A System To Time Blocking

Real Estate Agent with The Rockel Group 244520

A System To Time Blocking


Aa a real estate agent I struggle with protecting my schedule and controlling my time...does anyone else feel the same way? I was talking with my coach a few days ago and I explained I was so busy right now and with a “leverage” situation, I am having trouble controlling my time.  I was giving up things that are very important in my business, like lead generation. I am working on hiring the RIGHT executive assistant right now, but it takes time and I am not going to rush that out of necessity. Been there, done that..twice, bad hires are costly.

 Time Blocking

He gave me seven key things that need to go into my calendar that are NOT really negotiable. Plus three key “planning” slots. Remember “if you erase, you must replace”. It also takes 66 days to create a habit, so I am starting the 66 days tomorrow. I recommend reading this great new book The One Thing. This book has really opened my eyes not only in real estate, but in my personal life.


A quick tip;  use either one of the two tracking methods, but not both. Paper or electronic version. I use paper better than electronic and often forget to add something in both spots, I recently double booked an appointment, bad planning.


Your calendar needs to have these 3 “planning” spots time blocked for planning with yourself:

  1. Time block 15 minutes at the end of every work day or before going to bed. Label it “Planning” This will help you have a clear picture of what your next day will look at and give you a chance to makes notes on things you did not accomplish that day.

  2. Time block 15 minutes every Friday before your day starts. Label it “Planning”. This gives you a chance to look at your upcoming week.

  3. Time block 30 minutes mid month to look ahead for the next 30 days. This gives you a chance to look at your numbers from your business plan, to make sure you're on track or if you need to pick it up a bit. Also gives you a chance to see if you will be out of town for work or pleasure and need to evaluate your goals and numbers to stay on track. Maybe you need to get 4 extra appointments in so you're not rushing and stressing as your trip gets closer.


There are 7 items that need to go into your schedule ahead of time.

  1. Events - In Keller Williams Realty we have conferences and training that are very important and we pretty much know when the dates are for them. Some of these could include KW Family Reunion, KW Masterminds, KW Mega Camp and regional training.

  2. Family & Vacation - This could include gym time, spiritual time, personal time, and vacation time. Very important to work hard and play hard. Our families deserve true family time and so do we!

  3. Lead Generation - This needs to be at the beginning of EVERY work day. It needs to be a minimum of 1.5 hours but recommend between 3-4 hours and starting no later than 9:00. We tend to think that we don’t have time for this because a client is calling, paperworks needs to be done, the other agents needs an answer on something, we have an email that just came in...things can wait a few hours. Plus if you concentrate on the lead generation the other stuff will come together easier by giving you a chance to add leverage. There are VERY few times in real estate where things are a true “real estate emergency”. Most agents think they will fit lead generation in later in the day, but often, later never comes and we stay in that vicious circle.

  4. Lead Follow up - this could be from the conversation you had with someone from the following week or on your tasks to touch base with a potential prospect. This should only be 30-45 minutes.

  5. Appointments - Knowing your numbers will help you set your schedule for the week and allow you to correctly time block slots out. Let’s say you only have to have 4 appointments a week. Don’t give the prospect the opportunity to tell you when they can meet, you give them choices. Tuesday from 1-2:30, Thursday 2:15-3:45 etc. This gives you a chance to take control of your time. There will be times when you will have to make exceptions. Recommended having them 1.5 hours slots.

  6. Stuff - Showings, blogging, paperwork, videos, pictures, dropping off signs and errands. These are the things that we tend to put in the slots for lead generation. Non dollar producing activities most of the time. Should be in your calendar for 1.5 hours, but can be longer if you have other things done, but not in place of the mandatory lead generation.

  7. Lead Generation for Talent - this is the time for you, if you are planning on growing your team and/or company. This should be no more than 30 minutes 2-3 times a week.


When we stop fighting against a schedule, we will get to our goals faster. So I recommend knowing your numbers and truly time blocking. As an agent I need to efficiently plan my time to develop a habit. It will take time to get the hang of it, but if it means I get some of my “me” time back during normal hours, I’ll do anything!



Re-Blogged 2 times:

Re-Blogged By Re-Blogged At
  1. Tonda & Steve Hoagland 03/25/2013 11:15 PM
  2. Praful Thakkar 04/07/2017 03:00 AM
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Stephanie Arnett
RE/MAX Partners~ Starkville, MS - Starkville, MS
SRS, IMSD, Broker Associate, REALTOR

AGREE; I'm getting MUCH better w/planning & time blocking.  Thanks for the reminder!!

Mar 26, 2013 02:16 AM #48
Lee Alley
Pro Mobile Photo - Snohomish, WA
DIY Your Own Expert Smartphone Photography

Three cheers to you, Katrina.  OK.  I needed this prod.  I just gotta DO this!  Regain control of what's going to show up in the rear view mirror.  Thanks for the post!

Mar 26, 2013 02:37 AM #49
Lehel Szucs
All Seasons Real Estate, Inc. - Covina, CA
REALTOR of choice

hard to make time for business when there is so much other stuff to do ... but got to feed the family so back on schedule I go

Mar 26, 2013 04:01 AM #50
Kimo Jarrett
WikiWiki Realty - Huntington Beach, CA
Pro Lifestyle Solutions

Excellent post and extremely relevant. I use Outlook and sync to Google Calendar every 60 minutes. Once you block your time, you free up your lifestyle and I am learning that self discipline is the key to achieving my goals and objectives. I will accommodate anyone if it doesn't interfere with my time schedule. I only wish I had used this method to manage my time many years ago but it's never to late to start, isn't it?

Mar 26, 2013 07:06 AM #51
Katrina Rockel
The Rockel Group - Harrisburg, NC

Karen you are 100% correct. Family is everything to me.

Pamela, The One Thing get's released to the public April 1st and I strongly urge you to get it. It has changed how and what I focus on.

Thanks Dorie, I am working on stay consistent with time blocking, it has always helped.

Jeri, I went them as well during KWFR. Gary is coming to Durham next month on The One Thing tour. My MAPS coach has me tracking my numbers and that has really helped.

Mickey, there is never enough "me" time. Thanks for reading my post

I agree Sharon!

Terry, I hope that this helps you get back to lead generating.

Thanks Tony

Debra, glad I could help

Kathy, Gary Keller & Jay Papasan are the authors of The One Thing

Christi, I'm happy this blog helped you and please get that book, it truly is worth it

Tom, take, add, subtract what fits for you. It's not going to fit everyone, but a great starter for most

Terkel, have you read his new one, The One Thing? Another great book!

Tamara, always the first thing to go for us :)

Sean you seem to have an AMAZING system and that's great. I love Evernote and don't think I am using it to it's full potential

Steph, your welcome

Yes Lee, it's about gaining control of our lives and business. Good luck!

Lehel, There will always be busy things, but write down everything you do everyday and how long you did them, keep a note pad near you. You will actually be surprised how much time we truly waste.

Kimo, it's NEVER to late to start. I am becoming VERY protective of my time

Mar 26, 2013 12:52 PM #52
Bob Miller
Keller Williams Cornerstone Realty - Ocala, FL
The Ocala Dream Team

Hi Katrina, we agree on time blocking.  We read "The ONE Thing" as soon as it was available on eBook.

Mar 26, 2013 08:10 PM #53
George P. Cruz Sr.
DR Horton - Port St Lucie, FL

Thanks for a great post time blocking great...












Mar 26, 2013 11:04 PM #54
Nina Hollander
Coldwell Banker Residential Brokerage - Charlotte, NC
Your Charlotte/Ballantyne/Waxhaw/Fort Mill Realtor

Great recap of the this subject that's always being talked about but so often not acted on!

Mar 27, 2013 07:48 AM #55
Short Sales, Foreclosure & Bank Owned Real Estate

Katrina, I am glad that I stop by your Blog... Excellent information and tips, I need and I will read the book "The One Thing". Thank you for sharing!


Mar 27, 2013 01:49 PM #56
Rosemary Brooks
BMC Real Estate - 209-910-3706 - Stockton, CA
The Mother & Daughter Realty Team

Glad I stopped by this blog also.  I will order the book - Kindle style for $9.99 and read it.  Thanks for the tips, I need to get this habit established to constantly follow up on leads.  Thanks,

Mar 28, 2013 01:57 AM #57
Katrina Rockel
The Rockel Group - Harrisburg, NC

Same with me Bob and I'm glad I did.

Glad you liked it George

Very true Nina, we all talk about it and never fully commit

Enjoy the book Rosemary, I know you will. Time blocking is so important so we take control of our business and time. Good luck.

Mar 28, 2013 09:23 AM #58
Charles Stallions Real Estate Services
Charles Stallions Real Estate Services Inc - Gulf Breeze, FL
Buyers Agent 800-309-3414 Pace and Gulf Breeze,Fl.

All the little things that go into time blocking, just makes me thankful for my simple postcard planning

Mar 28, 2013 01:19 PM #59
Travis "the SOLD man" Parker; Associate Broker
Team Linda Simmons, Enterprise, AL 36330 - Enterprise, AL
email: Travis@theSOLDman.me / cell: 334-494-7846

EXCELLENT suggestions! I'm very scattered, but will sloooowwwwllyyyy start implementing some of them. TRY to get organized!


Mar 29, 2013 01:02 PM #60
Pam Ruckriegel
Louisville Real Estate Pros - 502-435-5524 - Louisville, KY
Negotiating the Best Deal for You!

I've got a couple of those items time-blocked, but I'm going to see if I can fit the others.

Mar 29, 2013 01:54 PM #61
Phil Hillerman
Crye-Leike Realtors® - Rogers, AR
Crye-Leike Realtors®

Hi Katrina,  I just read your post as a re-blog, great information.  Time is a non renewable resource and has to be protected.  Thanks again for the post.

Apr 14, 2013 01:42 AM #62
Stephanie Joines
BHHS Florida Properties Group - Clearwater, FL
Professional Commitment, Personal Solutions

Thanks for the reminder.  I try to do this religiously, but I think no one is perfect at it!!!

Apr 29, 2013 02:30 AM #63
Inna Ivchenko
Barcode Properties - Encino, CA
Realtor® • Green • GRI • HAFA • PSC Calabasas CA

Excellent post, Katrina.

I catch my life is spinning out of control these days. Even I created a certain schedule, there is always something unplanned that needs to be done 'now'. It creates a lot of stress.

How are you doing on your 66 days?

May 01, 2013 01:54 AM #64
Christina Sanchez Hood
Palo Alto, CA
#SiliconValleyHOODS | Inspired Living


So awesome, event a year (+) later!   I needed that today after my coaching call.

Thanks and hope your habit is now in stone :)

Sep 09, 2014 09:53 AM #65
Inna Ivchenko
Barcode Properties - Encino, CA
Realtor® • Green • GRI • HAFA • PSC Calabasas CA

I'm struggling with that too. As a single mom, very often all my plans are pushed away by school projects and emergencies, play days and other necessary interruptions. But planning is necessary!

Nov 08, 2014 04:47 PM #66
Nathan Gesner
American West Realty and Management - Cody, WY
Broker / Property Manager

Excellent advice, Katrina Rockel . I admit this is a struggle for me. I am a responsibile broker that handles a few sales, but I also partner with my wife on sales, handle 230+ rentals, and have a staff to deal with. So there are things that can be considered "emergencies" and I have a tendency to allow that to bleed over into my schedule and make me reactionary on more things than I should.

I'm usually good at putting everything in my calendar but lately I've been doing it in my head. What this leads to is distraction from a perceived emergency, then I lose the time planned for a task, and it either screws up my schedule or I forget the task. 

You've reminded me of the importance of blocking and I'm heading back to it today. Thanks!

Apr 07, 2017 05:49 AM #67
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