Client Networking - Group Call Summary – 3/27/13

Attendees:
Client1
Client2
Client3
Henderson Lafond
Steve Kantor
Caroline Collins

Topics:
1: Time Management

Action Items:

Client1:
  • Print out your Outlook calendar weekly and send to Steve to take a look
  • Email Steve your top distractions
  • Send Steve picture of your desk before and after clean-up
  • Watch for an email from David Lazear who will assist you with your Hyper Harry issues

Client2:
  • Work on further refining your Delete List - one example would be striving to limit and better organize your calls with your business partner
  • Focus on stopping some activities rather than delegating - narrow focus to 3-4 most important tasks and delegate work for those
  • Do an exercise of writing down the few things you want to focus on with columns underneath - "Now" and "Goal" - compare what you do now to your ideal to assist in refining your Perfect Day schedule.
  • Plan on meeting Steve for breakfast again or scheduling another call in the future to continue your time management discussion

Client3:
  • Bring your Perfect Day schedule to your employer to make sure he approves and you are both on the same page

All:
  • Email Steve a PDF document or a faxed scan of your calendar for this week and next week
  • Take some time to read and comment on each other's journals - please contact Caroline if unsure how to do this
  • Make sure you have submitted your Perfect Day-First Draft in your journal

David:
  • Please reach out to Client1 to share Hyper Harry wikipages and schedule a consultation call

Caroline:
  • Send everyone on call today a Kindle ebook gift once it's ready
  • Confirm that all participants can see each other's journal entries and understand how to comment
  • Confirm everyone has done their Perfect Day-First Draft submission
  • Send everyone info on Email Management after the Time Management Challenge ends
  • Send LG99FREE TMC gift to all to send to agents who do over $100K per year
  • Send link to Best Agent Business video channel - http://www.bestagentbusiness.com/videolearninglibrary.html
  • Connect Client1 with David Lazear

Tips from Steve:
  • Agents with no business at all have nothing on their schedule - walk in each day and decide what to do. Successful agents have a lot on schedule - about 60%-80% of their time next week is already blocked off.
  • If you don't have Focus Time blocked off in your schedule you have no chance of doing this at all.
  • If you find you are having regular problems getting through everything on your daily todo list, make sure it is not really a problem of over scheduling.
  • A cluttered work area can lead to stress and a big distraction during your Focus Time - clean it up
  • Buffer Time activities need to be scheduled so they do not wind up eating up most of your day
  • Agents are often trying to do too much and should focus on the 3-4 most important tasks, delegating some of the components of those, and stopping everything else
  • For most agents - 90% need to work harder and faster, but the top agents have the opposite problem - they tend to work too hard and too fast.

Summary:

Client1 has been a licensed real estate broker for over 25 years, has a part-time assistant on site as well as contracting with Best Agent Business. He did 43 deals by himself last year and is looking to increase this year.

His top time management questions - after reading some of the information we've sent him Client1 has come to the conclusion that he is the perfect example of a Hyper Harry. He is wondering how best to manage this in relation to Time Management.

Client1 has looked at our Time Management Challenge videos but has not been through rest of the site so has not seen the Hyper Harry videos. Caroline will send everyone a link to our Video Learning Library.

Steve reviewed our main personality categories. He thinks 30%-40% of top real estate agents are Hyper Harry (HH.) We have invested thousands of dollars to come up with ways to help this group.

Steve and Client1 have met - they've had breakfast before. Steve did not recognize him as an HH at that time and asked Client1 what areas were giving him trouble.
Client1 has trouble focusing - he has list in his head of what needs to get done but gets distracted easily.

Steve reminded everyone of the problem of over-scheduling. When you look back at the last month you may have written 10 things on your todo list each day but only got 3 things done. This may not be a failure but rather over-estimating what you can get done. It would be better to be more realistic and write down less things for each day.

Another thing is how you keep your calendar. Steve asked Client1 to send it to him to review and suggested everyone else do the same. Print out calendar weekly and let Steve see what it looks like.

Steve asked Client1 if he has one checklist or several. Client1 has it in more than one place. Steve says he might not have enough structure with that and David can help.

Focus time - A typical person can focus for 1-2 hours. HH often cannot focus this long.

Client1 tries to focus for 90 mins for calling but this tends to vary from 45 minutes to 1 hour. Generally can focus for an hour but does gets distracted. Steve says go with the hour but work to eliminate distractions.

Some ideas would be to turn off his phone at times, put focus time on his schedule, and clear out his work space.

Client1 does turn his phone off at times - for example between 11am-12pm when working on business, or if on a conference call or a webinar.

Steve: if you don't have focus time booked into your schedule for next week you have no chance to focus. You have to have this time already blocked out.
Steve asked Client1 to email him his main distractions to get his thoughts. Client1 should also clear up his office and desk space to help clear distractions. Physical crap on your desk can lead to anxiety and stress which is constant. When you're calling seeing this pile of crap gets you off track mentally. Client1 suggested he could send Steve a picture of his desk and Steve thought that was a good idea - before and after clean-up.

Buffer Time - Steve asked everyone to think of this question: As of the beginning of the day how much of your day is consumed by buffer time activities that pop up that should be scheduled? All of these activities need to be scheduled. Often you will wind up spending more time on these type of activities by not scheduling and delegating.

Client2 has been in real estate since 2002. She feels her one specialty is meeting. She needs assistance on delegating and slowing down. She has also met Steve for breakfast and he was familiar with her office situation.

Steve asked Client2 if the "slow down" advice resonated with her. She said much of the course did, particularly the delete list. Steve said deleting tends to be a fun activity. We do not start with it in the course as we don't want to start with a negativity. Steve suggests that Client2 can further refine her delete list. For example, she uses way too much time in phone conversations with her business partner - she could pick up more time in her day by getting a better handle on this, shortening the call time and organizing for them beforehand.

Steve says, for right now, Client2 should just focus on stopping some activities rather than delegating.
Steve thinks she is probably trying to do too much and would be more successful and happier if she focused on only 3-4 things that were a priority. Then she can figure out what parts of these 3-4 things can be delegated.

Client2 is having trouble deciding what she should stop. Steve asked if she only did 3 things what would they be? Client2 said calling, meeting and networking. Steve asked her to be more specific. She responded recruiting agents, taking listings and participating in short purposeful networking events.
Client2 probably spends maybe 1 hour a day in recruiting tasks, all together. Steve suggests taking those few things she wants to focus on and writing them down with columns underneath "now" and "goal."

Steve guesses these activities will take around 6 hours with only 2 hours remaining for buffer stuff.

Steve told Client2 he would be happy to meet for breakfast again to further discuss this.

Client3 is the newest employee of a client of ours who previously did the TMC challenge with the rest of his team and wanted Client3 to take the course as well. Client3 is supposed to strictly make phone calls but tends to multi-task - he tends to help out others in the office by doing gopher/courier work. He is looking to focus more on the money-making tasks. He works about 35 hours a week - salary with some commission.

Steve asked about his daily tasks - incoming calls are a small amount, does mostly outgoing calls. Does calling in two chunks - 2.5 hours in the morning and 2.5 hours at night. Steve says this sounds pretty structured. He could use the break in between these calling tasks for free time activities.

Steve asked Client3 for his top one or two time management challenges? Client3 said it was his habit of taking on additional tasks to help out others in the office. He feels he should cut down on this. Steve suggested sorting this out with his employer before making any changes. Get your Perfect Day schedule worked out and get agreement with your employer to make sure you are on the same page. This way he will have the support of his employer for the changes he wishes to make.

Final question for all: What did you find most useful?

Client1: slowing down and focusing is going to be the biggest thing for him. He puts too many things on his plate every day.

Steve said 90% of real estate agents need to speed up but once you are at the top level the problem is generally that you are working too hard and too fast.
Client1 says he is still doing a lot of things that he shouldn't be doing and could be delegating to his assistant. It's hard for him to let go. Steve said that is fine - Client1 can keep holding onto it for the rest of his life if he wants. There are plenty of agents who never stop doing assistant work. Steve used himself as an example - his only job is to eliminate himself - he is trying to get something else off his plate every week so he can focus on his unique talents. This is a constant challenge.

Client2: pre-scheduling her entire week and no more over-scheduling. She has a piece of paper for each day's tasks and usually has about 20-25 items each day. Needs to get to where she feels satisfied with putting down less items.

Steve thinks she tends to be hyper-organized and likes to check things off and her todo list is part of the problem. She should focus on the Perfect Day. He told Client2 she should try to make each day the same - for example do something for one hour each day rather than for 2 hours 1-2 days a week. If there is variation things tend to get confused. If she goes back and just does her main three things - that will take up 5-6 hours of her day. A lot of the other tasks need to just be stopped rather than delegated. The only things that should be delegated are tasks related to the top three things. Also, Client2's business partner is taking up way too much of her time and this needs to be addressed.

Client2 feels that a lot of the other tasks cannot be left undone. Steve suggests that there are some problems to be worked out, like her business partner not assisting in running the brokerage. He told Client2 he would be happy to schedule another call with her to discuss things further.

Client3: deletion and focusing on money oriented tasks are his biggest goals.

Steve thanked everyone for participating. He really enjoys these calls. He asked that they please send anyone else our way who could use our help. Our goal is that if you do these exercises properly it will result in more financial gains for you over the next year.