Are you a real estate agent struggling to manage your busy schedule and wondering how to create an ideal week to maximize your productivity and efficiency?

An ideal week is an effective way to create a default diary where you plan out all your activities to ensure that you have a specific time allocated for each task of the week.

In this blog post, we will take a deep dive into creating an ideal week in real estate and provide valuable tips to help you plan your non-negotiable activities, appointments, and free time while making the best use of your flexible time.

We will also discuss the importance of scheduling admin time, prospecting, and many other essential tasks to help you achieve your real estate goals. By following the guidelines provided in this blog post, you can create an effective ideal week that enables you to prioritize and streamline your activities for maximum productivity and success.

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What Is An Ideal Week In Real Estate?

Often when we first get started, we are told to create an ideal week and it's basically a default diary or an ideal week where you plan out all your activities that you're wanting to achieve so that you have time in your diary that is specific to each day of the week that everything is planned out and 90% of the time you want to stick to that plan.

So, an ideal week is basically a plan.

It's how you want your week to look on a consistent basis

Let's dive in and look at the things that we should be popping in our ideal week. 

Non-Negotiable Activities

The first thing you should be doing is planning out all your non negotiable activities.

For example:

• Gym 

• Meditation

• Your hobbies 

• Team meetings

• Caravan

• Meetings with your boss or your manager

• Children's sports and their hobbies and activities.

• Date night with hubby or your partner

• Alone time for yourself

• Day/s Off

• Open home times 

• In-room auctions/ On-site Auctions

• Training/ Learning Time

• Prospecting

Time Blocking

Consider scheduling time blocks for each activity to ensure that you allocate enough time and include your days off in your schedule. Things to consider include:

• How many days a week are you going to take off?

• What's the best days of the week to take off for you and your family?

• Is it important for you to be at home by six o'clock to have family time and dinner?

• What time do you need to be home by to pick up your children from school?

Add all of these things into your diary first and then block the rest of the time out.

It's important to put in those activities that are high priority first and your non-negotiable, such as your days off next.

Then you also need to add in auctions or your auction days, any other meetings days that your real estate company has. Any training that you have, all of those things need to be put in because generally they won't change. 

Top Tip: Prioritize and schedule your non-negotiable activities first in your diary, such as family time, gym, prospecting, meetings, and days off. Once these are established, you can then arrange the more flexible activities around them.

Fixed Appointments Versus Flexible Appointments

Then we move into your fixed appointments versus your flexible appointments.

What are your fixed appointments?

Well, prospecting time I would be putting in as a non-negotiable meeting with yourself as a fixed appointment. This does not move in your diary unless there's an absolute catastrophe and you absolutely have to do a meeting or an appointment. It does not change.

A lot of the time people think, "Oh, that's only prospecting. I'll do it tomorrow."

No, you won't do it tomorrow. Because, the same thing happens again and your prospecting gets left behind, your pipeline stops getting built and then all of a sudden you're in chaos because you've got no money in your bank account and you're stressed beyond measure because you didn't keep to your prospecting time.

When Are The Best Times To Put Prospecting Into Your Ideal Week?

10 calls before 10:00 AM work really well to people that you already know. Such as past appraisals, client calls, that kind of thing. 

Follow up calls when you know you can get a hold of people.

However, this is not the best time to do your open home follow-up calls. These are best done in the evening.

What Is The Best Time To Prospect?

I've found that the optimal time for prospecting is from 4:00 PM to 6:00 PM on weekdays, particularly as people have arrived home from work and before they start preparing dinner.

This timeframe is also ideal for door-knocking. It's recommended to schedule these times in your diary, and Saturday mornings are also great for both door knocking and prospecting.

Please note that this refers to calling prospects, not social prospecting, which can be done at any time.

The objective is to reach people by phone or in-person during these peak hours.

What Other Things Do You Need To Put Into Your Ideal Week?

• When are you going to schedule admin time?

• When do your ads need to be written? 

• When does your social media posts need to be written, posted and scheduled? 

• When do your videos need to be recorded, edited time and transcribed?

• When are you going to write your blog posts? 

• When are your deadlines to get new listings advertised?

These all need to fit into your diary as well. 

Free Time & Flexible Time

Another thing that's really important is your free time. You need to schedule free time in because a lot of times you block out your diary so you've got no flexibility at all.

What are your flexible appointments?

These are the activities that are flexible and can be rescheduled. For instance, if you have an emergency appointment, you can adjust your schedule accordingly by blocking out your appointment time from 1:00 PM to 3:00 PM.

This can serve as your flexible time to accommodate urgent appointments or meetings.

Similarly, tasks such as admin work, video editing, and other non-deadline related work can be moved around to fit into your schedule. In case of unforeseen events or pressing matters, you can make adjustments to your schedule accordingly.

Settlements/Closings

Settlements or Closings are crucial to schedule in your diary, especially on a Friday afternoon. Make sure to determine the exact time of settlement for your properties and include it in your schedule.

Another important aspect to consider is whether you have ordered gift baskets or other gifts for your clients. Don't forget to allocate time for this task as well.

'Thank You' Cards

Do you write ‘Thank You’ Cards?

After your calls or appointments for appraisals, writing thank you cards is a really good thing to put in there also. So that can be part of your admin time first thing in the morning. 

This is also a nice touch as many agents rely solely on doing things digitally these days and to receive a hand written card is quite special.

Flyer Drops & DLE Cards

Consider scheduling in your flyer drops and DLE cards, as well as appraisals and door knocking, to ensure that you are efficiently managing your time and reaching your potential clients.

• When are you doing your flyer drops and your DLE cards?

• When you're going to do your door knocking? Is it going to be on a Saturday morning before your open homes and you can drop that with a DLE card?

• When are you going to do your appraisals?

Admin Only Days

In general, I prefer to keep Mondays free as an admin-only day, and I don't leave the office. However, it's up to you to decide how you want to work. Just make sure to schedule that time in as well.

What tip have you most enjoyed?

What works for you?

What do you put in your ideal week?

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• Creating your ideal week

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