting the appropriate person from the list.

Set reminders for tasks by clicking the "Remind" button and choosing the date and time you want to be reminded.

Track progress by marking tasks as completed or in progress.

Use the analytics feature to get insights on project progress and identify areas for improvement.

Collaborate with team members by leaving comments and attaching files to tasks.

Use the calendar view to see all tasks and due dates in one place.

Review completed tasks in the "Completed" tab to keep a record of all accomplished work.

Taskable is a project management tool that helps teams stay organized and on track with their tasks. By centralizing tasks, deadlines, and communication, Taskable can save up to 2 hours per day that would otherwise be spent on scattered emails, meetings, and manual updates. Its intuitive interface and automation features streamline workflows, enabling teams to focus on what really matters: delivering high-quality work on time. With Taskable, teams can collaborate more efficiently, reduce errors, and achieve better results in less time.

Never forget to make a paper copy and a digital copy.

It is possible to lose track of an important document even if you are highly organized. Therefore, you should develop the habit of copying all documents that come your way. Make both a paper copy and a digital copy to retrieve it from the cloud whenever you need the document easily.

There are countless scanner apps available so that you can use your smartphone to scan a copy and upload it to your preferred cloud storage format. The scanning app includes:

On Google Drive

Scan the document, select "Save As," and choose the Google Drive app. The file will automatically be uploaded onto your Google account.

On Dropbox

Scan the document and select "Save to Dropbox." It will allow you to immediately save the file on your Dropbox account for easy access from any device or computer.

On Microsoft OneDrive

Scan the document and select "Save to OneDrive." It will allow you to immediately save the file on your OneDrive account for easy access from any device or computer.

On iCloud Drive

Scan the document and select "Save to iCloud Drive." It will allow you to immediately save the file on your iCloud account for easy access from any device or computer.

The best part is that these apps are free and allow you to store documents in one place while still having access wherever you go!

Use a good quality CRM.

CRM is an essential tool for managing all your tasks and customers as a realtor. You can manage and organize all your listings and all the clients you are currently working with. A CRM gives you the ability to have all the important details about the property at your fingertips. It also allows you to be in better control by knowing the requirements of different clients. A good quality CRM makes sure you don't have to rely upon your memory but also in

  • Documentation of all the important details about a client, such as their preferences, needs, and expectations

  • The ability to schedule appointments and meetings easily

  • The ability to send out reminders when their payment is due or when there are other important tasks to complete

  • You will also be able to refer back to past conversations when needed

Use technology to your advantage.

Technology has made it easier than ever for agents to stay on top of their business. Create an email signature with all the information people need to contact you, including your website address, phone number, and email address. You can also include links to your social media accounts so that people can connect with you online.

With today's technology, many tools are available that can help agents stay organized while they're on the go. For example, you can use Google Calendar or iCalendar to schedule appointments with clients or set up reminders so that you don't forget any important dates or events. Use post-it notes and sticky notes on your computer monitor to easily see what needs attention when you sit down at your desk each day.

Organize your time effectively

The first thing you need to do is organize your time effectively to get things done when they need to be done. You don't want to be spending all day running around from appointment to appointment without any time left over for yourself or your family. Here are some tips for staying on top of things:

Keep a calendar with all appointments written down, so you don't forget anything important. It should include meetings with clients, appraisals, inspections, and personal appointments like doctor's visits or haircuts.

Schedule an hour each day for administrative tasks such as answering emails or returning phone calls, so those items don't pile up in your inbox or voicemail box. If possible, try not to check email first thing in the morning or last thing at night because it can cause stress and distract you from other tasks that need attention during regular business hours.

Final Thought

This article is mainly for agents that have been in business for a while, but we would recommend it to agents just starting as well. Planning can make the difference between staying on top of your business or being buried and overwhelmed by calls. Keeping things simple is the key to keeping organized, which helps keep you, your clients, and your business moving toward success.

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