Five Organization Tips for Busy Real Estate Agents

Real Estate Agent with Velva Dunn

The world of real estate can be quite hectic. As an agent, you may feel like you’re so busy that it’s impossible to stay organized and in-control of what you’re doing. Although it’s a lot of work to constantly be talking to clients, showing properties, drafting documents, and closing sales, you’ll need to stay organized if you want to be successful.

Create Reminders and To-Do Lists

Creating a reminder of every task that you need to do is important if you want to be successful. Apart from setting a reminder for situations like when you’re showing property or meeting with clients, you’ll also need to send to set up a monthly reminder that will help keep you in touch with your past clients. It’s always good to give a call to a past client or do some email marketing using your client database. This will help you maintain strong relationships and is bound to get you more clients through recommendations.

Making to-do lists is very important as well. However, you shouldn’t really use sticky notes to do it. Today, there are many amazing online apps that make it easy for you. For example, you can use Trello, project management software, to organize all the tasks you have to do. Trello is incredibly easy to use and will surely help you organize the tasks you have to do, are doing or have completed. It’s also recommended that you use apps like Evernote in order to have all of your notes in one place.

Stay Prepared

Your active business is incredibly important, which is why you should be prepared for everything. Having a presentation ready for new clients will make it easier for you to handle additional work. Always have something nice that you can wear when meeting someone, do constant research on the local housing market, and come up with a sales pitch that you’ll perfect. Remember that in a business like real estate, presentation means a lot. To impress new clients, you can get real estate folders customized somewhere like Company Folders which can include your contact information, images of your properties, and other valuable information.

Utilize a Drip Marketing Campaign

Even though that catching up with your past clients is important, it’s just not realistic to be on the phone all day making calls. Keep in mind that staying in contact with everyone you’ve done business is important, but you should figure out how much attention you’ll be giving each client. For example, giving a call once a month is worth the time for your best clients. However, you should use a drip marketing campaign to stay in touch with everyone else in your database.

By doing this form of marketing, you will be able to create targeted campaigns for specific audiences and just set it up so the emails are automatically sent from time to time. This way, you won’t have to worry about keeping in touch with your clients.

Clean Your Inbox

Something as simple as cleaning your inbox can significantly reduce the risk of errors. It’s hard to keep track of which emails you’ve read or responded to when you may be getting hundreds of them a week. To stay organized, you will need to start labeling and cleaning everything in your inbox. When you get an email, instantly decide what you’re going to do. For example, you can file it away, delete it or respond immediately.

Use Client Relationship Management Tools

If you’re a busy real estate agent, you will need client relationship management (CRM) tools to make you more organized. There are many different platforms that can help with nurturing existing contacts, generating leads and standard email responses. By using CRM tools, you won’t waste so much time trying to stay organized, which means that you will have more time to focus on selling properties.


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Gwen Fowler-CRS- 864-638-3599 SC Mountains & Lakes--
Gwen Fowler Real Estate, Inc - Salem, SC
Gwen Fowler Real Estate, Inc.

Always looking for tip and new ideas for keeping us organized. Thank you for sharing. 

Jan 22, 2019 11:12 AM #1
John Pusa
Berkshire Hathaway Home Services Crest - Glendale, CA
Your All Time Realtor With Exceptional Service

Velva Dunn very good organization tips for busy real estate agents.

Jan 22, 2019 02:47 PM #2
Dagny Eason
Dagny's Real Estate - Wilton, CT
Fairfield County CT, CDPE Homes For Sale and Condo

Really great ideas that we all constantly need reminders to keep doing!

Jan 22, 2019 05:56 PM #3
Pam Engle

I think I'm pretty organized but I'll have to admit....I have 8000+ emails in my inbox going back years!! (Maybe I shouldn't admit that..??!!) But I do save in folders - I just don't always get around to deleting STUFF!

Jan 22, 2019 08:14 PM #4
Mary Hutchison, SRES, ABR
Better Homes and Gardens Real Estate-Kansas City Homes - Kansas City, MO
Experienced Agent in Kansas City Metro area

I have found one of the best ways for me to stay organized is using an old fashioned weekly paper calendar.  Probably b/c that's they way I've always done it.  Putting a to do list on my phone doesn't work--I want to see my entire week at a glance--plus, much faster to write manually than type it in!  At least, for me...

Jan 22, 2019 08:30 PM #5
Anne Corbin
Long and Foster - Lake Anna - Spotsylvania, VA
Serving Lake Anna & Central Virginia

I like to think I'm organized and I utilize many of the tools you've listed. I need to go ahead and add presentation packets to my preparation and organizational tools. It would definitely be quick and easy!!

Jan 23, 2019 05:53 PM #6
Jan Green
Value Added Service, 602-620-2699 - Scottsdale, AZ
HomeSmart Elite Group, REALTOR®, EcoBroker, GREEN

These are all great ideas to keep us on track to be productive and organized!

Jan 28, 2019 10:58 AM #7
Kimo Jarrett
WikiWiki Realty - Huntington Beach, CA
Pro Lifestyle Solutions

Seems like I'm always too busy to purge and reset until someone reminds me about important tasks that have been neglected. Surfing AR and your post just initiated a task long over due. Thanks for the kick in the @$$.

Mar 03, 2019 09:24 AM #8
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Velva Dunn

residential sales,new homes and relocation
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