Time Management by Dana Whittaker

Effectively Manage Your Time

Rookie agents and seasoned veterans come to me for strategies on managing their time better on a daily basis. Admittedly it is something I struggle with too. As independent contractors we make our own schedule, punch our own clocks, and set our own appointments to the betterment or detriment of our business. I’m about to renew my license for the ninth year and time management is a fundamental skill I’ve been committed to mastering for at least that long, and as I mentioned earlier, it doesn’t come naturally—effectively managing my time is a choice I make every day.

Our peers, including my personal hero, Dave Jenks, tells us we must do the things we don’t want to do, the things that stir up fear and emotion in us. I’m a spontaneous, fly by the seat of my pants kind of gal. Long ago though, I developed a vision and a passion for my future and I had to make a paradigm shift: in order to have more free time and play time, I have to be more rigid with my schedule. I must commit to the actions that take me to the principles I value and my dollar productive items so that I can support my aspirations.

First thing Monday morning, I sit down with my 411, a Keller Williams goal setting tool. I re-read my yearly goals based on my Business Plan. I review my Vision Statement—my Big Why. I look at what I need to accomplish for the month in business and in my personal life. I look at the goals I set for the previous week and I check off everything I accomplished. I create my “Must Do” list for the next week for business and personally on the 411. Next I sync my Blackberry to my Outlook calendar. I time block all the items on my “Must Do” list from the weekly portion of my 411. I time block when I will lead generate, when I’m teaching, my meetings, all of my appointments, my administrative time, my work-outs and my play time with my family. I plan to achieve my goals. If it’s not on my calendar it doesn’t happen. Then I take out my “Perfect Week” template and lay it next to a printed version of my calendar for the week. I make sure they match in the way of the values I’m committed to. I double check to make sure I haven’t left something out, the actions I take that keep me in alignment with my Vision Statement. I print a fresh “Weekly Accomplishment Sheet” and I carry my printed calendar and the Accomplishment sheet with me everywhere I go. I ask myself where I’m spending 80% of my time. I ask myself what I’m earning per hour.

Everything I do is online, however since most human beings are visual creatures, I print my tools to keep in front of me. I need to see the week laid out to track my progress regularly. I’m constantly adjusting my course to stay on track, like a pilot that is off course 95% of the time that lands exactly where they are supposed to.

Life happens. By the end of the week my calendar and Accomplishment Sheets are a mess. They are scribbled on and activities are crossed out and there are arrows and reminders everywhere. If I erase, I replace. I enter these things to my Outlook calendar and sync my phone again so I always have a back up. I save my past weekly calendars in a binder so I can account for my time. If I’m satisfied with my results, or if I’m not, I know why.

This set of activities takes me about an hour each week. It’s one of the most productive things I do, checking in with my CEO (myself) and working “on” my business, taking an accurate reading of my progress. I used to dread this time when my coach suggested that I begin my week this way, filling out all the papers and the blanks, because I’m not an analyst by nature. I do it anyway because I like how the end result feels. I know what’s working and what’s not. I know where I’m going.

If you would like some more insight or coaching to be more time efficient, organized and focused; or if you would like editable versions of my tools, send me an email or give me a call.

Dana Whittaker 
Real Estate Coach
702.300.7653
www.DanaWhittaker.com