The busy spring season is beginning, and it may already feel like it’s here in full force! If you used the slower wintertime to get your marketing plans in order, set up lead strategies, and network with real estate professionals, then there is likely no shortage of business coming your way. In order to efficiently manage clients and successfully close deals, it’s incredibly important to stay organized. Below we’ve outlined some of the top ways you and your Broker team can stay organized through different facets of your work
Organizing your space
First and foremost, your workspace should be free of clutter to encourage organization throughout the rest of our work. Walking into a messy space first thing in the morning can set a tone for the rest of the day—and even the rest of the week! That’s why rule number one is “Don’t leave clutter for tomorrow.” Take a proactive step today to reduce the clutter in an around your desk so that you can start fresh and use the momentum to organize other parts of your work life.
So now that you’ve decided to get organized, what should you do first? Recycle, donate, or throw away items. Reducing the clutter of unnecessary items is the quickest way to a clear desk. According to Psychology Today, “The average worker wastes close to two weeks a year searching for things she or he has lost or misplaced.” Reducing clutter can help you avoid items getting lost in the shuffle. Once you’ve removed all unnecessary items, designate a place for everything else.
Anything left in your office or on your desk at this point should have a designated place where it belongs. Whether it’s a filing cabinet, letter tray, or shelf, everything should be in its place.
Organizing your files
Now that you have your desk cleaned off, it’s time to focus on your desktop. You know, the one in your computer with tons of disorganized files.
Throughout the workday, as you download paperwork and save files to your computer, it can seem simple to just save items to your desktop as they come in. This might work for a week or two, but eventually, the files add up, and everything becomes lost in the shuffle. To avoid this, set up a structure of folders so that you know where each file should go as you save it.
First, name main folders logically and then create a hierarchy of sub-folders. For example: If you have a main folder called “Contracts,” It might make sense to have sub-folders named for specific clients, or possibly folders named by the year in which the contract was signed. Documents within these subfolders should have very specific names so that they are easily recognized. A file named “Johnson_June_2018_Appraisal” will be easier to find than a file named “NY_Condo_Appraisal.”
It may seem trivial, but The Balance noted that proper file organization is especially important when documents are shared among teams: “If one of your employees is absent (temporarily or permanently!) you should be able to easily locate any documents created or managed by that person.”
Organizing your time
Once your workspace (both physical and virtual) is organized, you’ll be ready to take on the most difficult organization task: time management.
Proper time management is a critical to achieve peak productivity at work. Throughout the workday, there are numerous distractions that can derail your plans for efficiency and productivity. To avoid some of these distractions consider turning off notifications during important projects. According to Entrepreneur: “It takes an average of 26 minutes to recover from trivial interruptions.”
Along those same lines, it’s probably a good idea to reduce time spent in meetings. There are many projects that can largely be communicated and complete via email as opposed to a formal meeting. This will save time, and ensure more direct communication and less interruptions.
As far as prioritizing tasks to maximize efficiency, there are a few quick tricks. First, start the day with the task you want to do the least. It’s natural to want to avoid unpleasant tasks, but if you tackle a difficult task when your willpower is the strongest, you’ll feel accomplished and have an easier time completing the rest of your work. After that first tough task, prioritize some of the super simple ones. If it will take you less than 5 minutes, do it. This will reduce the size of your list and make the rest of the workday feel less daunting.
Ready to take on the Spring buying season? We are!