Containing the Clutter

The busy season of real estate season is here and it's only going to get busier as the summer rolls in. Before everything gets too hectic, now is a great time to sit down and get yourself organized as we head into the summer months. 

Whether it's perfecting your filing system, updating your calendars, or changing your regular routine, even small adjustments to your organization can mean big differences to your productivity. 

We've organized a few tips  for you on where you can save time and contain the clutter - 


Filing System

From listings to contracts to termite letters and everything in between, real estate agents have a lot of paperwork to keep up with, so a filing system is key. 
There are a number of ways to approach your filing, but there are a few main categories you should keep in mind including buyers, sellers, legal documents and administrative processes. 
Depending on your preference, you can sort listings by neighborhood or by client. You can also separate files withing those categories by maps, expense reports, and legal documents. 
It's also important to keep files for administrative tasks such as bill payments and other work expenses. 
Consider using a color coding or labeling system, but remember that whichever system you chose, you should use the same system throughout, including any files you may work on at home. Using a standardized method in all areas where you work will help you be more organized and more efficient with your time filing. 
Finally, don't forget to take the time to purge files. Don't keep what you don't need, but do be mindful of any legal documents you may need in the future. 
If you're looking for a full scale filing plan, check out these tips from Denise Lones at Broker Agent Advisor. 

Calendar

Showings, open houses, closings, marketing events- there's lots to keep up with on a Realtor's schedule, so a coordinated calendar is a must. 
Consider using one calendar for everything you plan from home showings to personal events. Use color codes to distinguish between work functions and personal plans, and if you're keeping track of kids' schedules too, be sure they have their own color as well and a place on your calendar. 
Whether you go digital or paper is up to you; just be sure whatever method you use is easy for you to use and understand. If you're going with paper, think about having a smaller, pocket sized planner where you can copy in events from your larger desk calendar. If you go digital, be sure to merge all your calendar from Google and iPhone so you don't have some events on one calendar and not the other. 
In addition to using one system, plan reminders for your events too. If you know you have a marketing event coming up, set a reminder a week before hand to gather business cards and other promotional materials. If you're headed to a party, a quick reminder to pick up a bottle of wine a day or two before the event can be a life saver. 
Check out the apps IFTTT and Zapier - both are "if this, then that" apps that allow you to set up systems in place based on what's happening in other applications. Without using any applications, you can set up an automation such as "If my Google Calendar has an upcoming appointment, send me a reminder text with the date, time and location." 

In the Car 

In Realtor Mag, Barbara Ballinger brought up the excellent point that as real estate agents travel from house showings to closings and back again, they often spend a lot of time in their car. This means that you're likely trying to carry papers with you as you travel as well, and we all know how quickly a sharp turn or strong wind can send those papers flying and turn you car into a messy filing cabinet.
To prevent this, she recommends plastic containers with lids that can be used as file holders. If you're headed out to hit the pavements and look at listing with clients, bring their file along for the ride, but keep it in the trunk or backseat in these plastic containers. This will prevent papers from flying around, and you can still be organized and prepared. 
Also consider keeping a lap desk stored in your car to take quick notes if need be, and another great tip from Realtor Mag is to keep an envelope in your driver door pocket. Anytime you have expenses that need to be recorded, store the receipts in the envelope and sort through them later to keep track of your costs for the year. 

On the Phone 

Because agents are always on the go, it's likely that your smartphone or tablet contains a large part of your life.
There are a number of apps that can help with organization and productivity from team communication to personal to-do lists. For a comprehensive archive, check out PC Mag's Best Productivity Apps of 2018 . 
Some of the best include Slack, a team messenger app that allows you to search through messages and send not only group messages but direct messages to individuals. There are also different categories that can be set up to discuss relevant information to that topic, and can be a great option for real estate teams. 
For personal use, check out Todoist - a task manager app that allows you to organize tasks based on type and date that can also send you reminders and help keep you on task. Think of it as a digital to-do list, and we all know how great that feeling is of checking something off that list! 

Personalize It 

The most important part of getting organized is finding a system that works for you. If you work better in the digital world, keep your paperwork and calendar on your computer. If you remember everything best when it's written down, grab some sticky notes and write reminders! 
To increase your productivity, you have to work within a plan that best suits your needs and habits. Take some time to figure out what your organizational habits are, then sit down to arrange your desk. 

It may take some time, but you'll find that once you have everything in it's place, you'll be doing much more much quicker - just in time for the summer real estate season!