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5 Tips for Organizing Your Real Estate Office

By
Education & Training with The Lones Group, Inc.

The Lones Group, Inc.

5 Tips for Organizing Your Real Estate Office

It seems like getting one's office organized has been on most of my clients' minds this January. However, like many busy people, it can be difficult to know where to start. If this sounds like you, here is a list of areas you may want to tackle in the coming weeks:

#1: Filing
If you have piles on your desks and every flat surface, you could be feeling overwhelmed just entering your office. Although we are moving to a more paperless world, there is still physical paperwork that needs to be managed. If you are starting with piles, the first step is to make sure you have closed your client files correctly with your office and archived the physical files correctly. That may require you to first, go through the piles and separate out all paperwork that pertains to a transaction that needs to be archived. Put all these papers in a box. Now that box becomes a separate project, but because it is contained, it will be less overwhelming. You may be able to sort through these papers in an afternoon.

Now when you tackle the rest of the papers on your desk, ask yourself where those papers go? Where is their home? Are the rest of your papers old paid bills? MLS memos? Brochures and flyers from the last NAR tradeshow you attended? The problem most people have is that because paperwork doesn't have a home, it just piles up. But if you have file folders for your bills and bank statements, a folder for inspiration and ideas, and you dispose of memos after you read them, then you will be in much greater control of the papers that you have to sift through.

One thing I like to do for old paid bills that are still sent to you in the mail is gather them all together by year, then put them in a box which goes to storage at the end of that year. So as you are sorting and come across information for 2015 and 2016, you can easily file it directly to the box and get it out of your office.

#2: Space Organization
Oftentimes we live with a system or space that we created years ago. It might have worked for how you did business then, but is it working for you now? Take a look at your space with a critical eye. Have you used everything in your space in the last year? Be sure to look in desk drawers, on shelves, and, of course, your desktop. Does everything there serve a current purpose? For example, if you have extra 3-ring binders that you saved from a project that you did five years ago but you can't see how you might use those in the future, let those items go. Same with old learning materials, books, and even old computer software. If you hoard pens, even go through those and give away those writing implements that don't bring you joy to use.A few years ago, I started doing a New Years 100 Item Challenge. The goal was to edit 100 items out of my house. You might want to give that a try in your office.

Now that you have edited out everything that you don't need, let's consider how it needs to be altered for greatest efficiency and joy.

#3: Creating a Peaceful Space
Your office should be a peaceful refuge where you can focus and find inspiration. Take a look around your office. Are you utilizing the natural light? Is your desk chair comfortable? Do you need an office plant? How about the artwork? Do you need to jazz up the walls with some paint? Think about 7-10 things that you would change or add to your office to bring you the most joy. Remember, if your office feels like a cave or it is uncomfortable, you aren't going to want to spend much time there.

#4: Grab and Go
Think about the different activities that you are called upon to do on a regular basis - initial buyer meeting, listing presentation, open houses, showings, offer presentations, pending to close, and more. Is your office configured in such a way that the materials you need for each of these is easily accessible and grouped together so you don't forget anything? Do you have a shelf or a space for already-printed buyer and seller packages or brochures? Do you have a new client files prepped and ready to go so if you get a phone call while at your office, you can whip out your intake form and make notes? Examine your space and your processes with a critical eye and make changes based on your needs.

#5: Everything Has a Home
I mentioned this earlier in the editing section, but you also need to think about your processes for new items that come into your office. For example, where do receipts go? Where do your new buyer client files go? If you place an ad in a magazine and you decide to hold onto that magazine, where does that go? Everything needs to have a place to go.

Although you could indeed revolutionize your office in one day, if you don't have a full day to spare, evolve from where you are now to your ideal space. Start with editing and then add or change to make it a peaceful and productive space. Make 2017 the year that you say, “Ahhhhh!!” when you enter your office and not, “Eh.”

 

By Denise Lones CSP, M.I.R.M., CDEI - The founding partner of The Lones Group, Denise Lones, brings over two decades of experience in the real estate industry. With expertise in strategic marketing, business analysis, branding, new home project planning, product development, and agent/broker training, Denise is nationally recognized as the source for all things real estate. With a passion for improvement, Denise has helped thousands of real estate agents, brokers, and managers build their business to unprecedented levels of success, while helping them maintain balance and quality of life.

The Lones Group, Inc.

Comments (15)

Hella Mitschke Rothwell
(831) 626-4000 - Honolulu, HI
Hawaii & California Real Estate Broker

Denise Lones - Once every year I go through my office, especially the files, and throw out all kinds of stuff that I know I will never look at again. Paperwork can really pile up, especiall stuff you MEANT to read or look at, and now it's outdated.

 

Jan 23, 2017 03:21 PM
Denise Lones

I love how you point out things you meant to look at. Almost everyone does this, but few realize it until all that out of date stuff threatens to overwhelm. Get rid of it! Great to meet you here on ActiveRain! - Denise

Jan 24, 2017 11:05 AM
Gita Bantwal
RE/MAX Centre Realtors - Warwick, PA
REALTOR,ABR,CRS,SRES,GRI - Bucks County & Philadel

I love the post,. Thank you for the great tips. Have a good evening

Jan 23, 2017 03:30 PM
Denise Lones

Thank you Gita, wonderful to see you again!

Jan 24, 2017 11:05 AM
Debe Maxwell, CRS
Savvy + Company (704) 491-3310 - Charlotte, NC
The RIGHT CHARLOTTE REALTOR!

Going paperless has been such a blessing. While I do still print things as needed, it has really cut down on office clutter!

Jan 23, 2017 05:02 PM
Denise Lones

Without a solid filing system, paperless can be a different kind of filing mess, but at least computers are faster at searching through it than hands and eyes can search through piles of paper. Thank you Debe!

Jan 24, 2017 11:07 AM
William Feela
WHISPERING PINES REALTY - North Branch, MN
Realtor, Whispering Pines Realty 651-674-5999 No.

I have not gone paperless.  I have heard and seen the horror stories and will continue to kill trees.

Jan 23, 2017 06:14 PM
Denise Lones

For the paperless office, backups are a must - full time automatic backup like Carbonite or Backblaze. More on that here.

Jan 24, 2017 11:10 AM
Lauren Williams, CPO
Casual Uncluttering LLC - Woodinville, WA
Professional Organizer: Puget Sound homes

BRAVA!

Jan 23, 2017 07:15 PM
MichelleCherie Carr Crowe .Just Call. 408-252-8900
Get Results Team...Just Call (408) 252-8900! . DRE #00901962 . Licensed to Sell since 1985 . Altas Realty - San Jose, CA
Family Helping Families Buy & Sell Homes 40+ Years

No matter how "paperless" the office is, we continually need those papers.

Jan 23, 2017 10:20 PM
Denise Lones

And there are definitely a generation of clients out there for whom it simply doesn't feel "real" unless they are holding it in their hands. 

Jan 24, 2017 11:12 AM
Barbara Flannery
USA Realty,Inc. - London, KY
"Homes for Everyone In London Kentucky"

Great post Thanks for sharing makes me want to get more organized!!!
Have a great week !!!
Barbara

Jan 24, 2017 06:04 PM
Nathan Gesner
American West Realty and Management - Cody, WY
Broker / Property Manager

This is a good article, Denise Lones . #3 is currently my nemesis!

Jan 24, 2017 06:19 PM
Denise Lones

It can be hard to make it a priority to create a work space we enjoy being at. Sometimes there's a sense that it's not worth it. Forget that! This is something you spend a lot of your time at, it's worth it to make it more enjoyable, you'll thank yourself!

Jan 25, 2017 09:28 AM
John Wiley
Fort Myers, FL
Lee County, FL, ECO Broker, GRI, SRES,GREEN,PSA

We are told that we are in a paperless world, so I don't know what all that stuff is that accumulates in my office.

Thanks for the great tips on how to take control of our office. We will be more productive if we follow your advice.

Jan 24, 2017 07:34 PM
Denise Lones

I know I have less paper than I did 20 years ago, but I still sometimes wonder, where did all this "paperless" paper come from? My tech director says it's still paperless. He says that when he goes camping, none of it burns anymore because it's not paper. Great to hear from you John!

Jan 25, 2017 09:31 AM
Dan Derito
Success! Real Estate - Brockton, MA

There should be a place for everything, and everything should be in it's place.  Nice post Denise.

Jan 24, 2017 08:01 PM
Denise Lones

Often, there is too much in our office that no longer has a place in it. Good to see you Dan - Denise

Jan 25, 2017 09:33 AM
Dagny Eason
Dagny's Real Estate - Wilton, CT
Fairfield County CT, CDPE Homes For Sale and Condo

Great post!   Stuff we all need to stay on top of daily!

Jan 24, 2017 08:32 PM
Dorte Engel
RE/MAX Leading Edge - Bowie, MD
ABC - Annapolis, Bowie, Crofton & rest of Maryland

Dear Denise,

In the process of reorganizing now. Cabinets were overflowing, so time to make more space. Started grab & go piles too.

Jan 24, 2017 09:52 PM
Denise Lones

A grab-and-go shelf is great for saving time and stress! Good work.

Jan 25, 2017 09:36 AM
Dinah Stallworth-Lewis
Priority Real Estate LLC - 318.332.8281 - Natchitoches, LA
NATCHITOCHES, LA HOMES FOR SALE

Denise,

Excellent tips.  #3 is what I need to work on.   Then the rest would be easy ... 

Thanks for sharing.  

Jan 24, 2017 10:36 PM
Diana Dahlberg
1 Month Realty - Pleasant Prairie, WI
Real Estate in Kenosha, WI since 1994 262-308-3563

I felt like you were writing about me!  I have those piles all around me and some days I feel like I could just throw it all away and start fresh.  But your blog is well written and organized and workable.  I have bookmarked to review again and again.  It's a great reminder.  And now ... it's time to starting getting rid of some STUFF!

Jan 26, 2017 06:43 PM
Denise Lones

Diana - Wonderful to connect with you again. Good luck and don't forget the five minute rule. If you're dreading attacking those piles, just commit to five minutes at a time. Send me a picture when you're done, we'll do something nice for you too. - Denise

Jan 27, 2017 11:00 AM
Sharon Parisi
United Real Estate Dallas - Dallas, TX
Dallas Homes

Piles are way too familiar.  I frequently repeat to myself, "There is a place for everything and everything in its place." 

Jan 29, 2017 07:38 PM