Due to the nature of the work, real estate agents have to follow a flexible schedule. They have to be free to accommodate the needs of their buyers and sellers and other service providers with whom they work. But agents don't have to turn their schedules over to others as much as they may think. By controlling your time in "blocks" you may actually manage your time better and look more professional in the eyes of your clients.

With very little advance notice, you could be showing homes to buyers one day, working with a seller the next. You can try to follow a daily calendar, but you frequently find that most days rarely finish the way you planned. With no regular pattern of work time, it is very easy to allow play time to encroach on your productive time. Many agents work when they want to work and play when they want to play. The trouble with that approach is that it leads to low productivity and low earnings.

The most successful people in any profession are usually highly scheduled. Have you ever met a successful doctor who tells patients to "come on in any old time?" No, doctors have highly scheduled lives. They have blocks of time set up for seeing patients, performing surgeries, and working at their hospitals. They know how many patients they need to see each day to create the lifestyles they choose to live.

Is it possible for real estate agents to run their businesses the same way? It’s certainly more efficient than the way most of us run our businesses now.

To be successful you must "time-block" your time. There are certain activities which should be done only during those blocks of time. You need to schedule time daily to prospect, to follow up leads, to negotiate contracts, to return phone calls, to make listing presentations, to show property, to plan your business, to meet with staff, to follow up on escrows. These activities should be clearly blocked in your schedule at specific times. The better you "time-block," the more effective you will be. And you will still have plenty of room for flexibility. They should be done at the times you are least likely to work with clients such as early morning. Then, when you get the call from a buyer who wants to see homes, you will have already taken care of prospecting and paperwork for the day. And those activities will lead to more prospects for the next afternoon and the one after that.

All work and no play makes for a dull life, so allow a little "flex time" or "play time." You will need some time to relax and decompress mixed into your schedule. This relaxation time will enable you to stay focused and sharp during the "up time." Giving yourself 15 minutes of "flex time" every two to three hours should be sufficient to break the tension or to catch up so that you can stay "time-blocked."

It isn't easy but you have to try as much as you can to move people into your schedule. Try to keep listing appointments within your specified time blocks. If you can't then switch your schedule so your prospecting and follow up is certain to be done for the day. Try to show property during normal business hours whenever possible, instead of at all hours of the day and night.

Does this sound impossible? How in the world can you get people to do this?

For years, I have followed a "time blocked schedule" so I know it can be done. The first step is to decide that you are going to do it. The next step is to give your prospects and clients the opportunity to meet with you in your schedule. Rather than asking, "When do you want to meet?" or "What’s good for you?" ask them to meet you at specific times within your schedule. Give the client a choice between two times. Don't explain why other times aren't available - let them come to their own conclusions that you are a popular agent and your time is carefully managed. You will be amazed to see how many people will select one of the times. That way you are scheduling your time on your terms. You have now set a new work standard for you and your clients. You are the one in control, not your prospect or client.

If your schedule simply doesn't work for the client, the client will speak up and say so. Then you can offer a flexible time.

Take back control of your business and your personal life. "Time-block" your way to both personal and professional success. Your family (and your bottom line) will be glad that you did.

Related Articles: Time Management Advice

Published: March 3, 1999

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Editor's Note: This article reflects the opinions of Dirk Zeller only and not necessarily the views of this or any other publication, organization or Website owner.

Dirk Zeller is an Agent, an Investor, and the President & CEO of Real Estate Champions. His company trains more than 350,000 Agents worldwide each year through live events, online training, self-study programs, and newsletters. He's the widely published author of Your First Year in Real Estate, Success as a Real Estate Agent for Dummies®, The Champion Real Estate Agent, Telephone Sales for Dummies®, and over 300 articles in print. You can get more information by visiting RealEstateChampions.com.