![]() “You need to work your business the way you want it to fit in to your life,” says Lewis. Now that you’ve seen the system in print and know what tasks belong in each color-coded category, you’re probably wondering what’s the perfect ratio between red, yellow, and green tasks.Įvery agent is different, and Lewis says a daily real estate schedule should reflect those individual priorities. Source: (Lukas Blazek / Unsplash) How much red, yellow, and green should be on a time-blocked schedule? Lewis uses this category only for his admin and support staff so they can make sure all of the team’s money-tracking tasks - reports, paperwork, etc. So the reason that you’re not going to be busy next month is because everything you’re working on now is not going to generate you new business the following month.’” Tracking money (blue) You have 36 yellow blocks, only eight red blocks, but you only have seven green blocks. “I can grab somebody’s schedule and look at it and say, ‘Hey, you were busy this week. Lewis says the amount of green on a time-blocking calendar tells him how productive his agents will be the next month. All of your prospecting and marketing activities go into this category - sending out marketing emails, getting coffee with an old client and asking if they have any referrals for him, being active on social media, cold-calling, and so forth. These are money-making activities that generate new business. This is the most important category, Lewis says. “So if you have a lot of pending, congratulations! The negative is you need to see a lot more green those months than you do red, because your free time is eaten up by these activities which are holding the money you already have.” Making money (green) “You might be busy doing this stuff now, but it’s not working to generate you money for the future,” says Lewis. Lewis considers yellow activities as things that are protecting your money and deals, not earning new money or deals. Tasks in this category are often related to your pending transactions - following up on mortgage issues, inspections, and appraisals. “You should have those, but you want to make sure you don’t have too many,” Lewis says. While these activities don’t necessarily have to cost money to participate in, such as spending time with family, they do take up time that could be used to make money. You can see that some of Lewis’s activities include going to the movies, going to the gym, and even eating lunch. This category is all about personal things - the activities that are important but don’t make money. (More on ratios below.) Here’s a look at each category. He also includes a tally next to each category so that he can see how much time he’s devoting to each type of task, and make sure the ratio between categories is where it should be. Lewis color-codes each category so that he can see, at a glance, what takes up most of his schedule. Spending money (colored red on the spreadsheet above). ![]() He tracks three types of agent tasks, plus a fourth for support staff: While you might think of time-blocking as little more than scheduling tasks into your daily calendar, Lewis takes it to another level by tracking the relationship of every task to its money-making potential. (Click the image above for a larger version.) Source: (Cliff Lewis) Cliff Lewis’s Time-Blocking Template Lastly, don’t miss his advice for how to apply it in your real estate career. If you like the idea of growing your business while also having more time for family and fun, read on for a look at the time-blocking template Lewis uses and his system for getting the most productivity out of himself and his team. Without a time-blocking system in place, “You don’t realize how much time you can burn not being productive about things that actually make you money.” ![]() With his system, “you’re either working or not working, and there is never that half-ass,” Lewis says, referring to periods of time when he was busy, but he wasn’t being productive. What changed? How did Lewis grow his business by 63% while also freeing up his personal time?ĭeveloping a time-blocking template allowed Lewis to realize how much time he was wasting each day. He spent twice as much time at home and his overall quality of life went up. ![]() He enjoyed his work and wasn’t suffering burnout. But he knew this lifestyle wasn’t going to work long-term. The last time he’d taken a day off? He couldn’t remember. His phone and computer were always vying for his attention. As a new father, he struggled to balance long work weeks and wanting to be with his twin infant sons. In 2014, Cliff Lewis sold 90 properties around the Allentown-Bethlehem area of eastern Pennsylvania.
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