It's Your Call

By
Real Estate Agent with Big Block Realty 858.232.8722 CA BRE# 01261476
https://activerain.com/droplet/4LBj

This question was recently posed in the AR Q&A: how many calls do you make or take in a day and how long do you spend on the phone?

 

phone mess

Here's my formula:

10 outgoing calls during CEO power hour (5-10 min each). These are calls to my database of "sold" clients I'm keeping in touch with and referral partners I'm checking in with.

10 outgoing calls COO proactive hour (5-10 min each). These are calls to my database of active and or fence sitters, to check in and give updates, service inquiries, etc. I find if I stay ahead of their questions, they contact me less and trust me more.

3-5 per day of random incoming calls. (depends on the nature of the call, if it's intake, it could be 15-30 minutes vs. a referral partner or team member with quick questions or updates). It used to be more, but because of my Hours of Power, I've reduced my incoming calls virtually by contacting them first!

Key Point: When you are making calls instead of taking calls predominately, you reduce your incoming calls because you are staying ahead of the questions most of your clients are phoning you with. You also control the time spent on the phone when you are the caller.

I never accept calls when I'm making calls or in a time blocked "project hour" (these are time bandits). The focus and the avoidance of the interrupt, helps me complete the tasks or that segment of the project in the allotted time and my clients leaving messages here a greeting that assures them I'll be back to them in less than 2 hours. They never have an issue with this, because they assume I'm with a client. I never answer the phone when I'm with them, so they know I won't when with other clients.

II time block dedicated return call hours throughout the day and I also have time blocked "accept call hours" but that's mostly in my car, not at my desk."  (E-mails are handled the same way). Time blocking keeps the productivity up and the stress levels down.

Image courtesy of [Kamnuan] at FreeDigitalPhotos.net

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Re-Blogged 3 times:

Re-Blogged By Re-Blogged At
  1. Praful Thakkar 02/22/2016 10:48 PM
  2. Bob Crane 03/02/2016 03:57 PM
  3. Tony and Suzanne Marriott, Associate Brokers 12/14/2016 02:26 AM
Topic:
Real Estate Best Practices
Groups:
Building Your Niche
Dedicated Bloggers
LinkedIn
Realtors®
San Diego Real Estate Q and A
Tags:
time blocking
time management
real estate
realtor
wwwthomasjnelsonrealtorcom

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Rainmaker
4,433,077
Gita Bantwal
RE/MAX Centre Realtors - Warwick, PA
REALTOR,ABR,CRS,SRES,GRI - Bucks County & Philadel

Thank you for sharing these great tips. I need to make calls to my past clients.

Dec 04, 2015 07:27 PM #11
Rainmaker
1,644,386
Kat Palmiotti
406-270-3667, kat@thehousekat.com, Broker, Blackstone Realty Group - brokered by eXp Realty - Kalispell, MT
The House Kat

It's wonderful that you have such a well-thought out contact plan in place. I have got to call my past clients more than I do now.

Dec 04, 2015 08:00 PM #12
Rainer
611,689
Sham Reddy CRS
H E R Realty, Dayton, OH - Dayton, OH
CRS

Thanks for sharing:  Formula:

10 outgoing calls during CEO power hour (5-10 min each)

10 outgoing calls COO proactive hour (5-10 min each)

3-5 per day of random incoming calls.

Dec 04, 2015 08:25 PM #13
Rainmaker
1,089,098
Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets
Big Block Realty 858.232.8722 - La Jolla, CA
& Host of Postcards From Success Podcast

The great thing about the formula is that it truly makes you: a working by referral Realtor (or agent); leads for fess become unnecessary. You can get so many referrals from your sold and active clients that you control your own economy; keeping that control away from leads companies.

Dec 04, 2015 10:11 PM #14
Rainmaker
680,255
Nicole Doty - Gilbert Real Estate Expert
Zion Realty - Gilbert, AZ
Broker/Owner of Zion Realty ZionRealtyAZ.com

I'm like Barbara in that phone calls aren't something I keep track of. I make and get so many each day. I block out specific times throughout the week to make follow-up calls and cold-calls but as for how many I make it just depends on how much time I have. 

Dec 05, 2015 12:35 AM #15
Rainmaker
1,089,098
Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets
Big Block Realty 858.232.8722 - La Jolla, CA
& Host of Postcards From Success Podcast

Random activity, untracked produces random results, without a basis for improvement. 

Dec 05, 2015 02:13 AM #16
Rainmaker
345,271
Shirley Coomer
Keller Williams Realty Sonoran Living - Phoenix, AZ
Realtor, Keller Williams Realty, Phoenix Az

Sounds like a great formula!

Dec 05, 2015 07:59 AM #17
Rainmaker
1,089,098
Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets
Big Block Realty 858.232.8722 - La Jolla, CA
& Host of Postcards From Success Podcast

It wins the day!

Dec 05, 2015 09:01 AM #18
Rainmaker
4,474,306
Joan Cox
House to Home, Inc. - Denver Real Estate - 720-231-6373 - Denver, CO
Denver Real Estate - Selling One Home at a Time

Thomas, great post to help those put a day together to get the most important duties complete.    I call/email to clients when I have a bit of down time, and no set time.  Works for me.

Dec 06, 2015 02:57 AM #19
Rainmaker
1,089,098
Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets
Big Block Realty 858.232.8722 - La Jolla, CA
& Host of Postcards From Success Podcast

I'm a student pilot, so I like a "flight plan" to my day.

Dec 06, 2015 06:12 AM #21
Rainmaker
516,804
Rose Mary Justice
Synergy Realty Pros - Dandridge, TN
Synergy Realty Pros

This is a plan the broker trainig has tried to instill in us.  I have to say it is hard for me not to take calls when they come in.  I have had customers to call the office if I don't answer or worse yet another agent to get their information.

 

I need to be more disciplined. Like you said you stay ahead of their questions by calling them first.  I really need to impliment this plan.

Dec 06, 2015 10:44 AM #22
Rainmaker
1,089,098
Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets
Big Block Realty 858.232.8722 - La Jolla, CA
& Host of Postcards From Success Podcast

Rose Mary Justice it's like clay at first, initially hard and difficult to work with. But, as you work the clay and continue to manipulate it into the shape you seek, it softens the clay and makes it more pliable.

This system is hard; making calls is harder than taking calls...that's why so many jump on their ringing phone like a trained dog to a whistle at the circus. "Somebody likes me, needs me, wants to talk to me" vs. "I hope I'm not bothering the, coming across needy or salesy".

It's all head trash we have to work through; I did and do too...17 years later, I still take a deep breathe before call #1. It gets easier. Start with people you like and then work your way through people that make need a minute to remember you. 

Dec 06, 2015 10:58 AM #23
Rainmaker
516,804
Rose Mary Justice
Synergy Realty Pros - Dandridge, TN
Synergy Realty Pros

2016 is coming and I am putting a plan in place . This will be a good start for the New Year.

Dec 07, 2015 12:39 AM #25
Rainmaker
1,769,162
John Novak
Keller Williams Realty The Marketplace - Las Vegas, NV
Henderson, Las Vegas and Summerlin Real Estate

Time blocking makes everything work better. Love the idea of "staying ahead of client's questions."

Dec 07, 2015 02:14 AM #26
Ambassador
4,308,044
Praful Thakkar
LAER Realty Partners - Andover, MA
Andover, MA: Andover Luxury Homes For Sale

Thomas J. Nelson, Realtor love the way you shared what we learn at Peak Producer.

(How many calls should we make as a CFO?.....just kidding...)

Dec 10, 2015 02:35 PM #28
Ambassador
3,717,029
Patricia Kennedy
RLAH Real Estate - Washington, DC
Home in the Capital

Thomas, when a prospective client makes that first call, the first impression will be the agents' voice mail, unless they answer the phone.  I will extend my power hour in order to answer a call that I would have to return at the end of power hour anyway.  And I'm learning how irritating most people find an unanswered phone with a lengthy incoming message.

Feb 22, 2016 11:03 PM #29
Ambassador
3,399,660
Paul S. Henderson, REALTOR®, CRS
Fathom Realty Washington LLC - Tacoma, WA
South Puget Sound Washington Agent/Broker!

Do you use a power dialer in which the system dials 5-10 numbers of your choice at once Thomas J. Nelson, Realtor? You pick up the first to answer but the others get  stuck listening to a canned ad (click) or dead air (click).

I prefer to dial each number on my own although I only make 5 of these calls each morning I  don't get fire breathing patrons on the other end of the line either. What say you?

Feb 23, 2016 02:29 AM #30
Ambassador
4,888,345
Bob Crane
Woodland Management Service / Woodland Real Estate, Keller Williams Fox Cities - Stevens Point, WI
Forestland Experts! 715-204-9671

As always Thomas J. Nelson, Realtor , I am impressed!

I admire your ability to focus and get the job done.

Mar 02, 2016 01:56 PM #31
Rainmaker
1,280,053
Donna Foerster
HomeSmart Realty Group - Parker, CO
Metro Denver Real Estate Assistant

I'm so glad Bob Crane reblogged this post, or I would have missed it. Love the idea of your power hours. Also, I can appreciate that by making many of these calls you are getting fewer calls! Good strategic planning!

Mar 03, 2016 12:09 PM #32
Rainmaker
3,067,662
Tony and Suzanne Marriott, Associate Brokers
Serving the Greater Phoenix and Scottsdale Metropolitan Area - Scottsdale, AZ
Haven Express @ Keller Williams Arizona Realty

Thomas J. Nelson, Realtor, CRS "I never accept calls when I'm making calls or in a time blocked "project hour" (these are time bandits). The focus and the avoidance of the interrupt, helps me complete the tasks or that segment of the project in the allotted time..."

Right on target - and - re-blog!

Dec 14, 2016 02:26 AM #33
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Rainmaker
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Thomas J. Nelson, REALTOR ® e-Pro CRS RCS-D Vets

& Host of Postcards From Success Podcast
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