Real Estate Blog - Taking Notes - A Greatly Under-used and Under-rated Business Success Tool

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Taking Notes - A Greatly Under-used and Under-rated Business Success Tool

When I think of people who carry around small notebooks and are constantly scribbling things, I think of someone who means business. Columbo comes to mind...Columbo always got his man/woman and a big part of his success was the notes he was constantly taking.

What makes you stand out in a potential client's mind?
Is it the way you dress?
Perhaps it's the way you carry yourself or the colourful brochure you hand out.
Perhaps, it's all of these things and a little more. That little more could be the deciding factor in whether a potential client decides to go with you as their choice or not....and that little more could be, surprisingly, nothing more than a small coiled notebook and old-fashioned pen that you take out and make notes in whenever you're getting to know someone new who is in the market for a business person in your field.

Taking notes signifies that you care.
You care enough to 'take note' of what the person is telling you.
You care enough to want to make sure and get the details straight and make sure all bases are covered should you be fortunate enough to have them choose you to meet their needs and desires.

Never underestimate the power of your notes. Later you will refer to them when preparing feature sheets, client forms and marketing items.

When going on a listing appointment, I've always carried a clipboard and on it I take extensive notes while listening to everything that is being said by the seller.
These notes are like gold to me and, although I take intensive interest in what the seller is conveying to me, I never leave all the details totally up to my memory, for memories have been known to not always be as thorough as we would like them to be.

By taking notes, you are showing your potential customer/client that you take what they are saying seriously and you mean business. You show that detail and thoroughness are important to you and the customer will more likely see you as someone who is conscientious and attentive.

When following up with a potential client, a summary of your conversation goes a long way towards how impressed they will be with you and shows you are competent and are concerned with taking outstanding care of their needs.
The notes you've taken will be like gold in your hands as you prepare a follow-up letter or call to the potential client.

Never underestimate the little things in business. It's the little things that count and are remembered most. They make all the difference when it comes to who someone chooses to represent them in their business needs.

~Jo

Jo-Anne Smith, the author of this article, is a REALTOR® with Sutton Group - Quantum Realty Inc., Oakville, Ontario and welcomes your real estate inquiries. To contact her, visit www.Oakville-BurlingtonHomes.com

Posted by Jo-Anne Smith- Oakville, Burlington and Mississauga Region Real Estate, Ont on 01/30/2009 04:32 PM

Comments (50)

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50 Comments on Taking Notes - A Greatly Under-used and Under-rated Business Success Tool

JAN

I take a lot of notes but sometimes my partner Glenn says only I can read them. Sometimes I can not. Chickens may write better.

Tom Braatz.

I agree with you on the note taking. I keep a notebook in my purse, my car, my laptop case, my desk, etc. I write down as much as I can and refer back constantly. Clients love it when you remember little things about them too, like the name of their dog, grandkids or college.

I have to take notes, or I will forget. My listing appointment notebook is always full, but I don't want to forget anything.

If I don't write it down it doesn't happen and it never existed in my mind. I have to take good notes!

Jo, You're right, I hadn't thought of it that way. I don't take extensive notes, just short ones to remind myself but I need to remember that when they call a year later, it sure would be handy to have taken more notes to refer to....and they do notice!

Tom,

It's as you said 'creative minds are seldom tidy' and you, my friend, are one of the most creative people I know, so I'm not surprised that your handwriting is a tad illegible. As long as you can read them though, that's what counts...right?? Well, you and Lars, of course....

(((-:

Amy,

You're a class act on the art of taking notes...kudos to YOU!!! (((-:

Hi Mary,

It's very fulfilling to have a notebook to refer to when trying to remember a small detail....and the small details can make all the difference in the world.

Allen,

It's certainly an excellent habit to get into.....

thanks for stopping by this post!

Carole,

I always thought of you taking extensive notes, since you're a top-notch writer (and writers love to take notes)....however I also know you're extremely intuitive and likely are totally in the moment when visiting with a client as you sense the energy around you and take in all of the details of the room....so I don't imagine, as a Feng Shui Master, you have as much need for note taking as we REALTORS do....

You're so right...they do notice.

How true it is. What an impact it makes with the client that he/she is important enough to you that you would make a record of what they say and at the same time creating a record to assist your later recall. Excellent post. Thanks.

I'm taking note of your post! I like the Columbo image. I usually write notes right on the client's file folder - inside the folder for condidential info.

JAN

I strongly believe in note taking. It must go back to my student days.

Jo, I've been taking notes for years (naturally) and some laugh at me. Like I am a court reporter, or I am saving this for EVIDENCE later LOL. Nevertheless I want to make sure I have everything important down on paper.

...and I thouoght I was the only one. I've gotten a reputation in the office that if the phone rings I pick it up along with my pen and note pad. It's amazing how just one little note in a spiral notebook can save a lot of energy and angst later. Thnak you for making me feel normal.

If you are not taking notes, you're only hurting yourself. It is so important. I use to write notes on anything I could get my hands on. NOW, I do have a notebook that goes with me everywhere I go.

Jo, I definitely am a note taker, especially as I tour a future listing for the first time. If I don't write it down I'm afraid I will forget something important. Like Lynn and others, I always have a notepad by the phone as well. I thought I was just old fashioned but you make it seem timeless. Thanks!

I have notes everywhere, my husband thinks I am so unorganized, but I know I have the details when I need them. Thanks for sharing something that can help all of us!

I hate to say it but as I get older those notes are becoming more and more important! You are right, it shows you care by writing down what the sellers are telling you about their largest investment.

Hi Jo-Anne...I take notes. I guess I never thought anything of it. I thought all agents did. Maybe I'm the only one with a faulty memory.

Kate

I too have a habit of taking notes. My newest addition has been a hand held recorder for when I'm in the car and can't actually write something down. Keep those notes coming!

Your Raleigh Realtors!

I just started taking notes on this little notepad that some bank dropped off at the office for all the agents. It seems to help. Great post.

Have you people not heard of a Blackberry, I put all my notes in it and I think it lools more proffessional than a notebook, but whatever works for you. As long as your client gets the impression that you pay attention to detail is the important thing.

I have tried to take notes in my blackberry, but I can't seem to do it as fast and I don't trust it as much as having a hard copy. I know it is silly, but I guess it is whatever you get use to.

Great post. I always take notes too. I have 8 or 9 notepads full of old notes that I never throw away because I never know when I might need to look back at something.

Thank you Jo-Anne, it is true that we can only remember about 50% of what we said or heard just a few days after the meeting, what can save the other 50%? Notes, and lots of notes! the more the better. when someone is listening and taking notes when we talk... don't we feel important? that is the value of note-taking.

Antonio

Jo you are so right note taking is such a valuable too. I always take notes.

FEB

Good morning Richard,
You've put it perfectly, thank you.

hi Joetta,

I love your name!
Thank you for your witty comment....keeping notes on the client's file folder is an excellent idea.

Jo

Christine,

I think you've nailed it....

thanks for dropping by,

Gary,

I'm not surprised that you are an expert note taker....your writing is so detailed and well thought out that I can imagine you taking notes on EVERYthing in life.

Jo

Lynn,

It's great to have those notes to refer back to, isn't it?

Jo

Rebecca,

Glad to hear you've graduated to a 'notebook'....lol.

Thanks Diane,

It is rather timeless, isn't it? Somehow writing a note in a book or card makes it seem more 'real' and important and I believe our clients feel that way too....

Donna,

You sound a lot like me.....usually I go through all of my 'notes' and slips of paper and record them all in a main book every second day or so....

Jo

Lyn,

lol.....having these notes is a lifesaver

Hi Kate,

I guess all agents don't take notes...some use blackberries and some just depend on their memories...I think actual note taking is more personal and accepted though, particularly by the older generation of clients who still value a handwritten note over an email.

((-:

Hi Lee and Pamela,

A handheld recorder in the car sounds like an excellent idea....

thanks for stopping by,

That's great, Jeff....keep up the good work!

~Jo

David, A whatberry? ......just kidding, lol. Whatever works for you is what you should be doing, I just feel clients feel more comfortable if we are actually handwriting our notes when speaking with them rather than typing away into a blackberry.....

Jo

FEB

Kristi,

I'm with you on this matter....

thanks for stopping by,

Kelsey,

It's amazing the amount of paper we collect in this business, isn't it? Those old notes may be very valuable....

Antonia,

You summarized the value of note-taking perfectly!!

thanks for visiting this post,

hi Dee,

thank you for dropping by....

I write notes everywhere. It would probably help to get a little notebook and keep them all in one place. Thanks for the tip.

Joanne,

I wholeheartedly agree with writing notes infront of clients. I have a blackberry but it's off when I'm with a client. I also have a voice recorder in the car but that's for novel writing and I'd get confused if I added real estate notes. Next thing you know, I'd have a serial killer protagonist viewing houses!

I have had several people comment on my big "black book" where notes are held. They smile when I remember their pet's name and ask them about it while we're out house hunting.

FEB

Meris,

I made up my own daytimer page with room for writing notes on everything...it keeps everything in one place and has a lot more room than the standard daytimers

Hi Robert,

It sounds like you're very organized! Interesting that you also write novels.....and I see you're right next door to me in Hamilton?

thanks for dropping by,

I'm an avid notetaker I hope the clients notice.

FEB

hi Mike,

I'm sure they do!

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