How High Functioning Agents Stay On Top Of Their CRM Tasks

Explore the methods used by high functioning agents in how they handle their CRM tasks and avoid being overwhelmed. Learn how to prioritise tasks to assist you in moving closer to your goals and targets.

The Common Struggle: Task Overload in CRM for Real Estate Agents

Many real estate agents face the challenge of staying on top of their CRM tasks. With the multitude of clients, properties, and transactions to manage, it’s easy for tasks to accumulate rapidly. This build-up often leads to agents feeling overwhelmed and unable to effectively manage their time. For many the simple solution is to “select all” and “delete”.

The sheer volume of tasks can be daunting. Without a clear strategy for tackling these tasks, agents can quickly fall behind, leading to missed opportunities and decreased productivity. It’s essential to recognise this common struggle to begin addressing it effectively.

Why Task Build-up Happens and How It Hurts Productivity

Task build-up happens for several reasons. One primary factor is the lack of sufficient time allocated to complete tasks. Agents often juggle multiple responsibilities and may not set aside dedicated time to work through their CRM tasks. As a result, tasks pile up and become unmanageable.

Another reason is the presence of too many tasks within CRM workflows. These workflows that include regular tasks for follow up have been built with good intentions, however if you neglect to stay on top of those tasks they will start to build up very quickly. Ultimately, when an agent sees a long list of tasks, it can feel overwhelming, leading to procrastination and inefficiency. This accumulation not only hampers productivity but also increases stress levels and reduces the quality of work.

The Importance of Task Management in Real Estate Practice

In the fast-paced world of real estate, effective task management is crucial. Agents deal with numerous clients, prospects, properties, and transactions, making it impossible to rely solely on memory. Proper task management ensures that nothing falls through the cracks and that each client receives the attention they deserve.

By keeping tasks organised and prioritised, agents can maintain a high level of service and professionalism. This not only enhances client satisfaction but also contributes to the overall success and growth of the agent and the business.

Effective Strategies to Improve CRM Task Management

High functioning agents are known to employ the following task management strategies in their day to day work. By trying to implement just a few of these ideas will assist you in managing your daily tasks.

1. Allocate set times in your calendar to work on tasks. Dedicating specific time slots for CRM tasks helps ensure that they are addressed regularly and systematically.

2. Prioritize tasks into high, medium, and low categories. This approach, similar to the ‘eat that frog’ principle, encourages tackling high-priority tasks first, which often leads to greater productivity and a sense of accomplishment.

3. Put due dates on tasks. Setting deadlines creates a sense of urgency and helps ensure that tasks are completed on time. People are generally more likely to complete tasks when they have a clear due date.

4. Eliminate or delegate tasks where you can. If you have resources available where you can get someone else to do more menial tasks, this will help free up some time for you to concentrate on more important work.

5. Automate communication tasks. Standard emails or SMS can now be automated using your CRM. Setup workflows or sequences and enrol prospects and clients so they receive regular communications from you. Modern CRM’s allow you to automate these communications so you don’t have to create another task remind you to send the message.

Implementing a Sustainable Task Management Routine

Creating a sustainable task management routine is essential for long-term success. Start by reviewing your current workflow and identifying areas for improvement. Use the strategies outlined above to develop a more structured approach to managing your CRM tasks.

Consistency is key. Make task management a daily habit, and regularly review and adjust your strategies as needed. By implementing a sustainable routine, you’ll be better equipped to stay on top of your tasks, reduce stress, and enhance your overall productivity as a real estate agent.

For further insights on gaining better control over your tasks, contact us to discuss our Workflows which has been specifically designed to help you stay organized and maintain consistent communication with clients and prospects.